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Purchase Logistician

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Handicap International
Location: Pakistan
Last Date: September 12, 2011
Email: officerh@handicap-international.org (Reference: DevNetJobs.org)

COUNTRY: Pakistan.
Starting date: ASAP.
Closing date for application: 31/12/2011.
CITY: Islamabad.
Length of the assignment: 3 months
Advertisement reference: Surname/Name/PurchaseLOG/PAK
Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.
Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.
Through its Emergency Response Department (ERD), created in 2006 after the merge with Atlas Logistique, the organization is committed to:
- Provide an adequate response to major natural disaster and conflict situations, anywhere in the world as much as possible within 72 hours;
- Provide assistance to vulnerable groups (refugees, IDPs, persons with injuries, elders, children, etc.) affected by a crisis and maximize the number of beneficiaries. Within vulnerable groups, target especially PwD and meet their specific needs;
- Constantly monitor chronic crises and/or conflicts to ensure preparedness for and rapid response to eventual emerging needs.
Directly linked to the Emergency Response Department of Handicap International France, the expatriate will be mandated for the following mission:



MISSION CONTEXT

Handicap International is present in Pakistan since 2005, in response to the earthquake. Since then, Handicap International has been implementing emergency and early recovery activities, as well as developed a longer term strategy.
Pakistan is living the worse moment of its young life. Shattered by natural disasters, political instability, insurgency and religious troubles, the country is constantly on the edge of crisis. The instability at the Pakistan-Afghan border displaced million of people, while military operations increase the tension among different ethnic groups.

Despite the presence of Karachi (the largest town in Pakistan) and its port, Sindh region widely remain poor and undeveloped. With a local population mainly displaced in rural areas, Sindh is a region where different religions and culture (Sindh, pastun, indu, Christian) barely coexist together.

The worst flood in its history hit Pakistan over the course of 2010. Heavy rainfall, flash flood, combined to create a massive flood covering a surface equal in dimension to the land mass of the United Kingdom. About 20 million of persons were affected, 10% of the Pakistan Population. The death toll claimed 1,985 victims, while 2,946 persons were injured; 1,744,471 houses were damaged, while 8.8 million persons lost their house. Six months after the flood, some areas were still flooded and some water remained stagnant, threatening people’s return, and putting a serious threat in terms of spreading of diseases. Sindh Province was hit by the flood over August/September 2010. Data report 411 victims, 1,235 people’s injured and 876,249 houses damaged: the worse figures in all Pakistan.

The intervention of the Emergency Response Department in Sindh is declined under three main axes:
- Improve the access of affected population to safe drinking water
- Emergency shelter and NFI distribution, houses rehabilitation
- Support to solid waste / water management and cleaning debris in affected cities
- Disability and Vulnerability approach and specific services



HIERARCHICAL AND FUNCTIONAL RELATIONSHIPS

• The position is part of the logistics department of Sindh office (the logistics department in Sindh Office is under the technical coordination of the Logistics Coordinator based in Islamabad, and hierarchical supervision of the Field Coordinator Sindh).

• Line Manager: Base Logistician
• Technical referent : Base Logistician
• Line Manager +1: Field Coordinator

• Functional links with Project Managers and Administration Department in Sindh office



MAIN RESPONSABILITIES OF THE EXPATRIATE

Based in Makli, you will be responsible for:

GLOBAL OBJECTIVE

• Responsible for managing the purchase logistics team of Sindh project;
• Ensure the respect of HI and donor Logistics guidelines regarding purchase (quotations, call for tenders, local purchase orders, summary bid analysis…);
• Follow and ensure procurement / supply of materials to warehouses;
• Ensure quality of procurement;
• Ensure quality of purchase files;
• Report on a regular basis to Base Logistician the status of procurements and deliveries;
• Keep PMs updated about current status of procurement and deliveries;
• Train the staff under his/her management;
• Support the implementation of security rules and report any security-related event.

PROCUREMENT

• Ensure the respect of HI rules (and donor if required) regarding procurement.
• Supervise the program supply chain
• Under the supervision of Log Base, plan procurement in collaboration with PMs (purchase planning);
• Follow the orders/purchases until delivery in collaboration with Purchase Officers and Field Logisticians;
• Ensure both quality of purchase and respect of delivery deadlines; Control quantities ordered and received
• Regularly update Purchase or Service Requests [PSR], follow-up charts, and share it weekly to the programs teams;
• Ensure regular purchases follow up in close collaboration with the Log base and the Finance Department for down payments and monthly budget follow up;
• Ensure logistic and Administrative compliances of purchases files
• Ensure proper filling of purchase files: signatures, presence and validity of documents;
• Block purchases when documents do not match guidelines;
• Cross check / Control the reliability of quotations done by purchasers and Logistics staffs
• Maintain well organized records of the orders according to HI purchase procedures (PSR follow up)
• Ensure proper quality of invoices and follow payments of the suppliers.
• Ensure that all purchase files are complete (PSR, number of quotation, SBA, validations needed, LPO, Contracts etc.) Fill all purchase documents and ensure proper archiving;
• Centralize, control and send to Islamabad all the purchases files (under the supervision of Log Base). Keep copies on the base.
• Ensure market surveys on regular basis
• Analyze local markets and keep a local suppliers database matching HI needs and criteria (quality, price, service, ethics)
• Developing a network of reliable suppliers (continually look for new and better suppliers)
• Create a catalogue of suppliers and goods (with specifications and price).

TRANSPORT
• Forecast transportation needs to ensure proper deliveries.
• Organize delivery of goods to the Sindh mission according to needs and storage capacity in collaboration with the Field Logistics and PMs.

STORAGE
• Ensure material are delivered and received in warehouses by Field Logistics;
• Share information with PMs / Logistics.

TEAM MANAGEMENT
• Manage any logistics national staff dedicated to purchases
• Ensure staff are trained properly and perform duties according to IRs and standards;
• Make sure that all staff under supervision has personal targets and accurate Job Description;
• Conduct appraisals according to HR procedures;
• Ensure the daily follow up of the purchase logistics team; briefings, trainings, organisation, etc.
• Ensure effective communication between logistics and program.
• Lead recruitments according to HR procedures if needed.

REPORTING
• To provide a regular reporting on operational logistics activities to Log base (weekly).
• To ensure his/her part of the monthly log report for the base in collaboration of Logistics manager officer and Base Logistician
• To provide the Base logistician, the Field Coordinator and the Logistic Coordinator with a mission report or handover document at the end of your contract;
• Debriefing at HQ at the end of your mission (and during Home-Break).

SECURITY MANAGEMENT

• Ensure the respect of the security guideline and recommendations adopted on the mission, by yourself and the team under your responsibility, as well as the good functioning of the relative tools and process and the correct use and acknowledge from all the members under your responsibility.
• Ensure that every single incident you are involved in or witness of is reported as fast as possible through the appropriate channel.

SPECIFICITIES OF THE POSITION:
• According to the needs of the different projects, the Purchase Logistician will have to switch from one project to the other, under the supervision of the Base Logistician.
• This job description is not fully exhaustive. The Purchase Logistician is expected to be flexible according to the project’s needs and accept extra duties as per the demands of the Log base, the Program.




CANDIDATE PROFILE:

• Degree in Logistics area recommended
• 6 months/1 year of Professional experience in the related field
• Experience in NGO necessary
• Experience in procurement recommended
• English mandatory (oral and written)
• Strong interpersonal and intercultural skills
• Ability to work under pressure / tight deadlines.



REQUIRED LANGUAGE SKILLS:

- Good written and oral level in English;



EMPLOYMENT CONDITIONS:

Couple/ Family : Under HI Pakistan rules

Salaried or Volunteer:
Volunteer: 750 or 850 Euros monthly indemnity + living allowance paid on the field + accommodation + 100% of the medical cover taken in charge by HI + repatriation insurance + indemnity for partner and children
Salary: “salary bracket” gross salary/month + 457 Euros net expatriation allowance + 50% of the medical cover taken in charge by HI + repatriation insurance + indemnity for partner and children




To apply, please send your CV and a cover letter to:
HANDICAP INTERNATIONAL
Direction de l’Action d’Urgence
Rιf : SURMANE/Firstname/PurchaseLOG/PAK.
E-mail : officerh@handicap-international.org


TO APPLY, click on this link: http://www.handicap-international.fr

 


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