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Job Description Job Title Logistics Officer Group International - PDF

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Job Description Job Title Logistics Officer Group International

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									                                         Job Description

Job Title:            Logistics Officer
Group:                International
Team:                 Disaster Management Team
Responsible to:       Operations Support Manager

Purpose of the Team:
As part of the International Group outworking Tearfund’s vision lifting 50 million people out of
poverty, working through 100,000 local churches, the purpose of the Disaster management Team
(DMT) is to provide emergency response and recovery, disaster mitigation and preparedness through
direct operations and indirect capacity building and advocacy.

Main purpose of the Job:
To provide Tearfund’s DMT programmes with logistics support for in-country operations, managing
the UK supply chain, asset management and providing training to programme staff; liaising with
Regional teams for Partner procurement. At all times seeking to raise the efficiency of logistics
systems worldwide and increase their cost-effectiveness.

Position in Organisation:
   • Reports to, and deputises for, the Operations Support Manager
   • Liases closely with the DMT Technical Officer
   • Line manager to the Assistant Logistics Officer (Fixed Term Contract)
   • Liaises closely with programme-based Logistics/Technical staff
   • Liaises at all levels inside and outside the organisation

Scope   of Job:
   •     Support and development of supply chain function:
   •     Training & Briefing:
   •     Procurement:
   •     DMT store management:
   •     Asset management:

Dimensions and Limits of Authority:
   • Responsible for ensuring all requests for goods by programme teams are fulfilled on time,
      purchasing goods and services up to the limits laid out in the Disaster Management System,
      identifying and selecting the most appropriate suppliers to fulfil purchase requests, raising
      efficiency and achieving greater cost-effectiveness
   • Responsible for overseeing the procurement, warehousing and asset management functions
      within DMT programmes worldwide, monitoring, advising, promoting and training in good
      practice in supply chain management, including development of improved logistics systems
      and systems compliance
   • Responsible for overseeing an effective asset tracking function for DMT assets worldwide and
      for the secure and efficient storage of goods in the DMT Store.
   • Line manager of the Assistant Logistics Officer (FTC)

Duties and Key Responsibilities

Support and development of supply chain function (procurement, warehousing, asset
    • Responsible for identifying, promoting compliance with good practice and Tearfund policies,
       procedures and systems
    • Develop procedures in cooperation with Operations Support Manager within donor rules and
       Tearfund policies and guidelines, disseminating these to enhance the efficiency and cost-
       effectiveness of the DMT supply chain in UK and programmes; updating templates and
       procedural manuals as necessary
   •   Monitor and enhance procedures in operational programmes through field visits, giving
       advice and training, ensuring that programme staff follow Tearfund and donor rules,
       guidelines and good practice
    •   Take part in the selection, development and roll-out of the DMT logistics software system
        (including supply chain and asset management), and on-going training of UK and overseas
        staff in its use
    •   Actively participate in the Inter Agency Procurement Group (IAPG), including participating in
        working groups and quarterly meetings, promoting inter-agency cooperation and
        communication on logistics matters

Training and briefing
    •  Develop and document a training syllabus and provide training materials in procurement,
       asset management and warehousing including training of trainers materials for programme
       logisticians to use
    •  Capacity build UK and programme staff by conducting direct training to give comprehensive
       understanding of procurement, asset management and warehousing issues and procedures.
    •  Provide briefings on procurement, warehousing and asset management for new UK-
       appointed DMT staff and interns and ensure that briefing materials are available in each
       programme for local briefings
    •  Take part in the recruitment and selection of Area Logistics Officers and Logistics Managers
       for DMT programmes in conjunction with the Operations Support Manager and Technical

Manage the Assistant Logistics Officer (and other interns/volunteers as may be required)
    •  Manage the Assistant Logistics Officer (and other interns/volunteers as may be required) to
       ensure that the UK supply chain, store management and asset management is achieved in
       an efficient and effective manner. Specifically:
    •  Oversee the UK supply chain for DMT through buying goods into stock or direct to
       programmes including setting up supplier framework agreements after appropriate
       tendering processes and arranging freight forwarding or transport; ensuring that goods are
       procured in a timely and cost effective manner within donor regulations and ensuring that
       attendent paperwork and electronic filing is completed efficiently
    •  Oversee the processing of supplier invoices (ensuring they are settled promptly with the
       correct UK authorisations and maximising VAT returns) and invoices to programmes for
       items purchased in UK, all in accordance with operating procedures and regulations
    •  Process all Repair Requests received from programmes, completing attendant electronic and
       hard copy documentation efficiently
    •  Ensure excellent formal and informal communication with programme logisticians
    •  Decide on the best supplier strategy for the UK DMT operations and provide advice to
       programme logisticians, including developing framework agreements, preferred supplier lists
       and supplier performance management
    •  Provide personal supplies and equipment for staff as part of their briefing
DMT Store management
    •  Oversee all aspects of the DMT Store including access, stock control systems and
       paperwork, ensuring that stock is held for rapid fulfilment of Purchase Requests and the
       emergency response and needs assessment kit items
Asset management
    •  Oversee the DMT Asset Register, ensuring that it is up to date and coherent with
       programme logistics asset lists, with all UK-supplied assets given tracking numbers and
       entered onto the database
    •  Coordinate with programmes and Technical Officer to ensure asset management and
       disposal procedures are followed in accordance with DMT and donor requirements

The post-holder will, at all times, carry out his/her responsibilities with the utmost respect for the
protection of children in accordance with Tearfund’s Child Protection Policy. The post holder will
therefore be:
    •    Responsible for familiarising themselves with the Child Protection policy and Procedures and
         with Tearfund’s commitment to safeguarding the welfare of all young people
    •    Responsible for carrying out the role in line with Tearfund’s Child Protection Policy and

Signature:____________________________ Date: ______________________________
                                        Person Specification

Job Title:    Logistics Officer
Group:        International                 Team: Disaster Management Team

ATTRIBUTE/SKILL                           ESSENTIAL                          DESIRABLE

EDUCATION/                   • Degree-Level, or an equivalent     • Procurement qualification (e.g.
QUALIFICATIONS                 ability to learn                     CIPS/CILT)
                                                                  • Humanitarian logistics
PROVEN ABILITIES             •    Extensive procurement           • Field based Logistics role,
                                  experience in commercial or NGO particularly in procurement
                                  sector                          • Warehousing management
                             •    Training course delivery        • Personnel management
                                                                  • Management of rollout of systems
                                                                    and systems compliance
SKILLS/ABILITIES             •    Excellent communications        • French speaker. Arabic or
                                  skills                            Kiswahili also an advantage
                             •    Fluent written & spoken         • Staff management
                                  English                         • IT systems project management
                             •    Training and coaching skills
                             •    Organisational skills
                             •    Database management
                             •    Word/Excel/Outlook literate
                             •    Post holder will be required to
                                  apply for a Criminal Records
                                  Bureau Check
PERSONAL QUALITIES           •    Committed Evangelical
                             •    Team player
                             •    Initiative taker
                             •    Ability to work with minimal
                             •    High degree of personal
                             •    Good attention to detail
                             •    Ability to work under pressure
Regular Overseas Travel: Approximately 3+ trips per year, each of 2-3+ weeks
The successful candidate will be subject to a check by the Criminal Records Bureau (CRB).
POST OF: LogisiticsOfficer

GROUP:        International

BASED IN:     Teddington

Monday to Friday 9.00am - 5.00pm with one hour for
35 hour working week

25 days pro-rata + statutory bank hols

Based on length of service

For permanent staff members over 18 years old as
18 years old + - 10% of salary
50 years old + - 13% of salary
60 years old + - 15% of salary

6 month probationary period with a 3 month review

Discount on Tearcraft items and STL books
Staff restaurant on site

SALARY BETWEEN: £25, 468 - £25, 968 per annum

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