Job Title:                            Logistics Officer-Female

Reports to:                        (Logistics Manager)

Terms:                                Contractual

Global Band:                     GB-4

About Concern:              

Established in 1968, Concern is a non-profit, non-governmental humanitarian organisation, dedicated to the reduction of suffering and the ultimate elimination of extreme poverty in the world’s poorest countries.

Concern’s vision, our mission and our work are all defined by one goal – ending extreme poverty, whatever it takes. Concern strives for a world free from poverty, fear and oppression.

Our culture is values driven and we believe that our people are central to all that we do and are key to delivering on our goal of Reaching the Furthest Behind First. We are committed to ensuring a workplace where everybody feels valued and are enabled to succeed in their work and contribute to delivering on our mission.

Role Purpose:                  

The Logistics Officer is responsible for providing logistical support to ensure efficient operation of the organization. This role involves managing daily logistical needs, coordinating the supply chain, and supporting the team through various tasks related to inventory, transportation, and effective resource distribution.

As per our Safeguarding Policy we will be checking your valid CNIC, and proof of holding the required qualifications and experience at the time of test/interviews.

All applicants must submit self-declaration (attachment available with JD) of previous criminal conviction as part of the application process.

Responsibilities:

Procurement and Tender Management:

• Facilitate the tender process by assisting in the opening of bids, preparing a comparative analysis of vendor quotes, and conducting a brief analysis for tender committee to evaluate the rates and compliance with required specifications. Coordinating with vendors for addressing any queries, and guiding them on next steps.
• Responsible for keeping the tender file organized and accessible. This includes scanning all required documents, such as bid submissions, evaluation reports, and correspondence with vendors, and uploading them to the designated SharePoint or other shared digital platforms

Managing Digital Vehicle Logbook Application

• Conduct training sessions to ensure drivers are proficient in using the transport app, emphasizing correct data entry and trip recording.
• Extract daily reports from the app, verifying that all trip details are accurately recorded and align with operational schedules.
• Review entries for discrepancies and make timely corrections to maintain the accuracy and reliability of trip data.
• Generate and submit a detailed monthly report for finance by the 5th of each month, summarizing vehicle usage and operational costs.

Office Management:

• Ensure that the office environment is conducive to productivity, with proper lighting, ergonomically arranged furniture, and necessary equipment.
• Act as the first point of contact for all visitors to the office in friendly and welcoming manner, and to direct them to the appropriate staff or department.
• Attend to all the telephone calls, fax and e-mails and to refer inquiries to the appropriate staff or department.Manage office supplies inventory and place orders as necessary and to carry out regular stock count.
• Ensure office equipment is properly maintained and escalate issues, as needed.

Administrative Support:

• Organize and schedule meetings and appointments.
• To receive and distribute mail and packages and to process outgoing mail and letters in a cost efficient manner, as per internal guidelines.Handle requests and queries from the staff related to meeting hall reservation, travel request, stationery requirement etc.

Documentation and Records:

• Manage incoming, outgoing mail registers and reference dispatch register.
• Maintain systems forms to be readily available for staff.
• Maintain office noticeboard for notices and other important documents.
• Collect weekly Staff movement plan and share with dedicated security focal person.

Financial Administration:

• Preparation of payments for the suppliers.

Communication:

• Laise with the support staff to handle their requests and queries from senior staff members.
• Coordinate with vendors as and when required for event management.

Safeguarding

• Able to recognise possible signs of child and adult abuse, harm and neglect as this relates to their role.
• Able to identify a child or adult at risk of harm, abuse or neglect.
• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.

Responsible for upholding and promoting Concern’s values, including our workplace equality, diversity and inclusion, and safeguarding values.

Participate and contribute as necessary towards Concern’s emergency response as and when required.

Role Holder Requirements:

• A minimum educational qualification of a Bachelor’s degree in Business Administration, Public Administration, or a related discipline is essential.
• 3-4 years relevant experience
• Demonstrated ability to read, write, and speak English
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Experience with multi-line telephone networks
• Good time management skills.
• Experience with administrative and clerical procedures.
• Able to contribute positively as part of a team, helping out with various tasks as required.
• Should be familiar with phone systems, copiers, printers, scanners, and fax machine. 
• Comfortable multi-tasking and prioritizing tasks without guidance
• Excellent interpersonal skills

Competencies:

• Managing Yourself
• Planning and decision-making
• Communication and working with others             

We encourage all eligible candidates, irrespective of gender, ethnicity or origin, disability, political beliefs, religious beliefs, sexual orientation, or socio-economic status to apply to become a part of the organisation. Concern is against all forms of discrimination and unequal power relations and is committed to promoting equality. 

If you have any concerns about our recruitment process and need particular assistance - for example if you have a disability e.g. a hearing impairment - please let us know and we will do our best to respond to your needs.  

Important information:

Concern has an organisational Code of Conduct with three Associated Policies: The Programme Participant Protection Policy, the Child Safeguarding Policy, and the Anti-Trafficking in Persons Policy accessible here. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisations, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in their work, in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with adults and children are recruited by us for such roles. Consequently, working or volunteering with Concern may be subject to a range of vetting checks, including criminal background checking. 

During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.