Overview

This position is responsible for warehouse management, vehicles, and office facilities, ensuring logistics data such as assets, stock, and fleet are well organized. It involves maintaining coordination with third parties and managing office facilities.

Tasks Summary

• Liaison with Logistics Coordinator for warehouse management and activities.
• Compilation of warehouse reports and annual physical checks.
• Monitoring and updating warehouse rent and performance.
• Coordination with procurement for incoming goods.
• Managing stock movement and shipping to response areas.
• Leading disposal, replenishment, packing, and unpacking processes.
• Updating NFI price list to the Finance Department.
• Performing administrative management and documentation of new assets, asset transfer, disposal, and repair.
• Ensuring assets are capitalized, maintained, used, and appropriately disposed of throughout their lifecycle.
• Conducting periodic inspections of assets in the field.
• Managing and ensuring the function and adequacy of office facilities.
• Settling payments/top-ups/purchase of office utilities.
• Managing and ensuring the availability of office supplies.
• Recording and inventorying office supplies.
• Ensuring all vehicles are compliant with tax obligations and escalating potential fleet risks.
• Ensuring vehicles use appropriate stickers and are maintained and serviced on time.
• Planning and optimizing all fleet movements.
• Monitoring and documenting all fleet costs.
• Ensuring all documents and emergency equipment are carried on every trip.
• Preparing hotel/accommodation bookings and airport pick-up transportation.
• Recording and filing lease agreements, office building insurance, and third-party contracts.
• Arranging visa applications for staff and preparing invitation letters for visitors.
• Ensuring procurement systems and procedures are utilized effectively.
• Overseeing open and closed tender procedures and performing bid analysis.
• Executing procurement processes, ensuring completeness of documents and fair evaluation.
• Implementing an internal control system for Purchase Orders.
• Maintaining and updating the supplier database.
• Preparing Request for Quotation, Request for Proposal, tender documents, and invitations.
• Preparing a procurement checklist.
• Implementing procurement procedures, safeguarding protocols, and the non-staff code of conduct policy for vendors.
• Registering new suppliers and ensuring completion of required documentation.
• Conducting regular market surveys to identify and pre-qualify potential suppliers.
• Maintaining and updating the vendor list monthly.
• Sharing monthly project purchase tracking reports.

Experience Requirements

• At least 2 years of experience in logistics in private company or organizations/NGOs
• Experience in asset and vehicle management

Qualification Requirements

• Bachelor's degree in accounting, economic management, business administration, logistics, data management or any relevant field.