Logistics Officer

The Logistics Officer is a member of the Finance, Administration and Operations (FAO) Department of Jhpiego Liberia Office. Under the Supervision of the Senior Finance and Admin Manager, the Logistics Officer is responsible for overseeing, processing, handling, recording, moving and the documentation of all materials into and out of the Jhpiego programs throughout Liberia. The Logistics Officer must always follow Jhpiego and Donor policies and procedures. He or She will supervise and assign the Head Driver, mechanic Driver, and Logistics Assistant when applicable. He or She will ensure that monthly reports are prepared and submitted on all activities including fuel usage, vehicle status and maintenance, Assets, and warehouse inventory. The Logistics Officer will work in collaboration with GR-II county Coordinators at Field Offices as well as work closely with Program, Administration, Procurement, HR, and Finance teams within Jhpiego Liberia. This position will be instrumental in supporting program activities through his/her high-quality knowledge and experience of Logistics functions and procedures.

• Works in close coordination with the Lead of Support Operations, Finance, and other staff in developing an effective materials delivery system, especially as related to programs in the field.
• Ensures that drivers are well-trained and licensed to operate Jhpiego vehicles in a safe manner in accordance with the Liberian Law and Jhpiego policies to protect the lives of Jhpiego staff, others riding in Jhpiego vehicles, persons on foot and in other vehicles in operation, and to protect the property of Jhpiego.
• Acts in a timely manner on all vehicles maintenance and repair needs reported by the Drivers and Mechanic, including timely procurement and inventory management of spare parts and other supplies.
• Ensures that vehicle logbooks (Logsheets) are kept accurately and complete a monthly analysis of their maintenance and fuel usage, alerting Management of any concerns and acting swiftly on developing and implementing corrective measures.
• Ensures that drivers are aware of and implement Jhpiego Safety and Security Emergency Management Plan as it relates to vehicle and road safety.
• Ensures Submission of monthly report on all activities including fuel consumption, vehicle maintenance, vehicle expense, warehouse inventory, etc.
• Demonstrates accountability for the completion of tasks, or, if running behind schedule, to communicate with supervisors to establish next steps
• Tracks vehicle expenses in accordance with the respective procurement policy.
• Oversee fuel consumption, purchase and tracking including coordination with gas station(s)
• Ensures that all vehicles are safe and road-worthy.
• Orders and maintains stock of spare parts and consumables.
• Manages drivers’ leave schedules ensuring smooth operation of the fleet.
• Responsible for oversight of vehicle rentals including tracking of leases and payments.
• Ensures that vehicle logbooks are kept accurately and complete a monthly analysis of their maintenance and fuel usage, alerting Management of any concerns and acting swiftly on developing and implementing corrective measures.
• Ensures that drivers secure and manage all moveable objects in vehicle, such as first aid kit, jack, and spare tire.
• Oversees assets management and ensure accurate record keeping of all Jhpiego assets, Donor assets and exceptional items that require registration and movement tracking in accordance with the Jhpiego policy.
• Ensures that the annual inventory report is submitted on or before the deadline of every year.

• Provides regular feedback to the Senior FAO Manager on routine office-based administrative issues.
• Manages and ensures proper maintenance of office equipment and furnishings of office.
• Implements and maintains detailed inventory system.
• Manages and documents handover of any equipment and materials to recipients, stakeholders, and counterparts.
• Plans and implements office systems, layout, and equipment procurement.
• Ensures procurement integrity through proper identification and screening of vendors and review supply requisitions.
• Implement donor branding guidelines on project and organizational events.
• Assists in the identification, negotiation, and leasing of new office space as needed!
• Manages the maintenance and repair of the office and office equipment.
• Designs office record filing system, ensure filing systems are maintained, up to date and secured.
• Revises and implements security guidelines outlined in security manual.
• Assist with developing a consolidated procurement plan for all Jhpiego Liberia projects and their implementation.
• Assist with procurement functions including but not limited to soliciting for quotations, negotiating prices, after-sale services with vendors, raising purchase orders/contracts, verifying business registration and tax clearance certificates of vendors/suppliers for validity.
• Assist with sources for quotations and bids from the market for procurement of goods and services as assigned per Jhpiego standards and formats.
• Provide support to prepare the required procurement documentation for goods and services procurement and ensure they are completed and meet Jhpiego and donor standards.
• Performs other tasks as will be assigned by the organization.

• A minimum of three years’ experience in operational support functions with a humanitarian non-governmental organization or international organization in Logistics. 
• Experience in setting up and managing logistics management systems.
• Proven ability to manage assets
• Experience in procurement functions
• Completion of secondary education with clerical experience (A bachelor’s degree in related field is an added advantage).
• Proven ability to solve problems independently without direct supervision.
• Excellent problem-solving skills, representation, skills, and the ability to work comfortably with an ethnically diverse staff.
• Effective verbal and written communication, organizational, prioritization and computer skills in Microsoft Office applications, especially MS Excel. 
• Excellent oral and written English skills.

Success factors:

A clear understanding of Logistics functions as well as the willingness and ability to enforce compliance with Jhpiego and donor policies and procedures is essential.  The ability to interact effectively with international and national staff members is required.  A demonstrated ability to work quickly and accurately, meet deadlines and process information in support of changing program activities is necessary.

Jhpiego, a Johns Hopkins University Affiliate is an equal opportunity/affirmative action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics. Female candidates are strongly encouraged to apply. Failure to follow the instructions of applying, your application would be denied. For more information on Jhpiego, visit our website: https://www.jhpiego.org/.