Logistics Officer Benin

We support people in overcoming emergencies and we strive to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. We work in more than 20 countries around the world, including in Italy, with more than 166 emergency, humanitarian aid and development projects. Our activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world.

We operate in several natural and man-made crisis in various regions of the world. The emergency response is composed by multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security, Protection, and others. We operate also in protracted crisis with provision of humanitarian aid through a prevention, emergency relief and rehabilitation approach. In the last 4 years we have strengthened the regions and the countries where we have been working, we have created new programs, developed new quality and compliance systems and now we need new people who want to join us to build the world we want in the coming years. We believe in a world where everyone has equal opportunities and rights and we work everyday to make it happens. Join us.

Position: Logistics Officer Benin

Location: Cotonou, Benin

Reporting to: Country Representative

Starting date: ASAP

Application deadline:

Family Duty Station: YES

R&R: NO

Working Context

WeWorld has been working in Benin since 2008 (it was registered in January 2011) and is headquartered in Cotonou. The organisation works with several local partners and is currently developing its projects in the departments of Zou, Collines, Ouémé and Plateau supporting 14 municipalities, 48 villages and 25 schools. WeWorld's intervention mainly aims to support children's rights to quality education, basic health, healthy food and protection; to promote rural families' (especially women's) access to the economic resources necessary for a dignified life; and to promote sexual and reproductive rights, especially of young people and women. WeWorld is committed to the prevention of irregular migration, the fight against migrant smuggling, human trafficking and the protection of women and young people in an irregular situation in West Africa, including the Sahel sub-region.

Purpose of the Role

Under the supervision of the Country Representative, and in coordination with the logistics department, the Logistics Officer will support the daily implementation of procurement and logistics activities of the mission, ensuring compliance with internal procedures and donor regulations.

Main functions and duties

Procurement:

·     Direct manage low value procurements and coordinate procurement functions with vendors

·Identify potential, credible and competent vendors to deal with

·Create and updated the vendor database

·Support the preparation of tender dossier and procurement documentation

·Support the collection and organization of quotation and offers

·Supports the evaluation of bids and contract drafting

·Ensure the Organization procurements are completed according to procedures at all times, and within the minimum timeframes

·Keep records and maintain contacts with suppliers and conduct price comparisons in order to get the best value for money

·Maintain the Procurement tools update (PR follow up. Procurement Plan, Vendor database and any other relevant tool at Country level)

·Archive the procurement documentation by following the Organization guidelines in a timely manner

Logistics

·     Support of the storage and management of goods and supplies, including inventory tracking and distribution follow-up, in coordination with the Admin/Logistics unit  

·Ensure that all maintenance needs are met in a timely manner, with high quality works

·Liaise with the Country Representative to implement health and safety recommendations for the office

·Register new purchased assets/inventory, update Assets Registry, prepare assets forms as indicated in the Logistics Manual, and upload needed data on Organization system

·Support in managing fleet of vehicles of the mission for planning and monitoring of vehicle movement

·Support in reconciliation of fuel invoices with fuel/logbooks before forwarding the invoice to Finance for payment

·Fleet management: controlling fuel monthly reports, respect of internal protocol (daily disinfection of the vehicles, logbook well filled in, etc.)

·Liaise with vehicles supplier for vehicle repair and maintenance

·Maintain proper filing and archiving systems for logistics documentationand tools (asset, stock, fleet, base management)

IT and Communication:

·     Support in managing database of all IT and Communication tools

·Assist in the implementation and reviewing IT and Communication policies and SOPs

·Support the assessment and tracking of IT and Communication equipment needs.

·Liaise with telecommunication service provider for invoice and perform invoice reconciliation before forwarding to Finance for payment

Internal Database

·     Maintain updated internal databases, operational files and contractual documentation.

·Ensure proper archiving and documentation of operational records, including requisition orders, stock cards, inventory reports, and related logistics documentation

Data analysis

·Collect, organize, and present information related to suppliers, procurement markets, and operational support services from internal and external sources

The duties and responsibilities set forth above are not exhaustive and the role-holder may be required to perform additional tasks requested by the Line Manager.

Provide a proper handover before the end of the assignment.

Qualifications and Knowledge

·     Degree in Logistics, Supply Chain Management, social science, accounting or related field, or as alternative Certification or previous experience in development and humanitarian field

·     Fluency in French in written and oral. Have a good knowledge of English.

·     Good knowledge of MS Office

Professional experience

·     At least six months of experiences in Development or Humanitarian projects

·     Knowledge of the main donors regulations (UN, DEVCO)

Skills and Abilities

·     Strong capacity to adapt behavior to the needs of the situation in dynamic contexts, while dealing with different situations

·     Strong flexibility to work in structured and not-structured team

·     Capacity to work under stress, autonomously and in problems prevention/resolution

·     Proven organizational skills and ability to effectively manage multiple tasks

·     Good communication, negotiation skills and sensitivity in dealing with clusters on critical issues

·     Strong organizational and problem-solving skills with analytic approach

·     Ability to integrate and work well within multi-ethnic and multicultural teams

·     Strong commitment to the Mission of WeWorld, genuine interest for humanitarian aid

Vaccinations required:

·Yellow fever

Desirable requirements

·Previous experience in Benin or in the Sahel region

WHAT WE OFFER

Type of contract: a 2 (two) months collaboration contract

Economic conditions: to be defined according to WeWorld Expatriates Compensation Policy: Base Salary (seniority/role held) + Contributions (role complex and hardship based on place of work)

Accomodation: WeWorld GH or housing at the organization’s expense

Annual leave: NO

Flight ticket: one return flight

Health insurance: covered