Categories

Responsibilities

Reporting structure
The Logistics Coordinator will report to the Logistics Manager.
Detailed Responsibilities
Planning
♦ Support to the Logistics Manager to collect feedback from the relevant stakeholders (e.g.
Country Finance Manager, Operation Teams, etc.) to develop a country procurement
strategy.
♦ Support the Logistics Manager for developing and/or adopting the organization’s policies,
procedures and guidelines covering procurement, logistics and inventory management.
♦ Support the Logistics Manager in to ensure that the organization’s procurement, logistics and
inventory management policies, procedures and guidelines are known, implemented and
followed. This could include a day-to-day guidance and support to relevant field staff, and
periodic training and Sector site visits, based on the Logistics Manager’s requests.
♦ Work with the Logistics Manager in collecting feedback from the Dept. Managers to support
the development of procurement plans for improving procurement efficiency by consolidating
purchases, reducing spot-buying and addressing aggregated procurement issues.
Procurement
♦ Work in collaboration with the Logistics Manager, following his/her instruction to centralise
the procurement (supplier selection and contracting) activities, i.e overseeing the selection
and appointment of suppliers, conducting local market surveys and running competitive
tendering processes at national level
♦ Facilitate the set-up of Framework Agreements or contracts both at centralised (Head office)
and decentralised (Bases) levels, in order meet the Operations and Support procurement
needs in the organization.
♦ Ensure that the NES Programme approved procurement tracking tool is in place at all
locations , work on data analysis and generate KPI for each base.indvidual perfromance etc.
♦ Ensure that the country’s Suppliers Database is in place and up to date, as per SoPs/
standards (including vetting requirements) and following the Logistics Manager’s guidance
♦ Monitor contract execution to ensure suppliers are delivering as per agreed terms and
conditions
♦  Prepare a by-weekly summary of all outstanding requisitions, showing the current status of
the items and the date which they are expected to be supplied to the projects; and monthly
summary reports on the procurement and logistics support functions, identifying problems in
operations and solutions proposed.
♦ In collaboration with the Logistics Manager, run spot checks of procurement archives to
ensure adherence to retention policies and best archiving practices and closely coordinate
with Finance coordinator.
♦ Following the guidance of the Logistics Manager, monitor market prices, notably prices of
high value, high turnover categories of items, and monitor that purchasing activities actioned
by staff across all the office locations and ensure the Purchase to Pay process is working
effectively.
♦ Review each PD before the payment and lock/protect the online PD once submitted to
finance.
♦ When requested by the Logistics Manager, run spot checks on procurement archives when
visiting the Syria base to ensure adherence to policies, procedures and guidance
♦ Support the procurement for Hasakah and Raqqa bases.
♦ Ensure the procurement policy is strictly adhered for any procurement take place in NES.
Assets Management
♦ Following the instruction of the Logisitcs Manager, ensure that an asset management system
is taking place in compliance with the organization’s system, policy and procedures and
donor requirements.
♦ Ensure inventories of assets, equipment and consumables are recorded, monitored and
updated, and report any discrepancies to the Logistics Manager.
♦ Where requested, conduct inspection of all goods & materials received and review the
necessary documents upon arrival.
♦ Support to the Logistics Manager for maintaining an accurate and quality assets and
inventory database; conduct regular audits to ensure the accuracy of the records; prepare
reports for anomalies and discrepancies. Conduct annual asset count in an annual basis.
♦ Prepare and submit in a timely manner the assets and inventory reports to Line Manager
♦ In collaboration with the BMs, under the supervision of the Logs Manager, facilitate the
transportation of assets between offices / bases and obtain approvals from the government
authorities pertaining to any movements, as required.
♦  Coordinate with team to conduct asset physical verification for the mission twice a year (June
and December minimum )
Logistics
♦ Provide support in dealing with government authorities (Customs, Police, Border Authorities in
Syria) in order to obtain approvals for all procurement and logistic activities.
♦ Liaise with relevant local authorities on issues pertaining to the shipment of goods.
♦ Maintain accurate administrative records relating to all purchases and shipments, in line with
the organization procedures and donor regulations, in order to ensure transparency and
accountability.
♦ Provide necessary support during the audit.
Inventory Management
♦ Supporting the Logistics Manager and the Base Managers in managing a country-level
Inventory Management System by:
♦ Standardizing categories of equipment and consumables across all locations, and
producing standard lists of asset and inventory items.
♦ Monitoring minimum and re-order stock levels, established by the Logistics Manager and
stated in the procurement tracker, taking in consideration usage patterns and order time.
♦ Following the monthly inventory tracking system, supporting the BMs, in order to ensure
smooth management of the inventory levels and avoid out of stock situations or
overstocking.
♦ Train staff in all locations in proper data entry and stock management practices, with
support from Logs Manager.
♦ Work with Dept. Managers and Operations staff to ensure the inventory management system
is effectively tracking field consumable usage and fleet/mechanical high-volume parts
turnover.
♦ Ensure that accuracy of inventory records by conducting spot checks, stock reconciliations
and periodic inventory analyses at all locations.
♦ Support the Logistics Manager to identify items to be stocked at suppliers’ premises level to
limit the organization’s stock holdings.
♦  Coordinate with team to have annual physical counts for all sites(twice a year minimum )
Management, Training, Communication and Networking
♦ Carry out assigned tasks and oversee training, capacity-building and career development.
♦ In coordination with the Logistics Manager, deliver appropriate training to enhance the
understanding of procurement and logistical procedures, asset control, inventory, stores
control and the Organization Policies and Procedures for both Support and Operational staff.
♦ Develop contacts with other agencies on procurement issues, such as the sharing of best
practices, price or supplier lists, and information on dealing with local authorities and
ministries.
♦ Represent the organization in any relevant forums pertaining to the areas of responsibility.
♦ Escalate issues, problems or potential risks in the areas of responsibility to the line manager
Safeguarding
♦ Work in compliance with/ uphold the 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
♦ Ensure that all staff understand the provisions clearly and challenge any unacceptable
behaviour
♦ Ensure that any concerns, reports or complaints are taken seriously and investigated
promptly and thoroughly
General Responsibilities:
♦  Work within the framework of the organization’s core values
♦ Represent the organization with integrity and professionalism
♦ Participate in meetings where relevant as directed by Management, and
♦ Apply learning from appropriate training and development programmes