Job Detail

Job Requirements

1. FLEET MANAGEMENT

1. Assist with timely and tailor-made passenger transportation services for PIN Office in Kabul (other field offices in the operations area of PIN office in Kabul).
2. Assist timely and tailor-made passenger transportation between PIN Offices of the Mission using principle of “kiss movement” if applicable from safety and security point view.
3. Obey legislation concerning transportation services.
4. Provides maintenance of vehicles if needed and approved by Logistics Manager.
5. Obey security guidelines & rules regarding passenger transportation.
6. Ensures proper route calculation.
7. Checks vehicle drivers for efficient route choice.
8. Provides checking of routes with vehicles logbooks using paper or electronic logbooks forms, GPS tracking system.
1. Ensures optimal transport type to provide cost efficiency.
10. Checks on regular basis PIN Movement Plan.
11. Maintain Fleet Follow Up table for PIN Office Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul) fleet.
50. In liaison with PIN Afghanistan Security Coordinator, ensures timely completion of medical kit for PIN Office in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul) fleet.
50. 1000. Provides administrative support with finance related issues.
    14. Liaises with transportation and related service suppliers, prepares service provision contracts, also identifies potential transportation service suppliers due to PIN actual needs.
    15. Ensures availability of all necessary documentation to vehicle drivers.
    16. Ensures provision contracts to ELO, preparing invoices for payments, prepares contracts and uploads them to ELO.
    2. WAREHOUSING (STOCK MANAGEMENT)
    1. Assist with coordination of warehousing operations of the Mission including coordination of goods / cargoes movements.
    2. Assist with supervision all warehouse activities according to PIN policies, procedures, manuals & instructions.
    3. Assist or coordinates receiving of goods / cargoes from suppliers, donors & partners  (quantity and quality check), liaises with Logistics Manager and PIN project staff in order to claim quality / quantity discrepancies.
    4. Properly (photo, video, written notes and email communication) documents all quality / quantity discrepancies of incoming goods, destroyed goods during their storing / loading PIN warehouse, fills in Discrepancy reports / acts for such cases.
    5. Ensures that all warehouse documentation such Goods Receive Note, Stock Release, Goods Delivery Note, Discrepancy Act are issued accordingly and in proper way.
    6. Participate in the regular inventory check (once a month) of the warehouses with fixing the results in Inventory form.
    7. Ensures the goods are stored in proper conditions – cleanness, proper temperature, goods in order and systematically stored on pallets wherever possible, warehouse space used efficiently, nice esthetic, easy counting of goods.
    8. Ensures proper labeling of goods – donors logo, goods specification and amount using approved form of Bin Cards.
    1. Assists with facilitation of visits by donor representatives and PIN staff.
    10. Ensures periodic reporting and forecasting of warehouse expenditures to Logistics Manager.
    11. Provides regular feedback on warehouse operation to Logistics Manager.
    50. Ensures archiving of all entrusted and acquired documents in proper manner.

3. WAREHOUSE / STORAGE AREA SECURITY

1. Reporting any suspicion on the lost / stolen goods / materilas belonging to PIN Afghanistan.
2. Complying fully with safety precautions and fire safety
3. Taking appropriate steps to prevent equipment and material damage including preventive steps against theft of organization property or those of service facilities
4. In cooperation with Logistics Manager and Security Coordinator ensures security of the warehouse premises (fire security, security equipment, visibly posted security numbers etc.)
5. Ensures security of work (gloves, proper working clothes and shoes for loaders, medical first aid kit)
6. Ensures that smoking area is located outside warehouse premises.
7. Reports to Logistics Manager for warehousing on all serious issues on storage of goods / materials.

4. BASE MANAGEMENT

1. Takes care of PIN Office / Guesthouses in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul): dealing with owners / lessors, prepares contracts for rent.
2. Ensures availability of PIN Office / Guesthouses in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul): equipment, stationery, and other consumables.
3. Purchases small office equipment and other goods for PIN Office / Guesthouses in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul) by Logistics Manager approval.
4. Arranges small repairs / renovations of PIN Office / Guesthouses in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul) by Logistics Manager approval.
5. Assists to guests and PIN international staff (local transport, accommodation, contacts etc.)
6. Coordinates work of cleaners in PIN Office / Guesthouses in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul).
7. In liaison with PIN Afghanistan Security Coordinator, manages work of guards in PIN Offices / Guesthouses in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul).
8. Provides administrative support with finance related issues such as preparing and uploading service provision and rental contracts to ELO, preparing supported documents for payments.
1. Participates with IT Officer in tracking of movement of fixed assets among staff in PIN Office in Kabul (and other field offices operated by PIN Office in Kabul), ensures provision of Liability of (assets) Agreements and tracking of fixed assets movement among staff, assists with assets
1. inventories.
10. Maintain the Expenditures Follow Up table for PIN Office / Guesthouses in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul).
11. Maintain Consumables Stock Monitoring table for PIN Office / Guesthouses in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul).
50. Provides high quality of instructions for all guests and employees about rules of behavior in PIN offices, guesthouses.
1000. Assists (if required) with visa support issues.
14. Ensures timely garbage removal.
15. In liaison with PIN Afghanistan Security Coordinator, ensures timely completion of medical kit for PIN Office / Guesthouses in Kabul (other field offices / guesthouses in the operations area of PIN office in Kabul), PIN Afghanistan international staff.
16. Ensures proper and timely linen washing and replacement
17. In coordination with programs works for trainings preparation (coffee break, consumables, stationery, etc.)
18. In cooperation with office and guesthouse cleaners collects information about needs of cleaning kits and provides timely purchase and distribution.
19. Provides safe and secured storage of keys from office and guesthouses
20. Provides proper distribution of keys for guests.

5. PROCUREMENT

1. Assist for quality and timeliness of the mission-wide procurement strategy and planning, supplier registration and management, sourcing, solicitation, management of submissions, evaluation of submissions, exceptions, price and contract negotiations, procurement process review and decisions, award process and documentation, and related risk management.
2. Assist with procurement process mapping and elaboration of related local standard operating procedures (SOPs) and harmonization of those with the mission-wide workflows.
3. Consult and show flexibility in interpreting rules in order to meet mission needs and achieve organizational goals more effectively.
4. Proactively participate in developing, modifying and executing organizational policies and guidelines that affect immediate operations.
5. Assure that all procurement documentation standards are established, files organized orderly in a library accessible to relevant parties, and followed through internally and externally.
6. Anticipate mission and program needs; demonstrate understanding of stakeholders' perspective; assist in drafting relevant plans and budgets; perform analysis and assist in redesign and process improvement to guarantee timely, cost-effective and quality delivery.
7. Build effective relationships and work in close collaboration with all internal and external stakeholders/functions.
8. Within his/her unit and operation area, assure adherence to budgets, schedules, work plans, performance requirements and code of conduct.
1. Ensure transparent and fair procurement process with wide participation of qualified suppliers.

10. Elaborate mechanisms to eliminate deficiencies in procurement, enhance accountability and exercise effective internal controls.
11. Collate data, analyze and summarize complex issues and prepare accurate and timely reports on procurement activities to enable informed decision making leading to performance optimization.
50. Collate information and draft appropriate responses to support auditing of procurement activities and ensure conformity with compliance rules, including supplier (or other) queries and complaints.
1000. Support mission personnel in drafting competent requirement definition, terms of reference, scope of work, purchase requests, as needed.
14. Advise program personnel on supplier contract management, payment conditions, insurances, receipt and inspection, faulty delivery, quality checks, application of delay damages, liquidated damages, warranties, idle labor and equipment costs, etc.
15. Assist in developing of supply base sources to ensure a robust and reliable supplier base to acquire quality goods, works and services timely and at favorable prices.
16. Provide supplier management and cost reduction solutions.

1. Bachelor’s degree, as a minimum, in Business Administration, Law, Economics, Finance, Public Administration, or a related discipline.
2. Demonstrated work experience in logistics and supply chain.
3. Demonstrated skills in using a computer, MS Office software, and web-based information system. Strong ability to learn new software quickly.
4. Determination and commitment to abide by the PIN values, Code of Conduct, basic humanitarian principles, rules and policies.
5. Excellent interpersonal skills, an outgoing personality and a team player with demonstrated ability to develop and maintain relationships in a diverse multi-cultural setting.
6. Excellent communication skills, both oral and written, including the ability to express and present complex ideas concisely and clearly to all levels within the organization, and externally.
7. High degree of emotional intelligence, self-awareness, ability to create enabling environment for open communication, ability to project a positive, professional, and customer-responsive image.
8. Open to criticism, handle negative feedback with maturity, take the opportunity to learn from own or organizational mishaps. Remain calm and collected in stressful situations.
1. Sets challenging outputs for him/herself, self-motivated, can work under minimum supervision.
10. Strong analytical and data skills to find the right information in a timely manner and present it accurately in an acceptable format to the management and various stakeholders.
11. Ability to innovate, see and articulate strategic linkages, and provide creative solutions.
50. Strong ability to plan, prioritize, coordinate, multi-task and work in a fast-paced environment, foresee risks and allow for contingencies when planning, manage strategic and tactical issues to effectively meet the needs of the mission and deliver high quality outputs within tight deadlines.
1000. Ability to identify key issues in complex situations, and come to the heart of the problem quickly; gather relevant information before making recommendations; check assumptions against facts.
14. Ability to use information to plan workloads and resources, to meet both long and short-term objectives.
15. Very strong problem-solving skills, solution-oriented mind, and excellent sense of judgement.
16. Proven experience in budgeting, financial analysis, and budget controls.
17. Comprehensive understanding of contractual terms and the ability to write, modify (as circumstances demand), obtain clearances, and negotiate contracts.
18. Demonstrated experience in developing statements of work, specifications, terms of reference, qualification and selection criteria, risk analysis, market research.
19. Demonstrated experience in stock handling, logistical service sourcing, logistical modeling/analysis, process analysis/improvement, transport sourcing, routing and billing, taxes and tariffs, customs clearances and regulations, classification and pricing, vendor negotiations.
    1. Knowledge (or willingness and ability to learn) all concerned programs, agreements, laws, policies, procedures, rules and regulations, and ability to apply them.
    2. Ability to coach, develop, mentor, delegate, share responsibility, and motivate the logistics team and other stakeholders who would require support. Ability to manage in a deliberate and predictable way, operate with transparency, place confidence in colleagues, give proper credit to others, follow through on agreed actions, treat sensitive or confidential information appropriately. Promote organizational learning.
    5. Strong organizational and record keeping skills.
    23. High degree of accountability, ethics, integrity, and professional responsibility.
    10. Fluency in verbal and written English required.