Base Logistics Officer

carries out or supervises all logistics, supply and ITC activities in the base and for the operations in the area according to INTERSOS standards and protocols, ensuring optimal management of the materials, equipment and infrastructure.

Duty Station:

Wrocław or Przemyśl (2 positions)

Reporting to:

Hierarchical and functional: Country Logistics Coordinator

Tasks:

Logistics Information Management

• Inputs logistics data in INTERSOS Logistics software (INTERSOS Management Platform – IMP) in an accurately and timely manner. Provides training to base staff if required and supports implementation of INTERSOS logistics software in the mission.

Supply Chain Management and Procurement

• Plans, coordinates and supervises the supply activities of the base, according to the level of priority and using adequate tools and procedures.
• Carries out local purchases (RFQ and Direct Purchase) for goods and services in respect of INTERSOS and donor requirements, informing the line manager of any problems linked to the quality or availability of the items to be purchased.
• Follows up payments of all suppliers and collects necessary supporting documents, i.e. receipts and delivery notes. Ensures all documents are received before the payments are made.
• Supports the Country Logistics Coordinator in ensuring that all procurements are completed on IMP and all necessary documents are uploaded and properly archived in the finance department.
• In collaboration with the Country Logistics Coordinator and the Project Managers is responsible for the effective usage of the IMS and accounting of inventories.
• Follows the Procurement Plans, coordinating local purchases with programme staff.
• Submits purchase requests to the Country Logistics Coordinator for ITB and tenders and / or any other purchase that cannot be made locally.
• Facilitates negotiation and maintains good relationships with suppliers.
• Runs market assessments and updates the list of pre-qualified suppliers.
• Keeps the suppliers’ files updated on the IMP.
• Collaborates for the preparation of the monthly logistics reports.

Facilities and Communications Management

• Ensures maintenance of functional office spaces and guesthouse facilities in an adequate living condition and in accordance with INTERSOS minimum standards and brand identity manual. Ensures application of defined safety and security measures and makes inspection visits to assess the rehabilitation needs.
• Ensures appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms, allowing permanent communication between capital, projects, bases and HQ. Guarantees that all staff in the mission receive training on how to use available communication equipment (e.g. satellite phones, HF/VHF radios, GPS trackers, etc.).

Assets Management

• Supports purchase, use and maintenance of IT assets, office and project equipment and communication tools, ensuring their registration in IMP, issuing their unique asset numbers and tagging according to the INTERSOS procedures.
• Supports the Country Logistics Coordinator in reporting assets list at the end of the project and oversees asset rollover to defined destinations.
• Performs fixed assets check on a quarterly basis.

Transportation Management

• Ensures application of the INTERSOS Fleet Management procedures, including movement security protocols and Brand Identity Manual; is responsible for regular vehicle maintenance, payment of related insurance costs and taxes, and arrangement of appropriate vehicle documentation.
• Monitors fuel consumption, oil and maintenance logbooks.
• Plans and tracks vehicle movements.

Human Resources Management

• Monitors activities and performance of the contractors and team under their responsibility.

Applied Security

• Responsibility for technical aspects of the Mission’s risk mitigation plans; supports preparation and implementation of the safety and security policy, evacuation and contingency plans.
• Creates appropriate environment for security information exchange.

Requirements:

• Desirable degree in Logistics, Supply Chain Management, Management, Safety and Security, or other relevant fields
• Working experience of at least 2 years in logistics, desirable previous experience with NGOs,
• Fluency in both Polish and English essential, knowledge of Ukrainian or Russian as an asset,
• Essential computer literacy (MS Office package, internet),
• Driving licence cat. B,
• Flexibility, creativity, great communication and teamwork,
• High integrity and transparency,
• Commitment to INTERSOS principles.

Link to apply