Logistics Assistant

Syria

Procurement/Logistics/Delivery - Humanitarian/Disasters

Finished or Exempted (For male)

Within delegated authority, the Logistics Assistant (Group III) will be responsible for the following tasks:
General procurement duties
-Contributes to procurement process for office property, expendable supplies and services;
Foresees needs, recommends solutions and conducts tendering procedures as appropriate;
- Prepares comparative tables and participates in the selection committee;
- Ensures full compliance and application of standard COOPI and Donors procurement rules, procedures and best
practices;
- Prepares purchase orders (after getting necessary quotations and authorization) or draft contracts;
Updates the field office procurement plan;
- Follows-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement
contracts or Purchase Orders;
- Develops and updates suppliers list and price lists used by the Office;
- Verifies the invoices received in relation with Purchase -
- Orders or Contracts issued and compiles all required
documents together with the invoice to be submitted to the Administration and Finance staff in charge of the
accounts;
- Verifies and follows-up of warranties and after sales services offered by providers;
- Corresponds and negotiates with all COOPI vendors on procurement related matters;
- Updates the Fiche Bureau (contractual part) and ensure proper renovation of contracts respecting the delays
needed for tenders and Administrative Request Authorization (ARA) (office premises insurance, equipment insurance, security, ICT, vehicles insurances, office renting contract, office maintenance and cleaning,...).
• Assets management.
- Checks the good condition of the property owned by COOPI;
- Follows-up the use of the COOPI property and reports on all changes (e.g. stock tacking and tracking);
- Monitors maintenance of the office equipment ensuring timely repairs when required;
- Oversees and ensure proper maintenance and functioning of other office equipment and furniture;
• Follows-up the use and maintenance of the communication equipment in close liaison with the ICT Manager.
Fleet management
- Verifies the monthly vehicles report and preparation of the logistics monthly report;
- Coordinates the movements and activities of the Drivers;
Oversees and ensures proper maintenance and management of vehicles and drivers e.g. repair, maintenance,
monthly mileage check, usage purposes as well as licenses and insurance coverage;
- Follows-up of accidents/incidents with the police, informing insurance company, prepares and sends all relevant
documents;
- Follows-up of the Drivers list of duties, shift, logbook, overtime;
- Prepares and follows-up the quarterly reimbursement of private use of vehicle/telecommunication means of
COOPI and submits to the appropriate administration and finance staff.
• Inventory management
- Follows-up inventory and updates in case of purchase, transfer, donation and written off in the Inventory Registration Database based on the ID form previously prepared/updated;
- Verifies the labeling of all property goods in conformity with the inventory database;
- Verifies and update monthly inventory list to be included in the monthly financial report;
- Verifies the state of the property goods and recommends maintenance/reparation or declassification;
Prepares the annual depreciation inventory lists related to office equipment insurances and submit to the line
manager ;

that were entrusted to the person are returned in a good state.
• TA Settlement and Protocol
(If/When applicable)
- Provides assistance on all protocol matters with the Ministry of Foreign Affairs and other Local Authorities;
Maintains contacts with relevant government organization and their local representatives to ensure compliance
with local rules and regulations;
- Supports the office staff in the event of urgent deployment to crisis areas;
- Arranges protocol formalities related to official accreditation and certain privileges, immunity and
exemptions( visa, VAT exemption and withholding taxes, importation of vehicle, communication
equipment, personal effects, etc.) as applicable to COOPI office
Draws-up and launches the tenders related to housing, security and other services needed
- Draws-up the needed ARA's including draw up of the renting contract and its annexes (convention occupation,
residence inventory, legal ownership/insurance documents. Follow up of T/As residences contracts;
• Competencies required:
- Follows-up the customs clearance management for all COOPI goods
• Specific duties for the Logistics Assistant:
- Liaises between COOPI Damascus Office and other COOPI field offices in the country on logistics and protocol matters;
- Acts as a floater and gives surge support to RSO and field office if/when requested (e.g. unplanned absence, major crisis, office opening, expansion, etc.).
• General Administration support
- Fills any document relating to logistics, according to COOPI procedures;
- Plays an active role in the preparation of the COOPI seminars and workshops (i.e. hotel quotations, bookings,
logistical support, accommodations, venue set up, transport arrangements, ICT set up, etc);Assists in the
training, briefing and welcoming of newly recruited personnel;
Maintains administrative and logistical files with necessary confidentiality where required;
Translates and interprets, as appropriate.
• Specific duties for the Logistics Assistant:
- Supervises the tasks & responsibilities of the technical support agent(s)
• Office specific responsibilities/tasks:
(If/When applicable)
• Undertakes any additional tasks as assigned by the Head of Office/RSO and/or Headquarters.
Core Competencies:
Drive for Results - Medium level Conduct in Service – Medium level
• Functional Competencies:
Working with others – Medium level Decision – making – Basic level Managing & Organizing information – Basic level Strategic thinking and planning – Basic level Communication – Medium level Organizational Awareness – Medium level Adaptability & Flexibility – Medium level Leadership – Basic level
The definition of each competency and examples of behaviors expected for each level are listed in annex.

Due to the urgency of this role, we will be reviewing CVs and interviewing candidate in advance of the closing date. For this reason, interested candidates are asked to submit their application as soon as possible.

We are an independent Italian NGO founded in Milan by Father Vincenzo Barbieri on April 15 1965.

For 50 years we have been dedicated to breaking the cycle of poverty and to supporting populations affected by wars, socio-economic crises or natural disasters in their path to recovery and sustainable development, by making use of the professionalism of local and international operators, and through our partnerships with public and private bodies and civil society organizations.

Today we are present in 24 countries in Africa, the Middle East, Latin America and the Caribbean, with 150 humanitarian projects reaching almost 2,400,000 people. Since 2006 we have been providing food, education, health and protection to thousands of children in 8 countries through our child sponsorship programs.

Since 1965 we have helped 100 million people, through 1,600 projects in 63 countries, employing 4,500 expatriate and 55,000 local operators.

Jul 23, 2018

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