Categories

Responsibilities

Overall Purpose of the Job
Responsible for Supply Chain / Logistics activities for Raqqah Base. Supply Chain / Logistics
activities includes Procurement, Stock Management, Tarnsport, Asset Management and Facilities
Management.

Reporting structure
The Logistics Officer is line managed by the Base Manager with technical management of Logistics
Manager.
Detailed Responsibilities
1- Supply Chain Management
• Ensure all procurements are done in a transparent, competitive and professional manner in
line with ORGANIZATION’s procedures and donor requirements.
• Support BM in planning procurements in coordination with program team
• Work closely with the logistics assitant / store keeprs / supplier to ensure that delivery delays
are minimised, in case of delays make sure that it’s communicated to requester.
• Develop and manage supplier relationships, working to develop qualified supplier contracts
where appropriate to achieve the most favourable terms for ORGANIZATION
• Ensure that Supplier payments are timely processed
• Conduct regular market assessments and reviews of suppliers to ensure that we rae aware
about any change in market.
• Work closely with Hasakeh / Erbil procurement teams to ensure timely supply and delivery of
goods (in case needed)
• Coordinate with other departments on procurement issue
• Coordinate with Finance department on payment / tax issues
• Responsible for Preparation, execution and follow-up of procurement contracts / agreements
(Supply, framework agreement, vehicle rental, security etc.) with support from Logistics
Manager
• Ensure that Stocks are managed acording to the ORGANIZATION procedures
• Enusre the safety / security of stocks
• Ensure the planning of reception and issuanec based on PO / SRFs received
• All documentaion updatied related to stock management (GRN, SRF, Stock Cards, Waybills)
• Conduct physical stock check / reconciliation after every three months.
• Enure the transport of ORGANIZATION material / equipment by following the proceduers in
safe / secuer manners
• Ensuer that all movement of goods are trackable / traceable (Waybills)
• Manage In Kind Donation as per ORGANIZATION procedure (if any)
2- Fleet Management
• Responsible for management of Vehicles and Generators as per standards defined in
ORGANIZATION Fleet Procedures
• Compile weekly fleet /movement management plan in coordination with other departments

Make sure that vehicle registration/ insurance / fitness certificate are updated all the time
• Supervise that vehicles assessed by log assitant / drivers on weekly basis for any need of
repair and maintenance
• Ensure the timely repair and maintenance of vehicles / generators
• Keep the track of repair and maintenance – Support vehicles (cost, spare parts, jobs)
• Verify all repair and maintenance work with support from drivers and mechanic
• Ensure the proper filling of Log Books and other forms
• Monitor the fuel stock levels and place timely order for procurement of fuel
• Supervise the fuelling of cars as per procedures (quality, record keeping)
• Make sure the storage of fuel in premises is according to standard (safety, control)
• Assess the condition of rented vehicle with support from Mechanical team at the start of
contract and later on regular basis until under service with ORGANIZATION
• Enure that vehicles contains all safety / security / recovery tools equipments (spare tire, tools,
first aid kit, fire extinguisher, communication gadgets etc.)
• Ensure the timely payment of all fleet related payment and avoid the delays in coordination with
finance officer
• Ensure the good archiving of fleet documents (administrative documents, log books, fuel record
etc.)

3- Asset Management / IT Infrastructure
• Ensure the management of assets / equipment as per ORGANIZATION procedures
• Ensure that Assets & Equipment lists are updated all the time
• Conduct physical check of Assets and equipment after every 3 months
• Ensure that all assets and equipments are tagged
• Ensure the tracking of the assets / equipment from one location to another or one user to
another
• Ensure the use / maintenance of assets / equipment according to standards
4- Facilities/ Premises Management
• Participate in search and selection of building
• Supervise the availability of all office / hygiene supplies for office /GH
• Supervise the functioning of all utilities (water, gas, Electricity) and equipment with support
from Logistics assiatnt and maitannace assistant.
• Ensure that maitenace assiatnt check the permises for any maitenanec need and do
preventiev maitanance.
• Support in Openning and closing of bases
5- People Management
• Responsible for day to day management of reporting staff
• Responsible for creating monthly planning for logistics team by considering the organization
priorities
• Support line managed staff to produce annual objectives in line with organisational and
programme priorities and provide regular feedback on staff’s performance in their role
• Pro-actively support the professional development of line managed staff through a
commitment to learning and development – working closely with country HR team to make
this happen
• With support of the country HR team pro-actively address any employee concerns in a timely
manner
6- Reporting & Archiving
• Provide following reports:
o Procurement tracker – Weekly
o Stock Report Weekly
o Fule Consumption Report – Monthly

Ensure physical and digital archiving of all supply

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

General Responsibilities:
• Work within the framework of ORGANIZATION’s core values
• Represent ORGANIZATION with integrity and professionalism
• Participate in meetings where relevant as directed by Management
• Apply learning from appropriate training and development programmes