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Logistics Specialist

3 weeks ago

Islamabad, Islamabad, Pakistan beBeeLogistics Full time 900,000 - 1,200,000

Job Summary

The Logistics Coordinator delivers logistical services and support in accordance with our policies and procedures, as well as donor and host country regulations. This role supports logistics activities at the office level, including building maintenance and related procurements, managing office stocks, fleet management, and where required assets and IT support.

Office Management
  • Manage daily office logistics activities and follow up on tasks.
  • Support the initiation of procurement requests (PR) and offer collection for office operations (maintenance, fuel supply, cleaning, office supplies, etc.). Ensure that all contracts/orders are adequately tracked and timely renewed when required with the procurement department.
  • Responsible for office supplies stock levels and reports.
  • Liaise with facility owners for any maintenance and space improvements.
  • Ensure the office is properly maintained.
  • Ensure the office has required safety equipment, in close collaboration with the safety and security manager.
Fleet Management
  • Assist in compiling schedules provided by all departments on a weekly basis.
  • Plan weekly movements accordingly and assign planning to drivers.
  • Manage daily trips and ensure timely refueling of vehicles and generators.
  • Support driver orientation, safety, and security briefings.
Information and Technologies
  • Provide support to the IT department as required in:
  • Setting up accounts for new users.
  • Basic troubleshooting.
  • Connecting devices.
Logistics Reports
  • Assist in preparing logistics reports as tasked by the manager.
Asset Management

Logistics Coordinator might be required to act as an asset focal point with the following responsibilities:

  • Implement asset management policies and procedures.
  • Responsible for the management of assets in the respective field site based on our asset management procedures.
  • Responsible for ensuring that every asset and attractive item is logged, issued with a unique ID, assigned to a custodian, and tracked in line with asset management procedures.
  • Document all asset-related transactions or status changes.
  • Provide support to management in asset-related duties.
  • Support management in monthly reconciliations, based on information generated through automated reports, to ensure that all purchased assets have been logged into the asset list and financial information is accurately recorded per corresponding voucher backup documents.
  • Ensure that all assets/attrACTIVE items under their responsibility are assigned to a custodian, which is an active employee.
  • Responsible for documented handovers to/from custodians, in coordination with relevant departments (i.e., HR for newly hired staff/termination).
  • Provide input in the accuracy of asset list information, status, and custodian on a regular basis.
  • Report to management team any items identified as missing/lost, for investigation (when reasons are not known).
  • Initiate requests for asset maintenance where required.
  • Initiate requests for appraisal and disposal of unusABLE items whenever reported.
  • Initiate appraisal of items requiring repair and follow up until the item is fixed.
  • Ensure item disposals are approved and documented, documentation shared with management for further communication to the logistics desk.
  • Support management to organize spot checks and full inventory.
  • Review lists of items for insurance claims prior to claim submission and ensure claims have all required backup documentation.
  • Act on behalf of the Asset Department when tasked.
  • Perform other activities related to asset management as indicated.
Fraud Prevention
  • Committed to fraud prevention, detection, reporting, and fraud risk reduction in accordance with our policies and procedures, donor rules, and local laws and regulations.
  • Maintain accurate filing systems, with documented and auditable records of procurement transactions and reports/tracker.
Minimum Qualifications
  • Bachelor's degree in Logistics, Supply Chain, Transport Management or equivalent.
  • Typically 3+ years of experience in Logistics.
  • Good interpersonal and team skills.
  • Commitment to and understanding of our organization's aims, values, and principles.
  • Knowledge of MS Office, including MS Word, Excel, PowerPoint, and Outlook.
  • Ability to integrate and work well within multi-ethnic and multicultural teams.
  • Ability to work in harsh conditions, often in remote areas.
Desirable
  • Fluency in written and spoken English.
  • Relevant qualifications or training courses.
Seniority Level
  • Mid-Senior level.
Employment Type
  • Contract.
Job Function
  • Other, Information Technology, and Management.
Industries
  • Non-profit Organizations.