Officer, Logistics

Organizational Context

Job Purpose

With guidance and support from the Head of Cluster Delegation and the Coordinator, Corporate Services the Logistics Officer will be the focal point for all logistics service requests within the cluster and ensure that logistics services are delivered on time, within cost and of appropriate quality to Federation, partners and service users at all times ensuring compliance with IFRC policies and procedures.

Job Duties and Responsibilities

Purchasing and supplies

• To Process procurement requests coming from Cluster operations and National societies as well as review of procurement files coming from the field to ensure compliance with IFRC procurement procedures.
• To liaise and co-ordinate with the relevant requesters regarding delivery of consignments and keep all parties informed of any changes in a timely manner and to perform service quality analysis to users on regular basis: timely delivery, customer communication and accuracy of prices.
• To overview / follow up the transportation, customs clearance and other formalities for all in and out bound Logistics Management Dubai Office (relief item included) consignments ensuring the timely and accurate completion of all requests in line with IFRC procedures, SOP and shipping instructions.
• To manage all documentation/procedures regarding importation and exportation of vehicles and relief goods as well as communication with requester, forwarders and shipping agents.
• Manage customs clearance and import/export documentation.

Audit and Compliance

• To maintain Federation standard practices in all logistics procedures.
• To keep all logistics documentation to full audit trail standards following standard IFRC procedures.
• To follow up closely with finance team, the process of incoming invoices (external suppliers) and ensure proper filing as per IFRC standard filing procedures and audit trail.
• To provide backup to all logistics functions.
• Evaluate the performance of logistics partners and vendors.

Quality Control

• Liaise with international, government and non-government organizations and collaborate with them where appropriate.   
• Liaise and maintain timely communications with relevant other functions within the regional and cluster Logistics team (procurement, fleet, finance and administration)     
• Implement process improvements to enhance logistics operations.

Reporting

• Communicate the transportation of relief items to the service requesters keeping the regional team, cluster operations team copied for required action.
• To ensure that all in-kind donations, stock dispatch and global procurement are registered in HLS and mobilization table are updated accordingly.
• Prepare all the Logistics weekly and monthly reports in a timely and accurate manner.

Warehouse Management

• Follow-up the warehouse management activities (in or out bounds, warehouse management system LOGIC updates, requested reports, local labour management) for all Africa Region stock preparedness locations.
• Provide support for inventory management and warehousing activities.
• Coordinate the transportation of goods from suppliers to warehouses or distribution centers.
• Plan and schedule shipments to ensure timely delivery to customers.
• Monitor inventory levels and track shipments

Support National Societies and Administration

• To support, train and develop National Society staff, volunteers, local staff employees, as required.

Emergency Preparedness & Response

• Be proactive on the emergency response events and be available for short notice deployment in order to provide operational and technical support for the operations in accordance with agreed mission terms of references.
• Communicate with carriers, suppliers, and customers to resolve issues and ensure smooth operations

Job Duties and Responsibilities (continued)

• Actively work towards the achievement of the Federation Secretariat’s goals .
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Education

• A university degree in a Logistics discipline 

Experience

• 4 years of relevant experience in managing complex logistics operations, preferably with one year in the field
• Proven experience in conducting trainings and developing training materials

Knowledge, Skills and Languages

• In-depth knowledge of supply chain management
• Drive for change and improvement and ability to deliver in a challenging environment
• Commercial acumen
• Staff management and development skills
• Problem solving skills
• Excellent communication and reporting skills
• Strong project management skills
• Good understanding of financial processes and budgeting
• Ability to work in a cross-cultural and cross-functional environment
• Strong interpersonal skills and good understanding of the global organization
• Excellent written and verbal communication skills and the ability to provide authoritative advice
• Proven experience to carry out logistics assessments and set up operations
• Valid international driving license
• Must be able to travel at all times and at short notice and to work outside normal working hours as the situation requires and under stressful working condition
• Ability to work toward tight deadlines and handle multiple tasks
• A broad understanding of global humanitarian issues, disaster recovery and related organisations
• Fluently spoken and written English and French
• Good command of another IFRC official language (Arabic and Spanish)

Competencies, Values and Comments

VALUES: Respect for diversity; Integrity; Professionalism; Accountability.

CORE COMPETENCIES: Communication; Collaboration and Teamwork; Judgement and Decision Making; National Societies and Customer Relations; Creativity and Innovation; Building Trust.