LOGISTICS ASSISTANT

JOB TITLE: Logistics Assistant

BASE LOCATION: Islamic Relief Worldwide – Philippines Country Officer

JOB PURPOSE:

Logistics Assistant will support IRPH teams in the delivery of humanitarian development and emergency projects under the supervision of Logistics Officer.

REPORTING TO: Logistics Officer

MAIN DUTIES AND RESPONSIBILITIES

• Provide appropriate support towards the execution of Logistics processes in line with the IRW rules and regulations.
• Scrutinize all procurement request submitted to Logistics to ensure that supporting documents is accurate.
• Ensure that entries to the procurement tracker is accurate and updated on a timely.
• Ensure office files (chrono in/out file of Logistics, various manuals, and other pertinent documents) are maintained accurately.
• Assist Logistics Officer in drafting Framework of Agreement/Contract(s) between IRWPH and Supplier(s) for Good and Services (Vehicle rental, Training venue and accommodation, any services related to Procurement and logistics.
• Prepare requests and assist Logistic Offier in revising Lease Agreements or other type of works related activities subject to contracts.
• Monitor the existing contracts such as Framework of Agreements/Contracts for the renewal, extension or termination.
• Provide Logistics support to staff, guest, and visitors along with their travels.
• Provide support in organize IRW seminars, trainings, and workshops specially in providing great value accommodation, food, venue, and transportations.
• Provide support to procurement in gathering supporting documents for payments.
• Support in formalities related to opening, managing, and closing IRWPh area offices.
• Monitors and reports on shipments from local suppliers, offshore supplies and supplies from clearing agents and government warehouses.
• Maintains manual and automated Logistics files and records.
• Contact local vendors for price quotations, prepares summary of bids including information on price and conditions of offer and recommends the best offer.
• Ensure adequate office supplies to Country office, maintain a system for allocation and tracking.
• Assists the Logistics Officer in drafting project proposal for donors in terms of Logistical requirement.
• Liaise with Finance in monitoring any request for good and services are properly charged to the appropriate budget line, status, and availability of funds.
• Ensure customs clearance of all imported goods (if any) and proper administration of the logistics process until the final acceptance of goods/services.
• Maintains manual and automated logistics file and records.
• Performs other duties that maybe assigned by the line manager from time to time.

ACCOUNTABILITIES

• Ensure delivery of project material requirements.
• Work independently to complete tasks as directed from supervisor and on own initiative.
• Make responsible recommendations on operational support and project delivery to supervisor based on available resources and access to affected communities.
• Represent IR when working with affected communities and meeting with local authorities.
• Promptly report any challenges in project delivery to supervisor.
• Proper use of financial resources, equipment, and project utilities.
• Work in adherence to IR’s policies and procedures.

Required Qualifications:

• Bachelor’s Degree in fields related to public administration, business administration or any other related field.
• Relevant practical experience in office management, business administration or any other related field.
• Specialized training in administration and logistics is an asset.
• Experience working with INGOs in developing countries.
• Good command of spoken and written English.
• Good IT skills and use of office software packages (MS Word, Excel, etc.).
• Good and cheerful personality, hardworking and attentive to staff and partner needs