Hq Logistics and Supply Officer

4 settimane fa

Roma, Italia Intersos A tempo pieno

**Job Title**

HQ Logistics and Supply Officer

**Code**

SR-00-5387

**Deadline**

17/03/2023

**Country**

Head Quarters

**Duty Station**

Rome, Italy

**Starting date**

01/05/2023

**Contract duration**

1 year

**Reporting to**

Head of Logistics and Supply Unit

**Functional Supervisor**

**Supervision of**

n/a

**Dependents**

Family duty station

**General context of the project***

INTERSOS is an Italian humanitarian organization on the first line that works all over the world bringing assistance to people in danger victims of natural disasters and armed conflicts.
INTERSOS, with its own humanitarian operators, intervenes to effectively meet the needs of people in crisis, with a particular attention to the vulnerable groups, as women and children. It provides first aid, food, shelter, medical assistance and basic goods. It ensures that basic needs, as education, clean water and health, are met.

**General purpose of the position***

Is responsible for the management of logistics aspects of the HQ office including assets, maintenance, storage, procurement, expeditions, renovation construction works and tender process, and external consultants’ services.

Provide operational support to missions and projects on supply activities with a focus on procurement processes, orders management, and freight transportation in accordance with INTERSOS standards, policies, protocols, and procedures, in order to guarantee the efficient running of the missions.

Duty Station - Rome

**Main responsibilities and tasks***

HQ office:

- In coordination with the Logistics and Supply Unit manage the logistics aspects and ensure that office equipment is well kept and maintained
- Follow-up requests for office maintenance and repair work. Contact suppliers to solve the issues
- Prepare the HQ Logistics Procurement Plan
- Under the supervision of the Head of Logistics Unit participate in tenders procedures
- Implement INTERSOS Logistics SOPs (Standard Operating Procedures) in HQ when applicable
- Arrange the meeting room for renting
- Follow up archive and warehouse activities and perform regular assets and inventory counts on a quarterly basis
- Conduct the yearly supplier pre-qualification process at the HQ level
- Carry out the procurement of goods, works, and services for HQ with respect to INTERSOS procedures:

- process purchase requests from different departments and follows the procurement
- maintain regular contacts with suppliers to ensure that the quality of the goods and services delivered is in line with INTERSOS standards
- manage storage inventory and movement and respective deliveries
- support expeditions to the field offices when requested in coordination with the Global Supply Officer
- Oversee any vehicles under the responsibility of HQ
- Follow up the office cleaning service
- In coordination with the IT Unit support on the purchase, use, and maintenance of IT assets, office, and project equipment, and communication tools, while ensuring that all HQ assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged, and logged according to asset management policies and procedures

Logistics Information Management
- Input Logistics Data in INTERSOS Logistics software (Intersos Management Platform - IMP) in an accurate and timely manner
- Produce a monthly report on IMP

Support the global supply officer in International sourcing and procurement
- Source and procure medical supplies, IT and communication equipment, visibility items, and others
- Manage INTERSOS’s Global Supply Catalogue in coordination with the Global Supply Officer
- Support the preparation, launch, and evaluation of tender procedures
- Manage the FWA/LTA of INTERSOS international suppliers
- Support the Head of Logistics Unit in developing effective partnerships with global, regional, and country stakeholders for future requirements, and develop an effective supply chain strategy
- Analyze the market dynamics and the supply base in the main categories of supply, especially in medical commodities

Support the Global Supply Officer in International order management and freight transportation
- Manage the international order pipeline acting as the focal point for Europe missions.
- Support missions to prepare Purchase Requests and BoQs
- Follow up orders placed to Humanitarian Procurement Centers and/or INTERSOS network of international suppliers
- In collaboration with the Finance, the department follows up on orders payments
- In coordination with missions and HQ support order delivery by liaising with 3PL providers and staff to be deployed on the field
- Collect information regarding customs clearance and prepare the necessary documentation for each shipment to be sent to the missions
- Perform regular analysis and comparison of freight transportation modalities to countries of operation

Administration:

- Follow up and oversee the translation of documents from the external official consultants for HQ and

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