Responsibilities

Detailed Responsibilities
Supply Chain Management
• Ensure all procurements are conducted transparently, competitively, and professionally in
accordance with ORGANIZATION’s procedures and donor requirements.
• Assist the Logistics Coordinator in planning procurements in coordination with the program
team.
• Collaborate with the logistics assistant/storekeepers/suppliers to minimize delivery delays;
communicate any delays to the requester promptly.
• Develop and manage supplier relationships, aiming to establish qualified supplier contracts
for optimal terms for ORGANIZATION.
• Ensure timely processing of supplier payments.
• Conduct regular market assessments and supplier reviews to stay informed about market
changes.
• Collaborate with Hasakah/Erbil procurement teams to ensure timely supply and delivery of
goods when necessary.
• Coordinate with other departments on procurement issues.
• Liaise with the Finance department on payment/tax matters.
• Responsible for the preparation, execution, and follow-up of procurement
contracts/agreements with support from the Logistics Manager.
• Ensure stocks are managed according to ORGANIZATION procedures.
• Ensure the safety/security of stocks.
• Plan the reception and issuance based on Purchase Orders (POs)/Stores Requisition
Forms (SRFs) received.

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• Maintain updated documentation related to stock management (Goods Received Note
(GRN), SRF, Stock Cards, Waybills).
• Conduct physical stock checks/reconciliations every three months.
• Ensure the safe/secure transport of ORGANIZATION materials/equipment following
procedures.
• Ensure all goods movements are trackable/traceable (Waybills).
• Manage In-Kind Donations as per ORGANIZATION procedures (if applicable).
Fleet Management
• Manage vehicles and generators according to ORGANIZATION Fleet Procedures
standards.
• Prepare a monthly roster for drivers.
• Develop a weekly fleet/movement management plan in coordination with other departments.
• Ensure vehicle registration/insurance/fitness certificates are up to date.
• Supervise weekly assessments by the logistics assistant/drivers for any repair or
maintenance needs.
• Ensure timely repair and maintenance of vehicles/generators.
• Track repair and maintenance of support vehicles (cost, spare parts, jobs).
• Verify all repair and maintenance work with support from drivers and mechanics.
• Maintain accurate Log Books and other forms.
• Supervise vehicle and generator fueling following procedures (quality, record-keeping).
• Ensure proper fuel storage on premises according to standards (safety, control).
• Assess rented vehicle condition with support from the Mechanical team at the start of the
contract and regularly until the end of service with ORGANIZATION.
• Ensure vehicles are equipped with all safety/security/recovery tools and equipment.
• Ensure timely payment of all fleet-related expenses and prevent delays in coordination with
the finance officer.
• Maintain proper archiving of fleet documents (administrative documents, Log Books, fuel
records, etc.).
Shipment Management:
• Track shipment items between KRI and NES in both directions.
• Update shipment tracker promptly and report any issues.
• Receive and inspect shipment items, reporting any issues.
Asset Management / IT Infrastructure
• Manage assets/equipment following ORGANIZATION procedures.
• Keep Assets & Equipment lists constantly updated.
• Conduct physical checks of assets and equipment every three months.
• Ensure all assets and equipment are tagged.
• Track assets/equipment movements between locations or users.
• Maintain and utilize assets/equipment according to standards.
Facilities/ Premises Management
• Participate in building search and selection.
• Supervise availability of office/hygiene supplies and utilities/equipment functionality with
support from logistics and maintenance assistants.
• Ensure premises are checked for maintenance needs and preventive maintenance is
carried out.
• Assist in opening and closing bases.
People Management
• Manage day-to-day activities of reporting staff.
• Create monthly logistics team plans in line with organizational priorities.
• Assist line-managed staff in setting annual objectives aligned with organizational and
program priorities, providing regular performance feedback.

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• Support professional development of line-managed staff through learning and development
initiatives, working closely with the country HR team.
• Proactively address employee concerns with timely support from the country HR team.
Reporting & Archiving
• Provide following reports:
- Weekly Procurement tracker.
- Monthly Stock Report.
- Monthly inventory stock report.
- Monthly rental vehicles allocation sheet.
- Monthly Vehicle and Asset Costing Report.
- Monthly rental vehicle total KMs.
- Quarterly physical check of Assets and equipment report.
- Annual physical check for Assets.
- Monthly maintenance report.
• Ensure the physical and digital archiving of all supply chain/logistics documents (purchase
dossiers, SRFs, Log Books, Asset Handover).
Safeguarding
• Work in compliance with/ uphold ORGANIZATION's Safeguarding framework - Policy on
Personal Conduct, Protection of Children and Vulnerable Adults Policy, Dignity at Work Policy,
Reporting Malpractice (Whistleblowing) Policy, Equal Opportunities Policy and Policy on
Modern Slavery
• Encourage an open and transparent way of working that facilitates a strong safeguarding
culture within and between teams.