Logistics Assistant

• Implement and monitor logistics systems, in accordance with OXFAM policies and procedures.
• Ensure that the proper administrative procedures and standards for order follow-up, ordering, stock keeping, and dispatch are followed.
• Coordinate with the transportation service providers and make sure that all organization transportation requirements are being met in an efficient and effective manner.
• Assist in identifying and developing good working relations and contacts with appropriate suppliers within Syria.
• Open and maintain necessary logistics, procurement files, and databases.
• Keep a proper record of expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents.
• Prepare and submit weekly logistics reports as requested.
• Report monthly on all logistics activities
• Support in all matters related to transportation of goods and staff to the field/ destination required.
• Follow-up on all pending logistics-related issues to ensure timely and proper delivery.
• Assess and evaluate the most appropriate warehouse and location and setup warehouse systems & processes
• Put in place adequate controls for the safe and efficient receipt, storage, picking and despatching of goods including periodic stock reconciliation.
• Selection of an appropriate mode of transport (or combination of modes) for any specific goods movement, and the appropriate vehicle within the mode
• Responsible for handling minor procurement activities in accordance with Oxfam’s procurement policies and procedures.

Warehousing, Distribution & Delivery:

• Make sure accurate delivery happens on the site and/or Warehouse and attend delivery where possible. Ensuring the receipt of goods is in good order as described on the purchase order & requisition ensuring relevant technical advice for receiving goods of specific technical nature when necessary
• Post distribution follow up and prepare reconciliation reports
• Accomplish a high level of coordination with suppliers, shipping agents, warehouse management, related authorities, and Oxfam representatives
• Communicate with respective stakeholders throughout the delivery/release process, prepare service requests, and follow up on inventory and reconciliation visits.
• Follow up on facilitation letters required for transportation as per local legislation.
• Ensure adherence to health and safety procedures, assess risks and take appropriate measures to maintain the safety of warehouses and inventory, and report any violations to responsible personnel and management.
• Perform any other related tasks as assigned by the line manager

Qualifications

ESSENTIAL
• Self-Awareness
• Systems Thinking
• Enabling
In addition:
• University/College qualification, minimum bachelor’s degree
• Minimum 2 to 3 years of relevant experience in similar functions with NGOs/Private Sector
• Experience in minimum two of the following areas: warehousing/fleet/procurement/ facility administration.
• Competency in use of relevant technology systems (MS Office suite, and accuracy skills)
• Ability to keep clear and concise records.
• Fluency in Arabic and English (written and verbal)
• Team-working skills.
• Diplomacy, tact, and negotiating skills.
• Flexibility under pressure and in response to changing needs.
Desirable
• Any relevant degree in Business administration or Economic is desirable
• At least one year experience relevant experience in similar functions within INGO is desirable
• Attention to detail and excellent numeracy.
• Good communication skills