LOGISTICS OFFICER - LUSAKA, ZAMBIA

The Population Council (PC) seeks an experienced Logistics Officer in its Lusaka, Zambia office. The Logistics Officer works as a member of the Finance & Administration Team, liaises with technical staff regarding procurement of goods and services and oversee the accuracy and timeliness of monthly fleet administration and reporting. The Logistics Officer works under the direct supervision of the Finance and Administration Manager.

RESPONSIBILITIES:

1. PROCUREMENT • Liaise with project administration staff to determine office-wide procurement plan. • Review of procurement related requests and quotations, prepare pricing/bid analysis, issue requisitions and ensure customs clearance, prompt delivery and timely payment processing for items ordered. • Liase with project staff to ensure appropriate VAT, asset acquisition/disposition and donor approval documentation have been obtained and submitted to headquarters. • Manage bids for purchases in accordance with appropriate donor regulations, where applicable. • Develop & implement process for quality checks. Ensure that procured items meet appropriate quality standards. • Liaise with staff to provide regular status reports and coordinate scheduling and share information on orders. • Workshop and Conferences; Establish Council rates with identified hotels, venue reservation, meals and accommodation for staff and participants. • Office Inventory Management; ensure that receipt and issuance of goods from the store are properly documented, document PC property issued to employees, and updating of PC Asset List. • Ensure all Council equipment and furniture is tagged and listed according to the inventory list. Furthermore, ensure office equipment insurance is in place and regularly updated. • Data base of Vendor; keep up-to-date record of approved suppliers indicating contact details and status of any contracts issued to providers of goods and services. • Establishing Business Relationship with Hotels; prepare letters of introduction to hotels, and obtaining PC negotiated (discounted) rates for accommodation and other services. • Supervision of staff.
2. LOGISTICS • Staff Travels; transportation to and from the airport, arrange pick-up and drop off to and from office and arranging suitable taxis for ground travels. • Coordinate comprehensive office travel plan by liaising with staff to synchronize monthly travel schedules, maintaining and updating travel calendar and monitoring the use of PC vehicles. • Preparing monthly trip reports and mileage that the motor vehicle log sheet is in place and is used correctly. • Ensure that fuel consumption and expenditures and vehicle mileage are monitored, consolidated, analyzed and recorded on a monthly basis. • Liase with program and management staff to obtain necessary requisition approvals and verify that transportation, fuel and related expenses are allocated to the correct accounts. • Supervise the planning and execution of maintenance and repair work on PC vehicles. Also eensuring that all vehicular transport is appropriately licensed and insured. • Permanently ensure that all drivers have received general training and carry out regular testing. Ensure that drivers are aware of their obligation to adhere to PC’s safety rules and procedures. • Negotiate vehicle rental contracts and ensure that vendors comply with PC Code of Ethics. • Ensure that accurate and complete logistics-related accounting, reporting and internal control systems are functioning and that all relevant records are maintained.
   • Ensure integration of logistics planning in field operations, including input to donor reports and review of the logistic component of proposals, as needed. • Perform other tasks as may be assigned.

QUALIFICATIONS:

• Business Administration degree or degree in purchasing and supply and/or transport and logistics preferred; • Minimum 5 years previous experience with supply chain management, logistics or in a similar field; • Experience - previous NGO/public/private sector experience with international donor regulations knowledge. • Comprehensive grasp of logistics, central store supervision, supply chain management and monitoring • Ability to establish priorities and to plan, coordinate and monitor work plans • Strong personal initiative and willingness to accept responsibilities • Good Communication & Interpersonal Skill Level; • Ability to work with others and to develop and maintain compatibility and morale among project staff; • Computer skills – Use of Microsoft Word, Excel, Access and Web-based tools • Ability to work under pressure; • Ability to travel within and outside Lusaka • Demonstrated ability to work in, and appreciate, a multi-cultural environment • Proficiency in written and oral English

How to apply:

Please submit a cover letter, curriculum vitae & three professional references to:
jobs-zambia@popcouncil.org on or before the 15th May, 2013.