Base Logistics Officer

Base Logistics Officer - Masbate (Filipino Nationals Only) - for pooling/11077

Under the supervision of the Head of Base, the Base Logistics Officer is responsible for the management of the operational logistics activities in the base and is responsible for the implementation of the procedures and policies according to the five mandates of logistics department defined in Kit Log which are: supply chain, transportation & vehicles, communication and  IT, security and risk management, and equipment resource management

Objective 1: Supply Chain Management

• Collect the orders and to update the procurement follow-up.
• Elaborate a monthly purchase forecast (supply, work, service)
• Supervise the procurements quality/price/procedures)
• Make quotation according to purchase procedure.
• Get necessary validation according to signature authorization form before purchase occurs.
• Inform related department about the process of their orders
• Monitor the deliveries to the partners/programmes.
• Ensure an update of the catalogue (price list) monthly.
• Follow-up the stock management procedure (storage conditions, stock reports, expiry dates... ) according to Kitlog.
• Follow up the clearance process for the items arriving by national and international freight.
• Cancel advances for purchase with administration according to calendar defined

Objective 2: Equipment Management

• Ensure that premises facilities, fixtures, assets and equipment are in good running condition.
• Supervise the allocation and the use of the equipments and assets.
• Ensure installation, maintenance and repairing of the equipments.
• Update the equipment list and inventory list.
• Implement the standard Action Against Hunger lCT kit for the computer technology available in the office and close follow up its procedures.
• Follow procedure for the transfer and repair of equipment according to equipment procedure of kitlog.
• Conduct a regular quarterly check in &/physical inventory of assets and equipment.
• Report immediately any loss and serious damages to the equipment.

Objective 3: Fleet Management

• Collects necessary information weekly through movement plan form and update daily to assess the transportation needs and organization of the fleet movement through proper communication skills
• Reports to the Head of Base in case of major shortage of vehicles and seek for instruction for the usage of taxi or temporal rental vehicles.
• Prepares the movement planning weekly through form collection and compilation in computer and daily update on whiteboard and computer file
• Ensure safe preparation, loading and unloading of vehicles and materials
• Assist in management of cargo dispatch

Objective 4: Reporting and security

• Elaboration & transmission to the Head of Base and Emergency Flying Logistics Manager the Monthly Logistics Report (MLR) according to the kitlog 3.7 and instructions embedded in format of the report for:
• Narrative of the month
• Supply chain and orders follow-up
• Storage and Stock report
• Vehicle Fleet management and motor costs report
• Equipment management and inventory.
• Human Resources - Trainings
• External reporting - Logistic donors reports / proposal.
• lCT (lnformatics and communication Technology)
• Security Management and written lncident & Accident report
• Ensure timely submission of donors' logistics reports.
• To report immediately any incident and accident to the Head of Base and to the Emergency Flying Logistics Manager (accident and incident report format)
• Report any shortage, variances, and irregularities from standards to the Head of Base and Emergency Flying Logistics Manager
• Adhere to the Mission Reporting system and submit on time the reports requested to respect the security rules of AAH and coordinate with the Head of Base for any security issues relating to work

Objective 5: Archiving

• Follow the archiving procedure of kitlog for only 3 mandates of logistics department regarding hard copies of documents.
• Supply chain
• Transportation & vehicles
• Equipment management
• Supervise and review regularly the accuracy and completeness of all necessary support document for the each archiving sector above and as well of elaboration of archiving for the additional following chapters:
• Reporting
• HR
• Other if needed
• Make sure there is promote and high transparency in its all aspects (procedures ,approvals and practices from start point till end point) in archived documents and fully participate to any conduct of audit.

• Organize a transparent and categorized method of Logistic electronic file data base on computer system technology and making regular back up

• Bachelor's degree in Logistics, Supply Chain Management, or any related field

• Knowledge of procedures on procurement, warehousing, supply chain At least 2 years professional experience in similar jobs and responsibilities involving middle management positions and preferably experience working with an international non-government organization.
• Experienced working in an emergency response (conflict setting desirable).
• English and Filipino required. Knowledge in speaking Bisaya and Maranao is an advantage.
• IT systems
• MS Office very strong command.
• Intermediate level computer skills (Windows environment and Office package).
• Communications Advanced level of Excel.
• Mobility, readiness to move to the field urgently in case of need, physical and psychological stamina.
• Valuable prior experience in issues related to the promotion of gender equality or personal commitment to gender equality.

Action against Hunger is committed to preventing any type of unwanted behaviour at work such as but not limited to sexual harassment, sexual exploitation and abuse, lack of integrity and/or financial misconduct; We expects all staff and volunteers to share this commitment through endorsing our code of conduct and other related policies and only those who share our values and code of conduct will be recruited to work for us.