Junior Logistics Officer

arcenciel

1. Purchase Request Management
Review assigned purchase requests on a daily basis from the Logistics Manager.
Clarify request details with the requester when necessary.
Participate in inception meetings for assigned projects when required.
Verify that the purchase request includes all required documentation and approvals.

2. Procurement Planning and Compliance
Ensure procurement activities comply with arcenciel procedures and applicable donor procurement rules.
Ensure procurement documentation is complete and properly archived for audit and compliance purposes.

3. Procurement Execution
Prepare Requests for Quotation (RFQ) for simple procurement requests.
Conduct market research and identify potential suppliers using the supplier database and market scanning.
Obtain official quotations from suppliers.
Prepare quotation comparison sheets for internal review.
Draft purchase orders and submit them for validation.
Follow up with suppliers to obtain order confirmation.
Track supplier deliveries to ensure adherence to agreed timelines.
Notify the stock team of expected delivery dates and relevant details.
Prepare reception documentation and coordinate with the requester to confirm acceptance of goods.

4. Tender Support
Receive and record tender submissions from suppliers.
Assist in organizing tender opening sessions.
Prepare minutes of meetings and tender evaluation documentation.

5. Supplier Management and Market Monitoring
Monitor supplier performance related to delivery timelines and quality of goods or services.
Identify and register potential new suppliers and update the supplier database.

7. Fleet Monitoring Support
Follow up on vehicle tracking and update fleet information in the database.
Monitor maintenance and repair needs of vehicles and report issues.
Update fleet and driver records in the fleet database.
Report anomalies related to vehicle usage or fuel consumption.

8. Records, Systems and Reporting
Support inventory monitoring and periodic inventory cycles when required.

9. Team Contribution and Collaboration
Collaborate effectively with members of the logistics department to ensure smooth coordination of procurement and logistics activities.
Maintain clear and professional communication with internal departments, project teams, and suppliers.
Share relevant information with colleagues to facilitate operational efficiency and continuity of work.
Contribute to problem-solving and continuous improvement initiatives within the logistics team.

10. General Responsibilities
Comply with arcenciel policies, procedures, and internal regulations.
Ensure confidentiality and proper handling of sensitive procurement and supplier information.
Maintain organized documentation and records related to logistics activities.