Detailed Job Description

Job Title Supply and Logistics Officer
Country Greece
Duty Station Thessaloniki/Ioannina/Larisa
Donor, Project Title, Code IOM “HELIOS-Hellenic Integration Support for Beneficiaries of International Protection and Temporary Protection”
Reports to Hierarchical: Legal Representative / Executive Director, Technical: HQ Logistics Unit Coordinator

Duties and tasks Purpose/objective of the position:

Defining and implementing all supply and technical logistics strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply programs, adequacy of the means provided and the compliance to INTERSOS standard, protocols and procedures in order to enable the development of the mission in perfect working conditions and optimize the impact of the projects. The Supply and Logistics Officer will work closely with Program and administrative staff to ensure comprehensive reporting, support and assistance to all INTERSOS activities. The Logistics Officer is responsible for the logistics management of IMP software.

Management and Program Quality
Participate actively in the definition and update of project planning and budgets, defining strategies and providing advice to the Senior Project Manager in the translation of the identified logistics/technical needs into objectives, priorities and resources needed for the program.

Responsible for monitoring the implementation of logistics/technical activities in the mission (construction and rehabilitation, stock and supply of assets and materials, fleet management and transport, vehicles and engines, equipment/installation, infrastructure and safety of offices, Security rules (implementation and enforcement, ICT, assets etc.)

Ensure compliance of INTERSOS standards, protocols and procedures, across the program and according to donor requirements including procurement, and reporting to the Legal representative on the development of the ongoing programs and proposing reorientation strategies when needed

Responsible for ensuring installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition as well as all the equipment required

Responsible for ensuring the proper purchase use, maintenance and registration of IT assets and office equipment (computers, software, backups, etc.) and communication tools as well as the communication means in the Program (including numbers, frequencies), allowing permanent communication between capital, projects and bases. Ensuring all staff in the projects benefits from proper training on how to use communications equipment available in the projects (e.g. mobile phones, computers, etc.)

Develop and implement service contract management instructions, policies and procedures. Examine and re-evaluate existing service contracts and overseeing regular rent, utilities payments (i.e., electricity, water, gas, etc.), office and guesthouses maintenance contracts and running costs procedures. Ensure that they are properly handled by Administration and/or Focal Points

Maintain and update an established suppliers list per base, in coordination with Program.

Is responsible for ensuring the good storage of all projects’ materials within warehouse/stock, in respect of the INTERSOS Supply SoPs

Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored

Ensure that the fleet is checked, regularly maintained and that vehicles are insured and taxes are paid

Monitoring and Reporting
In collaboration with the Legal Representative, is responsible for co-defining and monitoring the technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the projects security policy and guidelines, evacuation plan and contingency plan, monitoring on a daily basis the security rules observation and reporting to the Legal Representative of any problem. For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics officer will have to create an appropriate environment to facilitate exchange of information on security situation and will be the security back up in the absence of the Legal representative

Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained

Monitoring overall procurement performance for the projects. Ensure effective and cost-efficient procurement planning by liaising with technical staff, Heads of Base and/or Project Managers to ensure that procurement plans are detailed, in place and up to date. Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality
Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by field logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled

Initiate regular fixed assets and inventory check on a quarterly basis
Ensure the production of mission level’s SoPs (if needed) for the Logistics needs
Provides monthly reporting to the Legal representative and Logistics Unit Coordinator (through IMP) and related people on projects evolution from the technical/logistics perspective and propose corrections if needed

Finance and Administration
Coordinate with the Admin and Finance Department to ensure that payment processes to suppliers are made on-time and respecting the financial systems

In collaboration with the Admin and Finance department, is responsible to produce/adapt SoPs and guidelines concerning procurement, contract management, suppliers’ management and fleet management.
Human Resources and Personnel Management
Ensure the creation and maintaining of respectful and positive working relationships, which allow for the effective implementation of all activities.
Ensure smooth communication is established and maintain within the logistics team and with other supporting entities.

Other
Perform other tasks and duties as required in order to ensure a correct implementation of project activities

Reporting Requirements

As per main duties outlined above the Supply and Logistics officer is responsible for

Legal Representative/Executive Director
Attend Internal Coordination Meetings
Attend General Coordination Meetings
Provide Operational reports as necessary
Provide incident/security reports as necessary

As per required the Supply and Logistics officer should be copied in relation to
General Team issues
Coordination Issues
Planning matters
Human resource matters for logistics team – staff leave, absence, illness, other.
Administrative Issues in relation to the Logistics
Troubleshooting issues in relation to Logistics

Skills:
-Able to plan ahead and forecast the needs of the project on time
-Teamwork and cooperation oriented
-Strategic vision
-Travelling availability

Education and Experience:
-Degree in Logistics, , Engineering required
-Masters degree in Logistics will be an asset
-At least 2 years past experience in similar position
-Past experience in the Humanitarian Field would be highly valued
-Excellent command in English both written and verbal,
-Greek language a must

HOW TO APPLY

If you wish to apply for the above position, please submit your CV along with a Cover Letter in English quoting reference code “Supply and Logistics Officer” in the subject line of the e-mail at: jobs@intersos.gr; Only shortlisted candidates will be contacted for an interview appointment. Order or priority will be held and the identification of candidate could take place before vacancy’s ending date.

To help us with our recruitment effort, please indicate in your email & motivation letter where you saw this job posting.

Closing date: 10/08/2022

TOR_LOG AND SUPPLY OFFICER

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