Logistics Officer

Terre des hommes

The Logistics Officer oversees key aspects of the supply chain, ensuring that necessary resources are available and managed efficiently.

Specific responsibilities:

• Procurement Management:
• Lead purchasing for the Regional Office(RO) and, as needed, support delegations across the region in line with approved requests, budgets, and authorization levels.
• Maintain and update procurement trackers; publish regular status updates and establish/refresh the approved supplier price list on a defined timeline.
• Draft, negotiate, and manage framework agreements and service contracts for the RO.
• Ensure complete, compliant documentation and archiving of all procurement files per Tdh policy; share the finalized purchase file with the requesting delegation upon closure.
• Submit complete payment packages to Finance and resolve any queries to enable on-time payment.
• Monitor RO stock/consumables and issue monthly stock reports to relevant stakeholders
• Transport Management:
• Plan and follow up on all ground transport for staff and visitors across the RO and delegations, covering airport transfers, intercity travel, and regional trips within Jordan.
• Design, implement, and maintain a movement request and planning system with a standard request form, and approval workflow
• Monitor sensitive movements, schedule check-ins, confirm safe arrival, and inform relevant stakeholders of movement completion.
• Manage the outsourced transport service: coordinate and confirm movements with the supplier, verify driver and vehicle compliance, track completed trips in the movement register, and reconcile the supplier s invoice each month against records before submitting the verified package to Finance and resolving any discrepancies.
• Produce monthly movement reports that summarize volumes, on-time performance, costs, and incidents.
• IT and Assets.
• Provide first-line IT support to RO and Gaza deployment staff, resolving requests promptly.
• Keep laptops, printers, and network devices operational and fix faults without delay.
• Maintain an accurate asset register with tags, serial numbers, locations, custodians, warranty status, and condition, and issue regular updates.
• Lead the annual physical inventory for the RO and run periodic spot checks; reconcile variances, document findings, and close corrective actions.
• Deploy new laptops and equipment using a standard build and asset tagging, followed by a signed handover.
• Manage repairs, warranty claims and spare items.
• Event Management
• Book venues, meeting rooms, audiovisual, and catering and confirm all orders.
• Arrange accommodation and transportation to all attendees as needed.
• Distribute per diems in collaboration with HR and Finance, keeping signed records and receipts.
• Compile and submit the final payment package to Finance, including contracts or POs, service confirmations, and invoices.
• Premises management:
• Manage lease lifecycles for the office and guesthouse, including negotiations, renewals, and landlord relations.
• Implement a preventive maintenance plan covering HVAC, electrical, plumbing, and appliances.
• Coordinate corrective repairs, supervise works, and verify completion and quality.
• Oversee utilities and services such as electricity, water, and internet and ensure payment requests are submitted on time to finance.
• Liaise with HR to coordinate the shared cleaner s time. Oversee guesthouse cleaning and hygiene with defined routines, deep-clean cycles and publish an accessible weekly schedule and supply checklist.
• Maintain safety and security controls: access badges and keys, first-aid kits, safety signage, and regular checks of fire extinguishers and alarms.
• Keep an up-to-date inventory of furnishings, appliances, and fittings for both premises, condition status, and custodian details; manage repairs and replacements.
• Operate the guesthouse to agreed standards: manage bookings and occupancy, room allocation, check-in and check-out procedures, house rules briefings, linen and cleaning turnaround, incident logging, and welcome information for visitors.
• Prepare a concise monthly premises report covering maintenance, incidents, HSE checks, utilities consumption, costs, guesthouse occupancy, and upcoming actions.
• Gaza Operations and Deployment.
• Deployment management.
• Act as the main focal point and SME for all aspects related to Gaza rotations in and out of Amman.
• Provide pre-deployment orientation to expatriate staff on, movement, and communications protocols.
• Collect and maintain first-rotation files (personal data, emergency contacts, approvals, IDs) and keep them up to date.
• Prepare and track in/out rotation checklists with relevant departments until deployment is completed.
• Coordinate with Finance and HR to prepare per diems and approved rotation expenditures per policy; compile and submit supporting documents.
• Ensure required security items and deployment documents are in place for Gaza deployment
• Inventory and stock management.
• Plan all stocks need and shipments to Gaza in collaboration with the emergency Field Coordinator and Log team in Gaza.
• Maintain accurate inventory records in Amman for the Gaza mission in line with Tdh SOPs.
• Organize and document shipments to Gaza, ensuring readiness for transfer and a complete handover and waybill package.
• Prepare and submit regular inventory status reports for Gaza stocks on the agreed cadence, covering balances, movements, pipeline and variances.
• Maintain a structured archive and database for all Gaza inventory documents such as PRs, POs, GRNs, packing lists, waybills, handovers and reports.