Logistic and Admin Officer

The role

We are currently looking for Logistic and Admin Officer, based in Xay District, Oudomxay province

Role Purpose                

Logistic and Admin Officer is responsible to coordinate and support at the provincial field office level (covering 3-4 Provinces) for the “Strengthening Climate Resilience of the Lao PDR Health System” project funded by the Green Climate Fund (GCF). S/he is tasked with supporting and maintaining effective and efficient supply chain policies and procedures, in line with SCI standard operating procedures (SOPs), international standards, national laws, and donor rules.

The post holder will support all supply chain aspects of SCI procurement, asset management, transportation, fleet management, supplier contracts, and customs clearing, as well as the transportation of goods from the start to end points and asset/inventory management.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and adjust working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.

Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.

Coordination / Representation 

• Work closely with project/program field implementation and subsequent activities, e.g., transportation, freight, assets, warehousing, casual labor, and program/project close-out.
• Establish and maintain effective working relationships with SCI Laos staff at the country office, partners, and field offices to ensure the smooth implementation of supply chain systems.
• Liaise closely with supply chain staff at the country office and field offices to support Save the Children’s initiatives regarding supply chain systems.

Technical Management

1. Procurement and Supply

• Support procurement processes in ProSave, including receiving requisitions, coordinating with requesters, and working with the procurement committee to ensure a transparent, competitive, and compliant procurement process.
• Monitor and update to line maanger on market price trends and sourcing options.
• Ensure that all procurement documentation is complete, organized before submitting to Country Office (CO) for payment processing.
• Assist with the sourcing process for vendors and formal quotations , ensuring compliance with Framework Agreements (FWAs).
• Update line maangerer for any market prices updates and trends.

1. Fleet management

• Support CO fleet management to make sure log-sheets have been used for the vehicle including rental vehicle and motorbike, make sure all required copies of papers and related vehicle documentation, and other safety equipment are available at vehicle at all times.
• Conduct random check to all vehicle if log-sheet has been updated properly, and required papers and safety items are in vehicle at all times.
• Follow up with drivers to get log-sheet for data input into monthly fleet tracker report to CO office.
• Weekly and monthly check vehicle document tracker, and work on renew process to get all nearly expired documents including annual vehicle registration, insurance, and road tax.
• Carry out other related fleet management tasks assigned by line manager.

1. Warehousing and Distribution

• Maintain effective and efficient use of SCI storages.
• Make sure proper record of In-Out of items, equipment and other stationaries.
• Report in a timely manner on damages and loss of goods and develop procedures to minimize future loss.

1. Assets / Inventory

• Support CO asset management to maintain asset and inventory registers on a regular basis ensuring all additions, transfers and disposals are recorded.
• Conduct regular checks to verify numbers, conditions, and locations of assets.
• Report in timely manner on loss and damages of asset.

Report Preparation

• Support supply chain team in updating related supply chain trackers and preparations for monthly, quarterly, and monthly reports.

QUALIFICATIONS AND EXPERIENCE:

Academic Qualifications:

• Minimum bachelor’s degree in administrative management or related discipline.
• Certificates related to Logistics and Supply Chain are a plus.

EXPERIENCE AND SKILLS

• Minimum 03 years of experience in supply chain management including procurement, transportation and distribution, warehouse management, and stock management.
• Two years of experience working with international NGOs, international business company or similar;
• Experience working with local commodities transporters, including the negotiating of competitive transportation rates;
• Knowledge of international standards related to logistics and procurement;
• Good English language communication skills (both oral and written);
• Expertise using Microsoft Word, Microsoft Excel, and internet applications;
• Ability to work in high stress situations.

Contract length: Fixed term

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information:

Interested candidates please submit a full application using a cover letter and up-to-date CV as a single document including contact details of three professional referees (current and last line managers and HR department). Please also include details of your salary expectations and a copy of your ID card. Please note that we will require a copy of your Criminal Records (ໃບແຈ້ງໂທດ) later.

Apply via: https://hcri.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/job/11088

Save the Children International is a child-rights based organization. Safe recruitment is central to the safeguarding of children and young people that we come into contact with, and support through our programmes.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Save the children is an equal opportunities employer, qualified females, persons with disability and candidates from diverse cultural backgrounds are encouraged to apply.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.