Hq Logistics and Supply Officer - Roma, Italia - Intersos

Intersos

Azienda verificata

Roma, Italia

3 settimane fa

Inviato da:

Piero Bianchi

Reclutatore di talenti per beBee

Descrizione

Job Title
HQ Logistics and Supply Officer

Code

SR

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
Followup 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 prequalification 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: