Logistics Assistant

MAIN TASKS

1.      Daily logistics activities supervision

• Ensuring the supply of stationary, consumable items, hygiene material, etc. for Erbil office and guesthouses.

• Ensuring and checking proper archiving of related logistics docs (GRN, GDN, logbooks, etc.) in both hard copies the same as soft copies in ELO system when delegated by the line-manager.

• Submitting and clearing cash advances relating to logistics (stationary, consumables, other running costs)

• Coordinate logistics related requests from programme and supportive department of the mission.

• Contribute to logistics related improvements for the mission’s operations; arranges small office repairs in cooperation with owner in PIN office.

• Supervises the cleaners in Erbil, prepare monthly schedules, and conduct regular follow ups.

• Following up on arrivals and departures in Erbil, including the preparation of welcome packages, arranging PCR tests, handing keys…etc.

2.      Fleet management

• To be trained and perform as a backup to the Senior Logistics Officer to prepare fleet plans monthly or daily plans.

• Helping in checking efficiency, including cost-efficiency of vehicles’ usage.

• Assisting the Senior Logistics Officer in the coordination of travels of both international and national staff between field offices (ensuring availability of PIN vehicles)

• Conducts vehicle checklists on monthly basis.

3.      Office management (Erbil)

• Carrying out weekly check of Erbil office, reporting any anomalies or problems to the line-manager.

• Support in purchase of office equipment, stationery, consumables and other goods, e.g. furniture, visibility materials, etc… and purchase of services of document translation for PIN office in Erbil according and in line with PIN procurement policy.

• Support in providing monthly payments of rent and utilities, coordinates office maintenance; checking and discussing with landlord as for maintenance/repair needs, providing preliminary information and conclusion on needed items/services to the line-manager.

• Access to office arrangements and visitor handling rules.

• Collaborate with IT Dept. on asset management and asset inventory.

4.      Guesthouse management (Erbil)

• Support in purchases basic guesthouse equipment, furniture, consumables and other goods according to PIN Procurement Policy.

• Arranges small house repairs in guesthouses in Erbil in cooperation with landlord.

• Support in providing monthly payments of utilities, coordinates guesthouses maintenance

• Assists to guests and international staff (accommodation, arrange working space, SIM cards, contacts, keys distribution, etc.)

• Conduct monthly guesthouse checklists to ensure the condition are in line with the standards.

5.      Supply Chain Management

• Assisting with local purchasing procedures, collecting bids from Suppliers on spots for simple purchases and 3 Quotations.

• Delivery follow-up, including preparing and/or checking waybills, vendor’s invoices, and packing lists.

GENERAL EMPLOYEES OBLIGATIONS AND RESPONSIBILITIES

• The Employer stipulates the right to assign the Employee any other kind of work derived from his specialization. In case of urgent work and such like the Employee may be asked to work overtime as well as during public and other holidays.

• Adhering to all PIN policies and procedures at all times including those stipulated in National Staff Handbook, Child Protection Policy, Security Standard Operating procedures, etc.

• Punctual attendance to work including both working hours in the assigned office and schedule field trips if applicable

• Ensuring timely and effective delivery of tasks

• Correctness and completeness of given tasks

• The Employee takes over the responsibility for all entrusted material or cash. The Employee is obligated to cover all damages or losses caused by his carelessness. The Agreement of Liability of Assets has been signed separately.

• Prompt providing of all relevant information to their supervisor

• Maintain confidentiality of all information gained from employment within not publicly available

• Archiving of all entrusted and acquired documents in proper manner

• Representing and upholding the values of People in Need at all times

• Behave in appropriate manners at all times and in all places

• – At least 2 years of work experience 

  – computer skills(excel and word).

  – Advanced English language skills.

  – Arabic & Kurdish languages are required.

  – Competent in self management.

  – Result oriented.

  – Flexible and open to change.

  – Good communication skills is required.

  – Problems and tasks solving approach

Interested candidates are invited to submit their applications by latest 18th April 2022 via a link:

 https://airtable.com/shrYNRrbVBIu8OCDI

only shortlisted candidates will be contracted.