Contact: nujarinp@arcrelief.org
POSITION TITLE: Logistics & Procurement Officer (Mae Sot) DATE: June 17, 2016
HQ DEPARTMENT or COUNTRY PROGRAM: Thailand GRADE: 3
RESPONSIBLE TO: Field Coordinator EEO Code:
STATUS (Full time, Part time, Temporary): full-time
SUPERVISORY CAPACITY: Logistics Assistant, Admin. & Finance Assistant, Drivers
DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION
ARC maintains a healthy and safe environment for refugee women, children, and families. Services provided include: access to comprehensive, quality primary health care and to gender based violence (GBV) prevention/response services, training, and refugee/community capacity building and integration. The project focuses on: health and nutritional needs for pregnant women and children under 5; increasing community awareness, treatment and prevention of disease; strengthening GBV prevention; and income generation capacity to meet community and individual needs.
PRIMARY PURPOSE OF THE POSITION (A brief description of the overall purpose of the job; the rationale for why the job exists and how it contributes to ARC’s mission and strategic plan.)
To support the logistical and procurement programs in achievement of the mission and work plans for ARC services in Mae La, Nu Po and Umpiem Mai temporary shelters in Tak Province.
MAJOR AREAS OF ACCOUNTABILITY (List the primary duties and responsibilities of the position as simply, yet completely as possible. Include the average percentage of time spent on the duty/responsibility. Generally there are no more than ten (10) major responsibilities.)
PRIMARY DUTIES/RESPONSIBILITIES % OF TIME
Logistical Functions
1. Manage the vehicle and driver schedule in Mae Sot and Umphang. In order to be as cost efficient and effective as possible
2. Coordinate with admin/logistics officer on the vehicle and driver schedule in Umphang
3. Manage repair and maintenance of vehicles:
• Inform on daily availability of vehicles (fuel consumption for the entire fleet)
• Maintain records of vehicle maintenance expenses for office files.
• Provide overall vehicle and transportation Monthly report (consumption, repairs, maintenance, passengers, etc.
4. Ensure proper all movements, including passenger and driver follow up.
5. Ensure safe transportation of good, including oxygen bottles and patients focusing on their well-being during transportation as well as during the waiting times.
6. Follow-up on rental contracts of vehicles
7. Follow-up on security measure 60%
Purchase
8. Support in maintain files, documents, resource materials, and records in Mae sot office.
9. Support monthly requisition and purchase order process for drugs and medical equipment required for the camps.
10. Provide monthly updated durable equipment list 5%
Inventory Functions
11. Receive and confirm the accuracy of programs supplies purchasing deliveries.
12. Ensure programs supplies purchasing requisitions and supplies received for control of inventory:
• Check and sort supplies received (from Bangkok).
• Check accuracy of purchasing deliveries.
• Verify that supplies or equipment are received at the office.
• Clarify & resolve any discrepancies between requisition and delivery.
• Distribute supplies to appropriate requestor and have requestor sign for supplies.
• Sign for receipt of supplies or equipment.
• Fax or send records to Bangkok office.
• Monitor status of requisitions and inform staff who requested.
13. Maintain inventory and inventory records of office supplies and assets/equipment.
• Conduct an annual physical inventory of assets/equipment.
• Prepare disposal and donation lists
14. Elaborate and update the durable equipment list.
15. Ensure the implementation of asset management procedures on the bases (identification card, tagging…)
16. Support the base and file staff by giving them regular refresher trainings on the asset management procedure
17. Ensure the safety and proper use of ARC assets
18. Implement and supervise regular asset inventories
19. Ensure the proper filing of asset documents (identification cards, asset list…) 10%
Staff Management
20. Supportive supervision, coaching and management of Driver in charge, admin assistant, finance assistant, logistic assistant, drivers, cleaners, and watchman.
21. Technical supervision of driver on rehabilitation work
22. Ensure monthly watchmen planning
23. Ensure an adequate pool of back up staff (driver, watchmen, cleaner)
24. Ensure monthly meetings with above mentioned staff
25. Ensure proper planning and reporting of meetings 20%
Miscellaneous:
26. Arrange for coverage of functions during absence.
27. Adhere to procurement, finance, and inventory policies and procedures.
28. Adhere to established safety/security policies and procedures.
29. Adhere to prevention of sexual abuse and exploitation code of conduct, sexual misconduct policy, and consensual relationships policy.
30. Perform other office tasks as assigned by the supervisor. 5%
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
1. Office experience; or college/technical school training.
2. Fluency in Thai; good verbal and written English.
3. Willingness to work in rural and border areas.
4. Computer skills.
KEY BEHAVIORS & ABILITIES
1. Ability to communicate with other staff and agencies: English and Thai.
2. Ability to work in a team: coordination and communication skills.
3. Ability to work and live in uncomfortable conditions.
4. Ability to work in ambiguous program conditions.
5. Ability to solve problems and work independently.
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