Logistics Officer

Mercy Corps

Details / requirements:

Mercy Corps is an international, non-governmental humanitarian relief and development agency that exists to alleviate suffering, poverty and oppression by helping people build secure, productive, and just communities. Mercy Corps works in more than 40 countries, and has been present in Nepal since 2005. In Nepal, Mercy Corps works to build the absorptive, adaptive, and transformative potential of vulnerable individuals and communities across the country. Through a systems-based approach to market development, financial services access, disaster risk reduction, climate change adaptation, and youth engagement, Mercy Corps builds resilience among target communities.

Mercy Corps invites applications from all interested and potential Nepali candidates for the following position(s):

Logistics Officer -1, based in Kathmandu with frequent travel to Mercy Corps field offices

Please refer to nepal.mercycorps.org for the full position description.

“Fostering a diverse and open workplace is an important part of Mercy Corps’ vision, and we encourage people from all backgrounds, especially women and members of disadvantaged groups to apply. Mercy Corps is an Equal Opportunity Employer”.

Interested candidates are requested to submit Cover letter and Mercy Corps Application Form available at http://nepal.mercycorps.org by COB August 06, 2017 to the email address below: 

Only shortlisted candidates will be contacted. Telephone enquiries will not be entertained.

Attn: Human Resources Department

[Please mention the title of the Position on the subject line of the e-mail while applying]

Email to: np-jobs@mercycorps.org

Position Title: Logistics Officer 

Duty Station: Kathmandu including frequent visit to Mercy Corps Field Offices 

Position Category: Full-time AND Regular  

Salary Level:  O1

Current Employee: N/A

BACKGROUND:

Mercy Corps is an international, non-governmental humanitarian relief and development agency that exists to alleviate suffering, poverty and oppression by helping people build secure, productive, and just communities. Mercy Corps works in more than 40 countries, and has been present in Nepal since 2005. In Nepal, Mercy Corps works to build the absorptive, adaptive, and transformative potential of vulnerable individuals and communities across the country. Through a systems-based approach to market development, financial services access, disaster risk reduction, climate change adaptation, and youth engagement, Mercy Corps builds resilience among target communities.

PROGRAM/DEPARTMENT SUMMARY:

The operations department is committed to implementing and maintaining the highest standards of efficiency and integrity in daily Procurement, Administration, Logistics, Asset Management (PALM) and Information Technology for field offices Nepal. The overriding objective for all Mercy Corps operations activities are the prompt and effective provision of on-time solutions Mercy Corps’ beneficiary populations in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.

GENERAL POSITION SUMMARY:

The Logistics Officer is responsible for transport and asset management functions for the Mercy Corps Nepal.

As Gender and Social Inclusion (GESI) is cross-cutting for all Mercy Corps Program; the Logistics Officer is required to own this and ensure GESI sensitivity and integration to his/her respective areas of responsibilities

ESSENTIAL JOB FUNCTIONS:

The specific duties and responsibilities of the Logistics Officer include, but are not limited to, the following:

General:

  • Coordinates with program in terms of vehicle management;
  • Coordinates receipt of materials/commodities/food and non-food items with procurements in a timely manner as not to delay procurement, asset management and program activities;
  • Reads and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures;
  • The Asset Controller ensures that procedures outlined in the Mercy Corps Asset Management Manual are fully implemented in Mercy Corps Offices;
  • Daily plan logistics staff, rented vehicle, drivers.

Logistics/Assets Management:

  • Responsible for logging all new Mercy Corps assets in MC Nepal in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions;
  • Responsible for coordinating with the procurement and finance office in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc. The asset register should be accurate and complete; 
  • Responsible to maintain the stock of Mercy Corps assets that are not checked out and in use;
  • Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual;
  • Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats;
  • Schedules and conducts physical count of assets on different locations, projects and sites;
  • Provides a monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices; 
  • Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager; A hard copy is printed, signed and filed in the assets folder;
  • Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines;
  • Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
  • Advise supervisor on any broken, damaged or destroyed equipment;
  • Ensures that all movement of items should go through the Asset Controller, on “GRNs or an Asset Movement Form”;
  • Updates inventory records on all the receipts / issues of inventory items from MC store.
  • Assists and coordinate project staff on inventory issues. Assist in providing end of  project   reports on inventory and equipment lists, locations and status;
  • Maintain inventories of all Mercy Corps premises (non-expendable properties) conduct regular checks (quarterly);
  • Prepare necessary documentation and filing system so as to ensure the smooth running of the office and P&L offices.

Logistics/Transport Management:

  • General management of agency vehicles in co-operation with the Program and Operations Managers;
  • Ensure that all vehicles are safe and road-worthy;
  • Ensure that all vehicles have proper on-board vehicle documentation;
  • Maintain administrative vehicle files for each vehicle;
  • Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log-sheet;
  • Schedule vehicle use to meet programmatic and operational needs;
  • Ensure trip tickets are used by program staff and approved by necessary persons;
  • Maintain vehicle movement board daily;
  • Oversee and ensure proper use of the vehicles;
  • Oversee fuel consumption purchase and tracking including coordination with gas station(s);
  • Organize cleaning of vehicles;
  • Organize regular service schedules for vehicles. Maintain service schedule files;
  • Ensure major repairs are done in a timely manner;
  • Track vehicle expenses in accordance with the respective procurement policy;
  • File Monthly Vehicle Consumables sheet for each vehicle separately;
  • Order and maintain stock of spare parts and consumables;
  • Manage drivers’ leave schedules ensuring smooth operation of the fleet;
  • Coordinate with Human Resources to ensure proper tracking of drivers HR files;
  • Ensure drivers are licensed and trained;
  • Ensure that the vehicle blue books are renewed on a timely manner;
  • Ensure that appropriate insurance coverage policy is renewed on time;
  • Participate in hiring and disciplinary measures for drivers;
  • Coordinate with communications department to ensure regular vehicle communications;
  • Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
  • In coordination with Security, organize levies as needed for field trips;
  • Ensure that security and incident reports are completed and filed (if related to vehicles). Play active role to solve the situation with all departments (internal and external) in case of any accident;
  • Responsible for oversight of vehicle rentals including tracking of leases and payments.

Others:

  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not to jeopardize its humanitarian mission in Nepal 
  • Mercy Corps as a humanitarian agency is expected to response as and when crisis and humanitarian situation engulfs. As an MC employee all staff are expected to be part of humanitarian and emergency response in addition to their regular roles and responsibilities in such situations;
  • Adhere to all Mercy Corps administrative, safety and security procedures and policies;
  • Continually represent Mercy Corps professionally during and after work hours; 
  • Ensure proper integration of GESI aspects into department implementation as relevant;
  • Other duties as assigned by the Supervisor.

ORGANIZATIONAL LEARNING: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

ACCOUNTABILITY TO BENEFICIARIES: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY: Logistics staff and drivers in Kathmandu office. Remotely supervise the drivers assigned to Regional offices.   

ACCOUNTABILITY: Position Description, Mercy Corps Nepal standard policies and procedures, code of conduct, conflict of interest policy

REPORTS DIRECTLY TO: Operations Manager/Director or Designee in the absence of direct supervisor.

WORKS DIRECTLY WITH:  Program and Support staff national and expatriate. 

KNOWLEDGE AND EXPERIENCE: 

  • A minimum Bachelor’s degree in Business Field or, other related discipline;
  • At least 1-3 years of relevant professional experience with similar responsibilities.  
  • A clear understanding of Assets management, Transport and donor compliance is essential.  
  • Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary. High computer skills on MS Office programs. 
  • A demonstrated ability to multi-task and process information into action as to not delay program activities. 
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
  • Ability to work effectively with an ethnically diverse team in a sensitive environment.

SUCCESS FACTORS:

A successful Logistics Officer should have efficient coordinating and managing skill. S/he should have excellent problem solving skills, and ability to act as intermediary between program and operations staff to ensure smooth process flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies. The Officer should be able to represent MC and work comfortable in ethnically diverse environment.

Overview

Category Logistics / Procurement
Openings 1
Experience 1+ years
Education Please check vacancy details
Posted Date 27 Jul, 2017
Apply Before 06 Aug, 2017
City Kathmandu