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Duties and responsibilities:
Under the supervision of Logistics Manager (national staff) based in Geneina, the Senior Logistic Officer should carry out logistics activities in full respect of TGH procedures, professionalism, honesty and commitment. 1. Premise Management - Oversee the efficient operation of Geneina office and guesthouse, ensuring the uninterrupted supply of utilities (electricity, gas, water, internet, etc.) and essential office supplies (water, stationery, printer cartridges, etc.), with proactive planning to anticipate and address needs.
- As requested, supervise and support premise management at Foro Baranga and Zalingei sub-bases and all other activity sites covered by Geneina base.
- Ensure timely resolution of any maintenance/repair issues, including regular follow-up with the landlord regarding matters under his responsibility.
- Manage the generator and solar systems, ensuring their proper functioning and sustainability.
- Coordinate and supervise the work of security guards, collaborating with other Logistics team members, the Field Coordinator, and HR-Admin Manager in Geneina.
- Support the implementation and maintenance of safety and security measures (e.g., fire extinguishers, emergency supplies, locking of offices etc.), working closely with the Field Coordinator and Access & Safety Manager to ensure readiness.
- Contribute to ensuring adherence to TGH safety and security procedures at base level and, if requested, act as a focal point for safety and security matters.
2. Stock & Asset Management: - Oversee secure storage and management of stock at TGH premises or any joint warehousing facilities established in partnership with other organizations in Geneina, Foro Baranga, Sirba, Zalingei or other TGH locations, ensuring compliance with all relevant policies and procedures.
- Supervise and ensure the efficient loading and offloading of goods and materials, ensuring accuracy in the preparation, signing, and tracking of waybills, in- and out-orders, and related documentation.
- Ensure that all assets, including IT equipment, furniture, and other resources, are properly labeled, inventoried, and tracked, maintaining an asset register in line with guidelines provided by the Logistics Manager and Logistics Coordinator.
- -Conduct monthly physical inventory of stocks at warehouse and guest house.
- Support the management of ICT equipment including printers and laptops, in collaboration with the ICT Senior Officer; provide training to staff on the proper use of ICT tools; and address any technical issues or operational challenges, ensuring minimal disruption to workflows.
3. Procurement: - In collaboration with the Logistics Managers, Logistics Coordinator, and Deputy Coordinator, support procurement activities in strict adherence to TGH procurement policies and donor requirements, ensuring full compliance throughout the process.
- Prepare data for price requests, collect quotations, and prepare comprehensive procurement files for review and evaluation by the logistics department, ensuring thorough documentation and transparency.
- Contribute to ongoing market surveys and the maintenance of a supplier database, ensuring an up-to-date and diverse range of options for procurement needs.
- Under the guidance of the Logistics Managers (national & expat) and Logistics Coordinator, contribute to the assessment and pre-qualification of suppliers.
- Contribute to the creation of Framework Agreements (FWAs).
- Monitor and evaluate supplier performance, ensuring compliance with contractual terms, quality standards, and delivery timelines, and take corrective actions as needed to address performance issues.
- Take a proactive role in ensuring proper archiving, reporting, and documentation of procurement and supply activities, contributing to transparency, accountability, and effective internal controls.
- Provide mentorship and guidance to junior procurement staff, promoting best practices and improving logistics efficiency across the organization.
4. Vehicle Management & Transportation: - Manage and oversee TGH's vehicle fleet and driver contractors on a daily basis, optimizing the movement of staff and ensuring the efficient and safe transportation of staff.
- Support the Field Coordinator, Access & Safety Manager and Logistics Managers to ensure ongoing maintenance and operational readiness of TGH vehicles in full compliance with safety standards (e.g., tools, seatbelts, tire conditions).
- Ensure TGH vehicles have necessary legal documents (registration, etc.).
- Coordinate the delivery of goods and supplies to field locations and project sites and prepare necessary document (waybills, etc) to ensure timely and secure shipments with proper documentation for filing purposes.
- When requested, in the absence of the Field Liaison Officer, assist in the obtaining of Travel Permits for staff movements or the transportation of goods and supplies.
- Support the tracking of staff movements when requested, promptly reporting any loss of contact or safety/security concerns or incidents to the Field Coordinator or other security focal points.
5. Archiving & Reporting - Ensure timely and accurate submission of detailed reports to the line manager as required.
- Take a proactive role in overseeing the preparation, organization, and maintenance of precise and up-to-date records across all areas of procurement, logistics, asset management, transportation, and staff management, ensuring compliance with organizational standards and donor requirements.
- Mentor and guide team members in maintaining high standards of record-keeping, ensuring consistency, accuracy, and transparency in all logistical and administrative processes.
6. Other Tasks: - Assist in preparing and conducting distributions of non-food items (NFIs) and emergency shelter materials, ensuring timely, efficient, and transparent delivery to beneficiaries
- Provide recommendations to the logistics team on potential improvements to optimize logistics and procurement processes and improve efficiency and responsiveness to the needs of the program teams and TGH beneficiaries.
- Proactively support the implementation of TGH safety and security protocols and promptly report any incidents or reasons for concern to management.
All TGH staff must fully respect TGH’s PSEA (Prevention of Sexual Exploitation & Abuse) and Child Protection safeguarding policies; participate in all awareness-raising internal trainings as required; and promptly and confidentially report any PSEA or safeguarding incidents or concerns to the relevant TGH focal points.
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Minimum Qualification, Skills and Experience Required:
Required knowledge, skills and personal features: - University degree in relevant field or equivalent in professional experience
- At least 3 years experience in a logistics or operations-related position; INGO experience an asset
- Fluency in both Arabic and English language (written and spoken) strongly preferred.
- Knowledge of procurement, stock and asset management, transportation and other logistics subjects
- Mechanical, electrical, engineering and/or ICT training and skills are an asset.
- Strong computer skills (Microsoft Word, Excel & Outlook software)
- Demonstrated integrity and transparency with a strong ethical approach to leadership and operations management
- Commitment to humanitarian principles, and a service-delivery attitude toward beneficiaries and colleagues
- Rigorous and hard-working, with good organizational skills
- Excellent communication, negotiation, and diplomatic skills.
I have read and understood the job description and I agree to perform the duties stated herein to the best of my ability and in compliance with TGH principles which are humanity, impartiality and independence. Furthermore, this job description can be updated during the time of the contract according to program needs. NB: Some parts of this job description could be modified according to the evolution of activities, and after the employee has been consulted. NOTE: TGH does not provide guesthouse accommodation at the assigned duty station.(This position is not entitled to TGH INPAT Status)
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