INTERSOS is a non-profit, non-governmental humanitarian organization whose objective is to assist victims of natural disasters and armed conflicts. INTERSOS bases its action on the values of solidarity, justice, human dignity, equal rights and opportunities for all peoples, respect for diversity, coexistence, and attention to the most vulnerable social groups.
Terms of reference
Job Title : Logistics and Procurement Officer
Code : SR-31-9519
Country: Chad
Duty station: Bagasola – Lac-Chad
Start date : 01/10/2024
Contract duration: 6 months
Under the supervision of: Base Manager Lac
Functional supervision: Logistics and supply coordinator
Dependents: Logistics Assistants Lac
Duty station: No family
General context of the project
Since 2015, the Lake Chad Basin has been affected by attacks by the GANE against civilian populations and the Chadian Defense and Security Forces (FDS). These repeated attacks cause population displacement towards secure areas. After a relative lull in 2018, an increase in the number of attacks has been observed since 2019. The number of IDPs increased from 381,289 in November/December 2021 to 200,031 IDPs from June 8 to July 18, 2022. This decrease is mainly due to the strengthening of the verification methodology to avoid double counting or overestimation of key informants.
It is in this context that INTERSOS is implementing several projects in the LAC province with two (2) large bases (BOL and BAGASOLA) and one (1) advanced sub-base (LIWA) with operational teams, both programmatic/technical and support, who work closely with the coordination office in N’Djamena.
General objective of the position
Main objective:
Carry out or supervise all logistics, supply and ITC activities in the base and associated projects according to INTERSOS standards and protocols in order to have equipment, infrastructure and vehicles in optimal operating conditions.
Plan, supervise and manage logistics and supply support operations to ensure the smooth running of base/project activities.
Main responsibilities and tasks
Tasks
Logistics information management
- Enter logistics data into INTERSOS Logistics software (Intersos Management Platform – IMP) in an accurate and timely manner. Provide training to base staff as required and support the implementation of INTERSOS Logistics software in the mission.
Supply Chain Management and Procurement
- Plan, coordinate and supervise base supply activities and set priority level. Implement appropriate tools and procedures
- Carry out local purchases (RFQ and Direct Purchase) of goods and services in compliance with INTERSOS and donor requirements and ensure that the line manager is aware of any issues related to the quality or availability of items to be purchased.
- Track payments from all suppliers and collect all necessary supporting documents from them, i.e. receipts and delivery notes. Ensure that all originals are at the coordination office before any payment.
- Support the Country Procurement Manager or Country Logistics Coordinator/Manager to ensure all purchases are completed on IMP and all necessary documents are uploaded and properly archived in the Finance department.
- In collaboration with the Country Logistics Coordinator/Procurement Manager and the PM. Responsible for the effective use of IMS and inventory accounting.
- Follow the defined procurement plan and coordinate local purchases with project staff
- Submit purchase requests to the Country Supply Manager for ITBs and RFPs and/or any other purchases that cannot be made locally.
- Facilitate negotiation with local buyers and maintain good relationships with suppliers
- Perform market assessments and update pre-qualified supplier lists
- Update all vendor records and ensure all vendor related training has been fully updated on the IMP.
- Collaborate in the preparation of the monthly logistics report
Facilities and Communications Management
- Ensure the installation and maintenance of functional office spaces and guest house facilities in adequate living conditions and in accordance with INTERSOS minimum standards and the brand identity manual. Ensure the implementation of defined safety and security measures and conduct inspection visits to assess the rehabilitation needs of the facilities
- Ensure that facilities have appropriate IT and communications infrastructure and equipment to support INTERSOS software platforms and in accordance with policies and procedures – enabling continuous communication between capital, projects, bases and headquarters and proper base management. Ensure that all mission personnel receive appropriate training on how to use available communications equipment (e.g. satellite phones, HF/VHF radios, computers, etc.)
Asset Management
- Assistance in the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all core assets recorded in IMP are documented, assigned unique INTERSOS asset numbers, labelled and recorded in accordance with asset management policies and procedures.
- Support the CLC/CLM in reporting the asset list at the end of the project and oversee the turnover of assets according to the destination defined with the program department.
- Supervise regular monitoring of fixed assets on a quarterly basis
Transport management
- Ensure that the INTERSOS fleet management model, movement security protocols and brand identity manual are applied in the base, that the fleet is checked, regularly maintained and that vehicles are insured and taxes are paid.
- Monitoring proper tracking of fuel consumption and usage of vehicle logbook, maintenance log, oil log and other fleet formats and templates by field logistics personnel. Ensuring proper vehicle documentation (i.e. rental, insurance, mechanical inspection, etc.) is properly processed by logistics personnel
- Plan vehicle movements, track individual movements and ensure implementation of security measures
Human resources management
- Monitor the activities of contractors and the team under his responsibility
Applied security
- Monitor the technical aspects of the project’s risk reduction policy, transportation, communication, protection, identification and preparation of the technical aspects of the security policy and guidelines, evacuation plan and emergency plan, monitoring the application of security rules on a daily basis and reporting to the CLC/CLM and Head of Mission any problems that may arise. To this end, the Base Logistics Officer must create an appropriate environment to facilitate the secure exchange of information.
Required profile
Education
Bac +2 level training in one of the following fields: logistics, transportation, supply chains, management, or any other technical field such as IT, civil engineering, etc. Certifications in logistics and supply chains would be an asset.
Professional experience
Two years of proven professional experience in logistics and/or supply chain management in the humanitarian or private sector.
Professional requirements
- Essential computer skills (Word, Excel and Internet).
- Knowledge of Google Workspace would be an asset.
- Experience with other NGOs desirable.
- Experience in logistics in the private sector is accepted.
LANGUAGES
- Fluency in French (working language on the mission) is essential.
- Chadian Arabic (local language) would be an asset.
Personal requirements
- Service Orientation,
- behavioral flexibility,
- results and quality orientation,
- teamwork and cooperation,
- stress management,
- commitment to humanitarian principles.
How to apply
HOW TO APPLY:
Interested candidates are invited to apply by following the link below: https://www.intersos.org/en/field-eng/#intersosorg-vacancies/vacancy-details/66d6f165c3b816030028af57/
Please note that our application process consists of 3 very quick steps : register (including your name, email, password and nationality), log in and apply by attaching a CV in PDF format . With this platform, candidates will be able to track the history of their applications with INTERSOS.
Please also include the name, position and contact details of at least three references : two line managers and one HR representative . Family members should be excluded.
Only candidates selected for the first interview will be contacted.
