Project Logistics Officer

PURPOSE OF THE POSITION

As the Project Logistics Officer, you will provide general procurement, logistics and administration support to the PIE project. You will lead the procurement and logistics process and ensure compliance with ChildFund policies and procedures. You will provide efficient and effective procurement service, which will deliver optimum value for money, cost savings and best quality of service. You will ensure adequate service for all vendors and suppliers are profiled and business accounts set up with each service provider and ensures the smooth running of satellite provincial offices in Enga, AROB and Sandaun are well resourced, and staff are supported on time with a quick turn-around time.

KEY DUTIES

• Coordinate the procurement activities to meet the value for money, support on the tender process, supplier relationships and contract management while ensuring no service disruptions
• Coordinate purchase requests from training coordinators and project staff and ensure timely delivery of services and supplies while maintaining best procurement practises
• Coordinate with provincial trainers and the provincial Materials officer, on the delivery of training materials to respective training venues per district.
• Coordinate with relevant personnel to ensure all training materials are freighted to designated provinces in advance.
• Work closely with the Program Manager, Training Coordinator, staff and partners to consolidate documentation of annual and quarterly work plans.
• Assist Program Manager, staff and partners with arrangements for procurement and preparations for training in project target areas including making and coordinating arrangements for project staff and partners travel to, and accommodation in, project target areas, venue and vehicle hire so that training activities take place in an efficient and effective manner.
• Provides support in preparation of appropriate documents, facilitating requests and acquitting all cash advances on time for any project administrative or training costs.
• Follow-up on projects field requests and ensure timely acquisition of the good/services in coordination with the project lead officers
• Managing and securing the warehouse and ensure all project items are safely secured, well arranged and maintain tracking sheet of all items stored in the warehouse
• Assist in the preparation of narrative and financial reports on project activities and progress, including gathering data from PIE staff and partners.
• Carry out other project support activities as directed by the Program Manager.

QUALIFICATIONS & EXPERIENCE

• Diploma or Bachelor in business administration, marketing or other relevant fields;
• General administrative experience with an NGO, private enterprise or government in a busy work environment.
• Demonstrated capacity to set up, monitor and adjust work schedules/implementation plans after input from project management and staff.
• Excellent written and verbal communication skills
• Excellent work ethics (including attendance, timekeeping, meeting deadlines, respect for others and willingness to share information)
• High level administrative and organisational skills, ability to prioritise heavy and varied workloads and meet deadlines for routine tasks whilst coping with the unexpected.

DESIRABLE

• Manage multiple administrative tasks at the same time
• Develop policies and guidelines

SKILLS

• Strong organistional skills, at a personal level and also in working with teams
• Strong interpersonal skills and ability to lead by example and to inspire and motivate others
• Strong organisational skills, planning and monitoring procurements, internal controls and systems.
• Understanding development in country context and child-focused development programs
• Ability to communicate effectively with people with a diverse range of cultural and educational background and from all works of life

Remain alert and responsive to any child safeguarding or sexual exploitation, abuse or harassment (SEAH) risks, acquire relevant knowledge and skills to promote strong safeguarding practices, understand the child safeguarding and PSEAH policy and procedures, and conduct yourself consistent with those policies.

procedures, and conduct yourself consistent with those policies.

Other Information: Appointment to this position is dependent upon successful completion of criminal background and reference checks.

You can view the full position description at www.childfund.org.au/work-with-us

Applications closing date: 11 August 2023