Job Description: Logistics Assistant

Number of positions: 1

Duration: 11 Months

Location: Duhok Office

Deadline of submission: 15th April 2023

About Us:

The Lotus Flower is a non-governmental organization which empowers vulnerable women and girls so that they are safe, have opportunities to learn, the tools to become financially independent and the freedom to lead change. We provide safe social spaces inside refugee camps and implement projects to help them rebuild their lives and earn a living. We run four women’s centers for the IDP, refugee and host community in Kurdistan.

Our programs are based around pillars from the UN's 2030 Sustainable Development Goals:

·       Health & Safety

·       Education & Livelihoods

·       Peacebuilding & Human Rights

Our centers implement much-needed livelihood training, language courses, computer training, mental health support, fitness and health training, and awareness sessions and advocacy on women's rights and gender-based violence. 

We aim to provide the foundation for women to rebuild themselves, their families, and their futures. As local implementers, we work at the grassroots level to get right into the heart of communities, listening to local needs and employing local women to implement the programs. Our fundamental belief is that women and girls are powerful drivers of change, and we provide the support they need to reach their full potential and rebuild their futures.

Job overview:

The Logistic assistant's duty is to ensure the smooth running of day-to-day logistics activities of the project in Duhok office, in accordance with established policies. The Logistic assistant is responsible for handling procurement activities, tracking stocks and assets and maintaining logistics files in an orderly manner.

Duties and responsibilities:

·      Receive requisitions and source bids and quotations for the purchase of goods and services in accordance with TLF procurement regulations.

·      Liaise with suppliers to ensure promote and accurate delivery of goods and services and received in good condition as per invoices, delivery notes and packing lists.

·      Maintenance of files of requisitions, quantities, quotations, evaluation forms and purchase orders in compliance with TLF logistics policy and audit/donor requirements.

·      Coordinate with program teams for timely delivery and distribution of goods and services for beneficiaries.

·      Provide regular case documentation and written reports on time to the supervisor.

·      Prepare and share plans, records and reports as required (e.g. status reports, inventory lists.

·      Prepare competitive bid analysis and issue purchase orders according to TLF procurement policy. 

·      Negotiation and contracting with suppliers, vendors, providers and contractors of goods and services protecting the interest of TLF in same in relation to pricing, quality, time, delivery etc.

·      Ensure updates of statutes of PRs and procurement tracker sheet.

·      Responsible for proper tracking of manual PRs.

·      Frequent visits to field for daily logistics operations.

·      Update vendor database regularly.

·      Submit monthly report (manual procurement tracker) to line manager on a monthly basis.

·      Other duties as assigned.

Qualifications & Preferred Skills:

Required Skills & Qualifications:

·       Minimum diploma in business, accounting, or relevant field. Specialized academic certificates or training certificates will be considered as an added advantage.

·       Professional experience of at least two years in a logistics role. Previous experience working with an NGO will be considered as an added advantage.

·       Knowledge of Procurement and Supply Chain procedures.

·       Highly organized and detail-oriented with strong analytical, reasoning and problem-solving skills.

·       High level of integrity and attention to detail.

·       Fluent in Kurdish and good level of English required; Arabic language skills an added advantage.

·       Strong competency in computer and email applications (MS Word, Excel, Outlook). 

How to apply:

·       Please send your updated CV and cover letter to careers@thelotusflower.org mentioning “Logistics Assistant” as the subject of your email.

·       CVs and cover letters that are in the form of pictures, and screen-shots will not be accepted.

·       CVs that do not include the subject line will not be considered.

·       Only shortlisted candidates will be contacted.

·       Applications past the expiration date of the advertisement will not be considered.