Project Summary:

The project titled Harnessing Geospatial Data for Impact: Use of GIS and Remote Sensing in Landscape Management and Disaster Preparedness is a 34-month intervention co-financed by the Czech Republic and the European Union and implemented by a consortium of People in Need (PIN), GISAT, Rinato Space, All for Soil (AFS) and Cybele will implement an intervention that will contribute to the creation of a robust, standardized and practical database and build adequate institutional capacities for effective decision making and implementation of integrated landscape management in Zambia. This will be achieved by strengthening technical and institutional capacity for effective implementation of ILM using geospatial data and improving data services in Zambia and raise awareness of the use of geospatial data for effective decision making. The project will work with key stakeholders such as National Remote Sensing Centre, Zambia Agriculture Research Institute, Department of Forest, Disaster Management and Mitigation Unit, Ministry of Land and Natural Resources, University of Zambia, GIZ, ZAGIT and Open Data Lab Zambia, EU Joint Research Centre at Ispra among others.

Scope of Works:

The scope of work for the Logistics and Administration Officer involves overseeing and implementing logistics, procurement, and administrative plans to ensure the timely and efficient delivery of goods, services, and personnel for the project. This includes managing fleet operations, maintaining inventory, and ensuring compliance with procurement guidelines. The officer will ensure proper documentation, including contracts, invoices, and project reports, and assist the Programme Manager in procurement processes. Additionally, the officer will coordinate with internal teams and external stakeholders to facilitate smooth operations. The role also includes ensuring safety and security for the project team, addressing any risks or security concerns promptly, and supporting the development of mitigation strategies.

• Tasks and Responsibilities
• Logistics, procurement and administrative support
• Develop and implement logistics plans to ensure timely delivery of goods, services, and materials required by the project or organization
• Develop and implement procurement plans by leading procurement of goods and services, ensuring they are acquired on time, within budget, and meet quality standards
• Manage the efficient movement of goods and personnel through efficient fleet management ensuring safe, efficient, and timely transportation of goods and personnel
• Implement and supervises usage of tools for effective fleet management – movement planning, electronic logbooks, maintenance and fuel logbooks, Power BI
• Maintain a detailed inventory of all stock, ensuring levels are kept appropriate to prevent shortages or overstocking
• Ensure that all contracts with suppliers are prepared and signed and invoices are paid on timely basis
• Ensure that handover/liability protocols are signed with all employees and archived for every asset immediately after purchase
• Ensure all awareness raising events, communication campaigns and study trips associated with the project are organized in close cooperation with communication and SLIM programme management teams
• Ensure that all logistics and procurement guidelines are strictly followed throughout the duration of the project
• Ensure proper documentation of important project documents such as contracts, reports, meeting notes, participation lists, invoices, receipts etc to ensure that the program manager has access to accurate, up-to-date information
• Assist Programme Manager in preparing purchase requests and uploading documents in ELO to initiate workflow for approvals
• Archive all project documents in ELO and sharepoint on a timely basis for future references
• Coordination and communication
• Liaise regularly with project and support department teams especially finance and logistics and procurement managers to ensure efficient coordination on all matters related with logistics and administration matters
• Liaise with partners and stakeholders on need-basis to ensure efficient coordination and communication between partners and PIN project team members
• Safety and Security
• Ensure overall safety and security for all project team and where necessary, inform and consult with senior management immediately about any serious security issues affecting the project and team and support the programme manager to develop a concrete action plan to mitigate immediate and foreseeable risks

Requirements

• Required Skills, Experience and Behavioural Competencies:

Education And Experience

• At least a Bachelor’s degree related with Logistics and Supply Chain Management, Office Management or related field
• At least 3 years of experience in logistics and procurement role
• Experience working in humanitarian and development projects is an advantage

Skills And Competencies

• Ability to work under pressure and within time constraints
• Excellent report writing skills and ability to prepare and archive project documents on regular basis
• Ability to self-motivate, responsible and hardworking
• A team player with an ability to work in a group or alone with limited supervision
• Excellent problem solving, decision making and organizational skills
• Proficiency in using Microsoft Office and tools pertaining to logistics and procurement
• Demonstrated patience, enthusiasm and strong personal skills with attention to detail, ability to follow procedures, meet deadlines and work both independently and cooperatively with team members
• Maintain high ethical standards
• Commitment to and understanding of PIN’s aims, values and principles
• Flexibility in adaptive to new environments and willingness to travel in the field and/or project locations with short notice

Benefits

EMPLOYMENT CONDITIONS

• 24 annual leave per year
• Contributions of Health Insurance (Nhima) as by Law.
• Accident insurance for all injuries during work time.
• National pension scheme contributions as by law
• Extensive Capacity Building program, both internal and external trainings – Induction training.
• internal online opportunities, such as access to e-learning platform and webinars
• Month contribution for phone tariffs
• Annual Staff retreat
• International environments with opportunities to learn from other country programs
• Paternity leave of 5 days and maternity leave of 14 weeks
• Breastfeeding breaks for nursing colleagues
• Per diem for working and sleeping outside of duty town depending on the location.
• Friendly and fair environment in small collective structure where everyone knows each other.
• We have lunch break with meals available at the office (Mongu Office)
• 2 health breaks per day.
• Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.