Job Summary / Purpose:
Senior Logistic Coordinator oversee the entire supply chain, from ordering and warehousing to delivering materials to staff and program implementation sites of the project. Processing requests, keeping inventory, coordinating transportation, maintaining databases and often performing administrative activities are among the main duties performed by a Logistic Coordinator in OHW. The Logistic Coordinator might also oversee the basic security activities and perform the tasks as required or directed by the line manager. The senior logistics Coordinator will be directly working under the management of Operation Manager/ acting or his/her manager.
Maintain full knowledge about the policies, rules and regulations of OHW Logistics/ Procurement Department.
Draft all bidding documents, including Request for Quotations (RFQ), Invitations to Bid (ITB), and Request for Proposal (RFP). Assist the Project/ Program Manager in drafting the TORs and specifications for the requested goods, services and works.
Control the log book of vehicles and track its movements on a required basis, this includes the management of all vehicles rented by OHW in main office and provincial presences.
Ensure accountable, timely and cost-effective records of both fixed and current assets in the stores belonging to OHW, and donor agencies and provide the SMT with an update of Inventory once in a Month.
Prepare responses to donor and other key stakeholders’ queries in relation to bidding documents including preparation of Tender Documents, Bid Evaluation reports, and Contract Award documents. Organize and coordinate pre-bid meetings, inform bidders of procurement rules and regulations and respond to any queries from bidders.
Responsible for obtaining technical clarification from bidders, when required and when permitted by donor's rules and regulations. Prepare the Bid Evaluation/Quotation Analysis reports.
Upon approval, coordinate with the selected bidder to ensure completion of administrative processes including provision of Performance Security, issuance of contract award notice and ensure that contract documents are distributed accordingly.
Report and track on material and personnel movements and update on operational logistics or security-related problems, if any, in a timely manner.
Maintain an update Inventory and Asset register of organization at all times.
Lead on the logistical arrangements for the recruitments, trainings, events, community consultations and dialogues, district working group meetings, travels, research and other programme related activities.
Assist HR department in development of JD for logistics positions announcement.
Take the lead of providing a brief Orientation to any new comer in the Logistics Department.
Lead on procurement of all programme items all the times.
Keeping update of Market prices of usual commodities.
Develop an update verified vendor list of OHW based on the procurement Policy of OHW.
Ability to travel within the city and any other region as necessary.
Project progress and seek advice as necessary Keep consistent detailed records of logistical aspects of the programme.
Establish and maintain contact database of all employees especially the relevant colleagues including the provincial offices of OHW.
Day to day line management of office security guards and drivers
Ensure up to date security & emergency related briefings and incident related information is shared with OHW employees in a timely manner
Conduct trainings related to security and emergency related risks for OHW staff members on a as required basis.
Provide quality monthly Logistics Progress Report to Operation Manager or His/her designates no later than 25th of each month including (Procurement List Conducted, Procurement Plan Next Month, Update Inventory Report (Whole OHW), Report on any discrepancy in the inventory report as compared to the last months report).
Collect Monthly logistics Progress Reports from all provinces containing the above mentioned documents at least.
Take the lead of submitting governmental reports related to Logistics Department.
MANAGEMENT & COMMUNICATION:
Ensure all formal communication with teammates is done through official email.
Develop logistics plans and ensure that all the projects have updated procurement Plans.
Effective verbal and written communications and interpersonal skills.
Excellent computer skills including Excel, Word etc.
Represent OHW in all Logistics relevant events organized/facilitated by any OHW Donor.
Liase with project coordinators/ Coordinator and key program staff on a regular basis with regard to staff, resources and training needs in relation to security.
Excellent organisational skills.
Ability to solve problems/conflicts and make sound operational decisions in favour of OHW.
Fluency in written and spoken Pashto, Dari and English is essential.
Develop procurement schedules for all current projects and any contingency plans.
Collect and collate quotations for the program-related expendable and non-expendables and conduct market research to ensure ‘best quality at least price’ and report these as per donor-specified formats or in OHW standard templates.
Ensure the application of OHW Logistics/Procurement Policy and take care of below tasks including transportation management, support staff management and office procurement on daily basis.
Cooperation with Finance team in while conducting clearance of official advances.
Maintain the back up of Logistics soft data on monthly basis in an external hard disk.
Actively participate in assist all events (Provincial Assessments, external assessments, external/internal audit events).
Maintain a strong chain of communication with all departments in order to ensure that all the projects Logistical requirements are met.
Provide assistance to Operation Manager in the provision of information into any upcoming/ potential proposals.
Provide administrative support to all staff in OHW Kabul office.
To operate manual and computerized office systems, like filing papers and maintaining databases.
To undertake general office duties, for example;
Monitoring of stock of basic items, like stationery, paper, toner etc.
Ordering stationery, books, equipments and other items.
Arranging travel and accommodation for field staff on a frequent basis.
Managing support staff duty schedules and other necessary tasks assignment.
Monitoring office cleanliness on daily basis.
Any other task assigned by the line manager.
Interested and qualified candidates should send their cover letter with updated CVs to OHW’s HR department – Vacancies@ohw.org.af , Supplementary documents - degrees, certificates, etc. - should not be sent at this stage.
Applications should be received by OHW’s HR department on 20/Sep/2019 before 12:00 AM. And clearly, indicate the vacancy number and job title (Senior Logistic Coordinator /269) in their email subject line. Otherwise, their applications will not be considered.
Only shortlisted candidates will be contacted for an interview.