HUB/Logistics Officer for HQ

BACKGROUND ON IMPACT

IMPACT Initiatives is a humanitarian NGO, based in Geneva, Switzerland. The organization manages several initiatives, including the REACH Initiative. The IMPACT team comprises of specialists in data collection, information management, data analysis, and GIS. IMPACT was launched at the initiative of ACTED, an international NGO whose headquarters is based in Paris and is present in thirty countries. The two organizations have a strong complementarity formalized in a global partnership, enabling IMPACT to benefit from ACTED’s operational support on its fields of intervention

OVERVIEW

The HUB Logistics Officer will work under the supervision of the Head of Grants Management and Logistics. The Officer’s tasks will include procurement, supplier, office and asset management as well as support to IT management

Title: Hub-Logistics Officer

Start date: 1st February 2021

Duration: open-ended

Location: Geneva – International Environment House II

FUNCTIONS

With supervision of a HUB/Logistics Intern and a Junior IT Officer, and under the management from Head of Grants Management and Logistics, the main responsibilities of the Officer will be the following:

1. Procurement and asset management

• Support the implementation of IMPACT Logistics manual, procedures and processes.
• Organise and follow-up procurement procedures and processes: order forms, quotation requests, purchase orders, invoices follow-up, etc. Ensure use and archiving of proper documentation for each purchase, including updating the supplier database, procurement follow up and contract follow up tables where relevant.
• Follow-up tenders and contracts with suppliers / service providers.
• Manage and review all supplier invoices (including from travel agent and IT supplier) and follow up on payments with the finance team.
• Organise and ensure registering of assets and asset management, keeping track of the asset management list and related documents and supporting with asset related donor reporting.
• Coordinate with the IT team to ensure the appropriate application of IT Standards Operating Procedures (SOPs).
• Follow up on the use and assignment of licenses, in coordination with relevant focal points

2. Geneva Office Management

Lead on:

the supervision of day-to-day communications with service providers (premises management, insurance, telephone, office supplies, rapid couriers and internet providers, etc.).

• the welcoming of visitors, answer phone queries. – the coordination of logistics support for organising events, trainings or meetings.

• (if relevant) in relation to COVID-19 restrictions, the coordination of office adaptations (procurement of specific supplies, office rota, and communication sign posts).

• Support, where relevant the deployment of HQ staff for short term missions, from a logistics perspective

REQUIREMENTS

• Minimum Bachelor degree in related topic
• Preferably 2 years’ experience in a similar position, involving asset management and procurement
• Excellent level of English, preferably also in French
• Capacity to work independently and under pressure;
• Organized person, with attention to detail and rigor;
• Perfect knowledge of MS Word, Outlook and Excel
• Ability to handle sensitive and confidential information
• A previous experience in the NGO sector is a bonus