ThaiNGO

Terms of Reference

POSITION TITLE: Logistics Officer

LOCATION: Mae Sod, Tak Province, Thailand

STATUS: Full-time Temporary – (6 – 8 week’s assignment – possible longer term assignment)

START DATE: June 2016

Contact: nujarinp@arcrelief.org

Introduction

The American Refugee Committee (ARC) is an international nonprofit, nonsectarian organization that has provided humanitarian assistance and training to millions of beneficiaries over the last 35 years. ARC works with refugee communities in 10 countries around the world, helping people regain control of their lives. The people ARC serves have lost everything to events completely beyond their control. ARC provides shelter, clean water and sanitation, health care, skills training, microcredit education, protection and whatever support we can to let people begin again.

Primary Duties and Responsibilities

Logistics

Provide logistical support to the project as needed, including but not limited to vehicle/driver management, inventory reporting and control, property management, warehousing, staff support, medical logistics/pharmaceutical management, HR/admin support and managing assets and equipment in accordance with donor and ARC’s regulations.

Implement and support standardized ARC logistics processes and procedures to achieve efficiency, in accordance with ARC’s guidelines.

Support in managing all logistic mobilizations for the project and support the approval of relevant purchases

Support in integrating logistics systems of other actors in the project with ARC’s SoPs.

Provide direct support to WASH and health technical staff

Support the projects with all logistical challenges as required

Any other tasks as assigned by line management

Procurement

Provide support in managing the procurement process for the project, ensuring procurement is cost effective, timely, efficient and compliant with country regulations and ARC  policy documentation

Support the tender process for new suppliers, in collaboration with Program Managers

Execute procurement and ensure supplier and sub-contractors meet contracted obligation

Maintain critical records, including equipment cost list for pricing purposes

Support the development of an operational and project budget ‘cost tracking sheet’

Process purchasing orders in line with operational need and project budget

Track reports and coordinate delivery of equipment

Manage shipment of equipment and approve relevant payments

Provide advice as per the ARC policy for the maintenance and management of country equipment stores

Compliance

Ensure compliance with ARC policies and procedures, donor regulations and local laws.

Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and recorded appropriately.

Staff Management

Supervise any direct reporting staff with integrity and foresight.

Actively seek advice on HR procedures and policies to ensure that the highest standards of accountability and professionalism are upheld.

Make frequent site visits to areas where staff supervised by you are working to ensure that the appropriate care and support is being offered.

With guidance from your supervisor, ensure that staff are trained and/or mentored in a structured accountable manner, and written records of such are retained.

Provide input to the recruitment, selection and performance of any logistics staff, as required.
 

Training/ Capacity Building

Provide input to, and deliver, where applicable, training for staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.

Working Relationships

Proactively engage on a regular basis with your supervisor, and international ARC logistics officer colleagues to develop working networks to seek advice where needed.

Proactively engage with your supervisor, and key staff (program, finance, and technical) on all matters logistic.

Assist your supervisor in engaging with donors, local government, project partners, UN agencies and other non-governmental organizations in order to manage the distribution of goods and materials.

Ensure adequate information sharing, address common concerns/problems, and seek solutions.

 Representation

Represent ARC in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of ARC’s mandate, ethics, and values

Education, Technical Skills and Knowledge Required
 

Degree required in logistics, finance, accounting, or related field.

Minimum 3 years’ experience working for an international NGO in complex emergency or post-conflict settings required.

Evidence of practical experience in logistics within the field of supply chain management (basic procurement, clearance of cargo, transport, warehousing, asset management, etc.)

Experience in multi-cultural and multi-level programs.

Experience with international donors and grant requirements.

Prior experience in conducting procurement and logistic training.

Proficiency with MS Word and Excel

Sense of humor and good interpersonal skills.

Ability to integrate and work well within multiethnic and multicultural teams

Ability to work in harsh conditions, often in remote areas.

Negotiation, interpersonal and organization skills

Ability to read, write, analyze and interpret, technical and non-technical in the English language

Must have a valid driving license

Diversity

ARC is committed to gender equity and ethnic and racial diversity in programs and organizational policy.  ARC’s employment policy provides for the equality of opportunity, regardless of race, color, sex, age, religion, national origin, citizenship status, physical or mental disability, or past, present, or future service in the uniformed services. ARC will not violate any applicable law by showing partiality or granting any specific favors to any employees or group of employees