Logistics Officer (Internal Surge for FAO staff only)

Organizational Setting

FAO country offices, headed by an FAO Representative, are assisting governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition.

Reporting Lines

The Logistics Officer deployed for surge support will report technically to the focal point in CSL HQ appointed by Director CSL at the time of deployment, and administratively to the FAO Representative in the duty station.

Technical Focus

Coordination of logistics-related activities, including - but not limited to - quality control, inspection, transportation, receipt, storage, off-loading, monitoring physical distribution plan and reporting completion shipments deliveries to procurement
and finance for payment and purchase orders closures.

Key Results

Support/contribution to and coordination of field logistics operations, including budget preparation and management,
commodity and warehouse management, supply chain, fleet and workshop management.

Key Functions

•    Supports logistics operations, including all logistics assets; maximizes efficiency and ensures regular maintenance as well as timely and cost-effective delivery of cargoes;
•    Identifies and mobilizes resources; implements and reports on special logistics operations;
•    Ensures integrity of transport information, including commodity tracking in the standard systems, and maintains transport information for reporting purposes;
•    Assesses offers for transport and prepares submissions to the local transport committee;
•    Organizes, leads, and participates in regional logistics meetings, including the local transport committee;
•    Ensures that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained;
•    Ensures effective Landside, Transport, Storage, and Handling (LTSH) management, including project budgetary review and regular LTSH reviews;
•    Ensures FAO standard logistics forms are consistently used, readily available and completed accurately and electronically by the inspection company, transporters, vendors and field staff;
•    Ensures effective commodity management and quality control;
•    Ensures adequate logistics preparedness through contingency planning and continuous logistics preparedness reviews;
•    Lead, motivate, develops, plans, and delivers training, and proposes any additional training needs to achieve high working standards;
•    Coordinate logistics activities with procurement, programme, operation, finance, human resources, and other substantive units;
•    Coordinates logistics operations with other organizations in the area and provides logistics support to ongoing air, land, sea or rail operations in the area;
•    Monitors relevant logistics legal compliance issues, such as tax exemption policies of the host government, in order to ensure compliance;
•    Build the capacity of national staff to improve the expendable and non-expendable equipment tracking system, fleet and warehouse management procedures, and update the tracking tables;
•    Establishes comprehensive purchase orders delivery tracking systems in order to monitor the status of accomplishment of purchase order deliveries at all stages of the supply chain; 
•    Develop and monitor KPIs to ensure consistency and improvements in logistics activities; 
•    Perform other related duties as required.

Specific Functions

•    Ensures maximum availability and implementation of controls and monitoring mechanisms for all logistics assets, such as vehicles, generators, computers and all other technical items using either petrol, diesel or kerosene to maximize efficiency and ensure regular maintenance;
•    Monitors regular and timely transmission of pipeline, logistics monitoring information, stock levels and distribution status to programmes and logistics focal point at national level. For emergencies: Coordinates with logistics cluster and ensures FAO interest and supplies are given appropriate priority;
•    Ensures proper warehouse management, including storage space, condition and the actual storage of stock;
•    Liaises with vendors and the Procurement Unit to obtain needed materials with particular attention to cost control, quality, and timely delivery;
•    Monitors and oversees asset management by regularly updating asset register as required;
•    Establishes stock movement, fleet and logistics reports based on logistics movements, and distributes them according to requirements;
•    Ensures appropriate logistics filing systems to include all equipment manuals, maintenance schedules, waybills, inspection reports, copies of invoices, delivery notes and orders (national and international) to ensure accurate tracking and documentation for audit purposes.

Minimum Requirements

•    Experience at the national and international levels in logistics management, administration, procurement, finance or budget, including experience in logistics or supply chain management in support of field operations. 

Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Work experience in more than one location or area of work, particularly in field positions is desirable;