LOGISTICS ASSISTANT (For Filipino Nationals Only)

JOB PURPOSE:

Logistics Assistant will support IRPH teams in the delivery of humanitarian development and emergency projects under the supervision of Supply Chain & Security Coordinator.

REPORTING TO: Supply Chain & Security Coordinator

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 Supply Chain & Security Coordinator 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 Supply Chain & Security Coordinator 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 Supply Chain & Security Coordinator 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

Our values and commitment to safeguarding

IRW is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IRW engages. IRW expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRW also participates in the Inter Agency Misconduct Disclosure Scheme.

In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.