Logistics Officer

GLOBAL FUND: Logistics Officer

Child Safeguarding: (choose any level from the below)
Level 3 - the responsibilities of the post may require the post holder to have no contact with or access to children or young people

ROLE PURPOSE:
Under the guidance and supervision of the Finance and Grants Specialist, the Logistics Officer is responsible for efficient and effective provisions of logistical supports to the Global Fund (GF) Programme. He/she will provide day-to-day support to the GF programme team with the administration of all logistical matters. He/she will be responsible for preparing quarterly progress reports and tracking delivery of procurement of goods and services. He/she will also be responsible for adequacy and completeness of documentation and compliance to terms and conditions of the GF contract.

SCOPE OF ROLE:

• Reports to:  Finance and Awards Specialist
• Dimensions: Global Fund funded HIV/TB Project
• Staff directly reporting to this post: 1Driver

KEY AREAS OF ACCOUNTABILITY:

• Procurement of goods and services for GF programme
• Manage local procurement activities, prepare Bid Analysis, carry out market survey, review item specifications in line with the Global Fund rules and regulations and Save the Children policy and procedures
• Ensure timely logistical and administrative arrangements and coordination for all workshops, seminars and training activities relating to Global Fund Project
• Liaise with the Government Principle Recipient t of Global Fund grant on procurement of project supplies, ensure its quality and timely delivery to Save the Children (SC’s) Sub-Recipients (SRs) for distribution to the beneficiaries
• Ensure custom clearances for items procured abroad in line with local legislatives, donor rules and regulations and Save the Children procurement policy and procedures
• Manage communication with SRs and SC team (finance and programme) regarding items selected, lead time, delivery status, mode of payments, etc
• Using procurement trackers, ensure that all procurements requested have been completed and delivered to the intended project implementation areas
• Monitor Assets procured from GF grant and ensure its utilisation for the project
• Carry out verification of assets during the SRs visit and report any discrepancies to the Finance and Awards Specialist
• Review SRs procurement activities to identify bottlenecks within their procurement systems and propose actions to mitigate potential risks
• In coordination with the Compliance Coordinator, verify distribution of Gifts in Kind to beneficiaries by SRs in compliance with the donor rules and regulations
• Ensure monitoring visit report has been submitted to the Global Fund team and all action points or recommendations are followed up and implemented
• Documentation and periodic reporting on procurement and utilisation of goods and services
• Ensure that adequate, timely and complete documents are submitted to the finance department for payments to suppliers and service providers
• Assist the SRs in the management of reporting systems, data collection and their understanding of logistics procedures, processes and reporting requirements
• Ensure stock reports submitted by SRs are complete and accurate
• Ensure supporting documents are adequately and systematically filed (e.g., stock report, donation certificate, disposal certificate, etc.,) for future audit, LFA verifications and for reporting to the donor.

SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:
Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
Widely shares their personal vision for Save the Children, engages and motivates others
Future orientated, thinks strategically.

Collaboration:
Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
Values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to

Creativity:
Develops and encourages new and innovative solutions
Willing to take disciplined risks

Integrity:
Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE:

• A degree in business administration or social sciences
• Minimum five years’ experience in providing similar logistical support in NGO or private sectors
• Experience of general administration work
• Strong communication and interpersonal skills
• Ability to manage a complex and diverse workload and to work to tight deadlines
• Ability to contribute to a small, proactive team and working collaboratively with colleagues and providing support and advice as necessary
• Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
• A full appreciation of the value of co-operation, both internationally and within a team environment.
• Understanding of Save the Children’s vision and mission and a commitment to its objectives
• Proficiency in Microsoft Office products (Word, Excel, Outlook, Power Point and Access)
• Written and verbal fluency in  English.

Location: Dar Es Salaam, Tanzania
Contract - Full-Time
Closing date: Friday 29 May 2015
All jobs close at midnight UK time on the date specified

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