Title

No of Positions

Wage Frame

Contracting Organization

Logistics and Procurement Officer

1

According to NorCross Pakistan wage framework

Pakistan Red Crescent Society (PRCS)

Department:

International Programs and Preparedness

Reports to:

Country Program Manager

Unit:

International Programs

Updated by:

Country:

Pakistan

Last updated:

January 2023

Purpose

The logistics and procurement officer will undertake all logistics and procurement activities of Pakistan country office. He/she will ensure compliance with donor & internal requirements in country procurement.

Strategic Responsibilities

• Secures timely and quality logistics services including procurement process in support of organization’s humanitarian project deliveries and in accordance with professional standards
• Coordinates with the country program and finance team, regional technical support teams and cooperation with IFRC and ICRC in the region.
• Works closely with Host National Society (HNS), guide and ensure compliance on the logistics and procurement undertaken for organization’s funded projects
• Aid in setting up frameworks for local vendors for procurement in line with organization’s standards and procedures

Operational Responsibilities

Operational responsibilities

• Coordinates logistics and procurement processes in the country in accordance with organization’s standard procurement practices.
• Maintains an accurate and up-to-date supplier information database for regularly purchased items and keeps informed of local market conditions.
• Ensures, through market investigation, that all purchased goods meet international standards, are fit for their intended purpose, and have (where required) appropriate inspection certificates.
• Prepares request for payments ensuring the full supporting documents are in place and ensures that payment requests are signed in accordance with standard accountability matrix.
• Manages contractual engagement and services for the Pakistan country office and delegate housing

Fleet management

• Acts as the main focal point for all fleet needs and activities in the country, including fleet maintenance and oversees the adherence to driving rules and regulations.
• Arranges airport movement at arrival or departure for all personnel and visitors and prepares a welcome pack for delegates including phones and sim cards, as required.
• Monthly review of Logbooks of organization’s operated vehicles in the region.
• Perform analytics on mileage vs fuel expense

Warehouse management

• Responsible for organization’s prepositioned goods where such exist and provides country offices and partners with warehouse training according to needs.
• Ensure safeguards in Warehouse where organization’s funded inventory is maintained.
• Perform periodic inventory counts.
• Build the capacity of all the relevant staff on procurements process.
• Support Host National Society (HNS) programs within logistics matters as well as to monitor and assess the risk associated with logistics component of all supported programs

Coordination and cooperation

• Represents the organization by participating in logistics meetings, supports and participates in trainings hosted by relevant partners, emergency response; supports and deploys to emergency response missions of the organization.
• Perform duties and tasks not covered in this job description and provide support to colleagues when necessary and assigned by the line manager

Logistics development

• In close cooperation with Regional Procurement Officer follows up, executes and provides input to the logistics development programs in the region.
• Drivers, cleaners/support staff management and maintenance of offices in collaboration with PRCS.
• Coordinate outsourced functions such as housekeeping, conferencing, gardening and catering to ensure cost effectiveness and service delivery in accordance with agreements.
• Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off.
• Ensure proper maintenance of office equipment as well as the provision of office consumables.
• Coordinate with the staff for the management of mobile phones, monitoring, monthly costs and ensure that the bills are paid on time.
• Ensure that all utility bills are settled in time and that there are no service interruptions.
• Work with the security Coordinator/country manager to enhance security in the office premises.
• Make necessary travel arrangements including Visa process, air tickets, hotel bookings etc.
• The Logistics and Procurement Officer will liaise with suppliers and service providers to ensure timely and effective delivery of goods and services to regional office in collaboration with the counterparts at the Host National Society.
• Liaises with suppliers and governmental offices/authorities when appropriate on the guidance from the line manager.

Collaboration

• Consistently provides support to the project teams of the Host National Society and ensures that Norwegian Red Cross rules and guidelines are anchored among Host National Society personnel.
• Engages with the Asia Regional Office and with the Country Program Manager to ensure consistent accountability towards Norwegian Red Cross rules and regulations, guidelines, and deadlines.

Mission Specific Responsibilities

• This position will be based in Islamabad with frequent travel in the field. Position will also play a strong coordination role between main country office and NorCross field office including PRCS.

Qualifications

Formal Competence

Education:

• University Degree (Masters) in Business/Public Administration or preferably in Logistics/Supply Chain Management
• Certification of CIPS (Chartered Institute of Procurement and SCM) CIPP (Certified International Procurement Professional) would be an asset

Personal qualifications, skills, and knowledge

Skills and Knowledge

• At least five (5) years of work experience in general.
• Minimum three (3) years professional experience in logistics in humanitarian sector; including warehousing, fleet management, transportation, customs clearance & procurement.
• Experience with Red Cross Red Crescent will be an asset.
• Ability to work towards achieving objectives and results.
• Ability to cooperate and share competency.
• Ability to convince and gain acceptance.
• Ability to communicate effectively.
• Solution oriented, collaborates well with others and supports others in the pursuit of team goals.
• Create a stable and re-assuring atmosphere and is firm and reliable.

Personal Qualifications

We seek a person who.  

• Successful track record of logistics operation management, in high-risk contexts.
• Experience from medical, or water and sanitation logistics including warehousing, transportation, customs clearance and procurement for international humanitarian operations is an asset.
• Demonstrable experience from overcoming logistical bottlenecks, legal or other obstacles to carry through with tasks assigned with a solution-oriented approach.
• Ability to establish priorities and to plan, coordinate, collaborate and monitor work plans, and to present concise oral and written logistics operations reports, and other supporting documentation.
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Fluency in English is a requirement.
• Work proficiency in a regional language is considered an asset.
• Skills in relevant IT tools, including Microsoft Office.