People in Need is looking for a LOGISTICS AND PROCUREMENT OFFICER – for its Syria/Turkey Mission/Based in Aleppo Countryside


Closing date: 22 March 2018


People in Need is seeking a Logistics and Procurement Officer – for its Syria/Turkey Mission/ based in Aleppo Countryside.


                   Position: LOGISTICS AND PROCUREMENT OFFICER

Duty station: PIN Aleppo office

Line Manager: Aleppo Logistics coordinator



The general tasks of the Logistics and Procurement Officer are as follows:


General Post Description

Supervising daily logistics and procurements activities, providing follow up and maintenance of PIN premises and infrastructure, Providing the follow up and maintenance of PIN equipment, Ensuring the supply for his/her (hereafter referred to as “his”) domain of activity, managing his team, being responsible for material and equipment used by his team


Functional and hierarchical reporting lines

He answers to: Deputy Logistics managers and Aleppo Logistics coordinator  

He manages: the Logistic and procurements Assistants, Drivers, unskilled workers,

He collaborates with: all the supervisors, Area Coordinator

Principal responsibilities AND TASKS:

A. Supervising the daily logistics activities

Logistics management of PIN facilities

-       Ensuring the supply of stationary, fuel, consumable items, hygiene material, etc. for the facilities and departments

B. Providing follow up and maintenance of PIN’s premises and infrastructure

-       Seeing to the maintenance of premises and facilities

-       Carrying out at least one complete daily visit of the facilities, reporting any anomalies or problems to his manager

-       Evaluating rehabilitation needs

-       Following up minor building rehabilitation work in accordance with instructions given by his supervisor, and accounting to him/her on progress made

-       Checking that installations and buildings conform to security norms (fire extinguishers present, electrical installations earthed, etc.)

C. Providing maintenance and follow up of PIN’s equipment

Managing the supply and distribution of energy

-       Checking that the maintenance and follow up of generators and electrical installations is carried out correctly

-       Managing fuel and lubricants for the generators and other equipment in the PIN facilities

-       Monitoring the monthly tool and equipment inventories and alerting his supervisor if there are any problems

-       Checking that tools and equipment are used correctly

Managing equipment

-       Drawing up and monitoring asset inventories in equipment concerning energy, IT and radio communication (communication with the main Log - Navision)

D. Managing and following up orders

-       Collecting logistics orders coming from the different departments or PIN facilities

-       Drawing up and following orders according to the procedures in force

-       Providing technical support to the Log Assistants (WH) on the organisation of his parts of the stock

-       Receiving the monthly inventory for his stock, drawn up by the Logistic Asisstant (WH), in order to monitor consumption and draw up his order

-       Following up consumption of equipment and consumable items used by the different departments

-       Carrying out a physical inventory of equipment in the different facilities and departments

Making suggestions for improvements and adaptations in all domains of his activity


E. Orders and supply

-      Drawing up orders for consumable items according to the follow up of consumption and the frequency of supply

-      Centralising all the requests for the Programme activities

-      Passing orders on to the Head of Logistic, with a frequency agreed on beforehand with HoL

Together with the Logistician (TUR) in charge in the HQ: Following up dispatch, Selecting supply priorities, Checking that orders have been received in the field, Following up outstanding balances

F. Vehicle fleet

-      Checking that the standard services for vehicles are scheduled and carried out, as well as daily and weekly checks

-      Checking that log books and vehicle equipment are maintained correctly

-      Checking rational consumption for all vehicles and motorised equipment

-      Managing the mechanical stock and follow up of reparations (spare pieces and consumable items)

-      Supervising and training drivers, checking that PIN’s rules are applied and job descriptions are kept updated

-      Organising the daily planning and use of vehicles

G.1 Being responsible for international orders once they are approved by the coordination team:

-       Advising the coordination  team on the timing involved in obtaining various documents concerning importation, customs clearance and diverse administrative issues, as well as on the best transport options. For this, staying informed on the legislation in force and the various options available in the local and international transport sector

-       Receiving the final versions of orders

G.2 Creating and maintaining contacts within administrations, transport service providers, local transporters and other PIN sections

-       Updating his professional contact list and establishing a network. Maintaining good professional relations with his different interlocutors

-       Keeping himself updated on changes in administrative procedures and services offered by service providers and transit agencies

-       If other PIN sections are present, keeping in contact with them in order to organise grouped orders and reduce costs

G.3 Controlling costs relating to customs and administrative procedures and the provision of services and drawing the Head of Logistic attention to any anomalies

G.4 Ensuring in situ follow up on the arrival of international orders (Cargo crossing, etc) and completing the final procedures for the clearance of these items

G.5 Providing an overview of the state of the order on arrival to the Logistician (TUR) and the transit agency/transporters:

-       Checking the physical state of the order, comparing it to the transport and original documents, drawing up recommendations and writing a report

-       Suggesting any measures necessary for improving the system to the different actors involved

-       Passing the order to the Logistic Assistant  and checking it conforms with storage documents

H. Local purchasing

-      Selecting and approving a list of local suppliers with the Logistician, applying quality control standards in accordance with PIN’s rules

-      Checking PIN procedures are followed during local purchasing: asking for quotes and bids to tender, ensuring correct financial conditions and negotiating with service providers

-      Following up orders and outstanding balances

-      Having autonomy in his purchasing for PIN up to a pre-established threshold. Over this, obtaining the Head of Logistic’s approval (threshold to be decided according to context)

-      Managing the bids to tender

-      Helping the field with all its local purchasing procedures and approving them

Making suggestions for improvement and adaptations in all domains of his activity

I. Managing his team

-       Defining each person’s tasks, supervising them on a daily basis and checking the quality of their work (punctuality, rigour, quality, etc.)

-       Drawing up schedules for logistics teams for each department or facility

-       Organising and leading meetings of the team under his supervision

-       Participating in the recruitment of personnel for his team

-       Attending mission meetings and accounting for his activities


I.                    Other

·         Other tasks assigned by employee’s Line Manager corresponding to actual needs of the mission, programs, and projects.

·         Substitute relevant colleagues (fully or partially) during their absence when assigned by employee’s Line Manager.

·         Understand and adhere to the mission’s National Staff Handbook, PIN Code of Conduct, PIN Key Policies and relevant guidelines.






  • Fluent written and spoken Arabic (Syrian nationality) and English mandatory!
  • Valid passport


Education and experience:


· University degree in international relations, social sciences, statistics, or other related fields preferably (e.g. economics, sociology, social work, psychology, law and human rights, etc);

  • Liaising and coordinating with Syrian civil society organizations
  • At least 1 years’ experience with NGOs.
  • Proficient in word, excel, power point, Skype and social networks;


Candidates should be able to demonstrate key capabilities in all of the following:


  • Networking, interpersonal and negotiation skills;
  • Coordination skills
  • Self-awareness;
  • Resilience, stress tolerance and ability to cope with change;
  • Proactive problem solving;
  • Strong organizational skills
  • Communication skills
  • Ability to work to tight deadlines, under-pressure and to respect deadlines;
  • Problem solving capabilities.




Candidates should have a strong commitment towards humanitarian relief and disaster operations. It is of utmost priority that candidates understand, respect and act in the spirit of the mandate and core humanitarian values. The candidate must possess a high level of professional and personal maturity together with an ability to establish and maintain effective working relationships with colleagues, managers and external partners, namely CSOs. Candidates must be able to interact with sensitivity with all stakeholders respecting diversity and gender. A capacity for working under pressure is essential, as work is often in difficult and demanding conditions, where the focus frequently shifts due to changes in priority. The candidate is expected to have excellent analytical and communicative skills, show initiative and take both a hands-on and an analytical approach to tasks and problems.


How to apply:


Please send your CV and MOTIVATION LETTER to the following email: [email protected] stating in the subject “PLO 001. Please note that the position may be filled before the deadline of submission of applications.

Short Info

  • Job Type: Full Time
  • Category: Transport and logistics
  • Required Gender: Any
  • Post Date: 2018-03-07 09:25:19
  • Deadline: -1 Days Left
  • Posted By: People in Need NGO