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Administrative and Logistics officer

Administrative and Logistics officer

Location: Sebha

Position: Administration and Logistics officer

Type of contract: Employment Full term – 6 months contract renewable, with 3 months probationary period

Strating date: ASAP

Monthly gross salary range: To be defined according to the candidate’s profile

Application deadline: 7 days starting the publication date

Application procedure: : Interested candidates should submit their applications: CV and motivation letter with 2 references by EMAIL ONLY with the subject: (Administration and Logistics officer Sebha) tn.hr.sele@gvc.weworld.it

Only preselected candidates will be contacted; the applications will be reviewed as they are received and the position may be awarded before the deadline.

WeWorld-GVC, recently constituted from the merger of two NGOs, is an Italian secular and independent organization working since 1971 in international cooperation and humanitarian aid. Present in 29 countries with 128 projects, WeWorld-GVC operates in the following areas of assistance: human rights (gender equality, prevention and combating violence against children and women, migration), humanitarian aid (prevention, emergency relief and rehabilitation), food security, access to water, health and hygiene, education, global citizenship education, quality teaching and international volunteering. WeWorld-GVC works mostly with girls, boys, women and youth, actors of change in every community for a fairer and more inclusive world. Supports people overcoming emergencies and guarantees a life with dignity, opportunities and a better future through human and economic development programs, in the framework of the 2030 Agenda. Joining the WeWorld-GVC team means being part of the development of a dynamic organization where the contribution of each staff member is promoted and valued, working together towards the collective achievement of shared goals and vision.

At present, the main donors are Italy (AICS), the EU (DG ECHO), UNICEF, OCHA, and Belgium (DGD).

GVC in Libya

Sectors of Intervention:

GVC has been operating in Libya since 2018 through the implementation of the following intervention sectors:

• Humanitarian Aid for host, displaced, migrant and refugee populations through projects promoting access to water, sanitation and hygiene (WASH), primary health, etc.
• Capacity building of Civil Society Organizations (CSOs)
• Promoting respect for Human Rights, in connection with the field of humanitarian protection

Location:

GVC has been working in Tripoli. The organization starting new programs in the West of Tripoli and the South of Libya

Job description

The Administrative and Logistics officer is responsible for supporting the delivery of efficient and effective logistics support to GVC office in Sebha. S/he will be reported to the Sebha Field Coordinator as hierarchic manager and technically to GVC Country Finance Manager (based in Tunis).

Main tasks and responsibilities

• Perform follow up and tracking activities to determine Transportation status and keep system updated that reflect workflow.
• Maintain inventory, order materials and manage and oversee warehouse.
• Plan and manage logistics, transportation, and suppliers’ services.
• Oversee appropriate storage and security of procured items and ensure proper allocation of space to fragile and sensitive items.
• Manage delivery times and transport costs and coordinate and control order cycles.
• Create a checklist to ensure the efficiency of work. A detailed and structured checklist.
• Advise and instruct on various safety of trip-related topics.
• Comply with the Libyan regulations, laws, and GVC policies.
• Liaise with project Manager to ensure appropriate procurement of goods and work towards cost-effectiveness of logistical systems.
• Maintain and review system updates records of items purchased, costs, deliveries, product performance, and inventories;
• Prepare purchase orders, and Purchase the highest quality merchandise at the lowest possible price and in correct amounts;
• Keep a repository of all the documents and files, corresponds, relevant to the program/project/office in Sebha.
• Receipt, screening and processing of incoming correspondence and requests; compilation of background information and submission to the concerned staff.
• Update and maintenance of information databases, such as mailing lists, document tracking systems and reporting systems on the status and completion of technical projects and programs.
• Follow up on invoices and monthly payments and report it to the finance manager.
• Administrative arrangements for field visits and duty travel of project and programs staff, consultants and visiting missions, follow up with administrative staff on ticket and hotel reservations and security clearances.
• Perform payroll procedures, ensuring that all data related to monthly salary calculations for the project’s national staff are entered correctly.
• Management of Petty cash, ensuring that all transactions are correctly authorized and fully documented.
• Preparation of tax declaration in compliance with the law and regulations
• Ensure all transactions are entered into the accounting system and prepare monthly bank and cash reconciliations.
• Communicate regularly with the Finance Manager on issues related to budgeting, expenditure, invoicing, coding, and cash flow.

ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

• Computer literate – Basic MS Word, Excel, Power Point, and Project.
• Arabic native speaker.
• Proficient knowledge of spoken and written and English.
• Degree in business or any other field related to the position

Professional experience

• Minimum 2 years of relevant work experience.

Personal skills

• Strong time-management and organizational skills.
• Ability to coordinate several tasks at the same time
• Well-developed negotiation skills
• Able to Drive and have a valid driving license.

DESIDERABLE REQUIREMENTS

• INGO working experience in the administrative and / or logistics department