GLOBAL OBJECTIVE OF THE POSITION:

Based in Baghdad, the support logistics officer will be responsible for overseeing HI supply chain management for Baghdad base and related sub-offices and areas of intervention (Diyala, Anbar, Basra)

RESPONSABILITIES AND TASKS DECRIPTION

Objective 1:  Supply Chain management

• Implementing a procurement system adapted by the HI Iraq Logistics Department based on fundamental procedures from HI logistics policy;
• Ensure that Logistics policies and procedures are in compliance with applicable HI and funding source policies, procedures and requirements.
• Ensuring conformity with HI procedures at each stage of the supply chain and performance in respect of costs, quality and timeliness in the supply chain (purchasing, transport, stock)
• Contributing to the Project Procurement Plan formulation at the launch of new projects and monthly/quarterly monitoring of the Supply Plan
• Provision of advice, information and alerts on the processing of requests to the requesters
• Receiving and approving the PSR and updating the Procurement Follow-Up
• Establishing the Logistics Treasury Forecast and working cash advance with finance department / SSM
• Establish a list of honest and reliable (accredited) suppliers for HI.
• Establish a reasonable and appropriate lead-time for ordering and delivery of goods to field sites.
• Manage tracking of all outstanding PSRs and SPO’s
• Negotiation and selection of suppliers
• Provide price list and quotes to sector managers quarterly and also upon request of SSM
• Maintain price list and list of suppliers for procurement purposes

Objective 2: Stock Management

• Ensure that all the ware houses are well maintained, ensuring that all stores procedures are followed by all staff i.e. inventory stock records is done on a daily basis and documentation/filing system for stores is well maintained both on the stock cards
• Ensure that all supply warehouse Policies and Procedures are followed and adhered to in all transactions.
• Ensure that the commodity (medical, non-food and food items) tracking system is adhered to by the team and perform periodic spot-checks;
• Ensure the timely delivery of goods and program staff are well-informed and well prepared for incoming pipeline and related schedule;
• Ensure that goods or inventories are well secured; warehouses are adequate, well-maintained, and meet basic safety and health requirements
• Ensure that bin cards or stock record and store ledgers are being updated
• Establish and maintain effective stock keeping system
• Establish stock or inventory re-order point (stock replenishment)
• Conduct Monthly and quarterly stock inventory
• Control stock management (storage conditions, reporting, expiry dates) and stock movements.
• Brief the relevant staff and partners on stock procedures and conduct stock trainings when required.

Objective 3: Manage the Logistics team in the base

• Day-to-day management of his/her team (guidance, follow-up, motivation)
• Evaluating the performance and developing the skills of team members
• Defining the Human Resources needs in his/her area of activity and producing the organizational chart of his/her team
• Taking part in the recruitment of Logistics team members
• Organizing and leading team meetings
• Working out and monitoring individual action plans for team members
• Managing planning operations, task sharing and coordination of work
• Providing for evaluation interviews for team members
• Identifying the training needs of team members
• Devising, organizing and leading training sessions

Objective 4: Capacity Building of Partners

• Support the partners in developing their logistics procedures and tools.
• Deliver trainings to the partners about logistics, procurement and warehousing process and procedures.
• Develop a capacity building plan on logistics support and ensure following it up with the partners.
• Conduct regular audit and documentation checking to ensure compliance with HI and donor standards and procedures.

Objective 5: Reporting

• Provide the line manager a weekly activity report and forecast related to the weekly objectives achieved.
• Logistics Reports: elaboration & transmission to the Logisitics Coordinator: Stock reports, Equipment list, Incident report (ad hoc), procurement request follow-up, sitreps and oral reporting.
• Provide to PM the necessary information (stock report, update Purchase Follow Up, price list)

Objective 6: Contribute to security management

• Follow the security rules defined by HI
• Make sure that all doors are locked and have keys.
• Keep the keys of base and vehicles in a safe place.
• Working with the Area Manager on the definition of a local security plan
• Maintenance of an effective network, with local input, on contextual and security matters, collection and analysis of information to inform the risk and context analysis.
• Monitoring the application of security procedures, issuing reminders and alerting staff when necessary

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

TIME SCHEDULE:

The working hours are the following:

Sunday till Thursday, from 08:00 AM to 04:30 PM with 30 minutes lunch break, the work duration is fixed but the working hours can vary according to the planning of activities.

It can be exceptionally requested to work on Friday or Saturday. In that case a day off is planned between Sunday and Thursday during the previous or following week.

Note that working time can go up to 48 hours per week if it is required by the volume of activities and by the line manager. In that case the overtime will be considered as recovery time to be planned by the line manager in the next days.

HIERARCHICAL RELATIONSHIP:

Base:  Baghdad

Line Manager: Supply Supervisor - Iraq

Head of Department: Logistics Coordinator - Iraq

Management: According to the evolution of the mission

Operational link: Project Managers, Project officers, Finance & HR officers, Erbil Log Team, Baghdad Log team

HI POLICIES 

‘’The Employee undertakes to adhere to HI policies which include:

• Terms and conditions of engagement (T&C)
• Internal regulation (IR)
• Child protection policy (CPP)
• Protection of beneficiaries from sexual exploitation, abuse and harassement (PSEAH)
• Antifraud and bribery
• Code of Conduct (CoC)

Qualifications, Skills and Experience:

• Professional Experience of at least three (3) years in Logistic/supply chain, warehouse, assets/inventory and procurement.
• Strong communications skills, with excellent verbal and written English.
• Relevant university qualification; advanced degree is preferred.
• Good working knowledge of Computer, particularly Word, Excel, power point and outlook skills.

Competencies:

• Strong communications and reporting skills, with excellent verbal and written English
• Capacity to work in autonomy
• Commitment to Team work and strong interpersonal skills
• Management and supervision skills
• Well-organised and capable of prioritising tasks
• Result oriented, attention to details and larger overview, multi-tasking
• A demonstrated commitment to high professional ethical standards and humanitarian values

Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities

Interested candidates may please send their resume with cover letter so as to reach on or before

27^th Jun 2021                

Only applications completed in accordance with the following instructions will be

Taken into consideration, the others will be rejected automatically.

Mentioning clearly in the subject line of your e-mail the reference:

Ref: HI-IRQ –BGD-LOGOFF-583

Your application will not be taken into consideration if this information is omitted from the

Subject line of your e-mail

Please address all applications to:

job.diyala@iraq.hi.org

Only shortlisted candidates will be contacted