Logistic & Procurement Officer

Organisation Background

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental organization that supports humanitarian aid workers by establishing safety coordination platforms. INSO provides registered NGOs with a range of services including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training. INSO provides daily support to more than 1000 NGOs operating in 16 countries.

INSO Mozambique

INSO provide support to enhance the delivery of aid and preserve the safety of staff employed by NGOs offering humanitarian and emergency assistance to the people living in the northern regions of the country. By joining INSO Mozambique you will be supporting the humanitarian programs working to help the people that have been displaced and lost their livelihoods.

Job Summary

Responsible for providing logistic & procurement support and overseeing the processes in support of the objectives of the organization. They are responsible for the planning, oversight, and management and coordination of logistics & procurement support operations including fleet management, scheduling staff, subcontractors, vendors, purchasing, due diligence, creating a plan for the movement of materials, fleet, equipment etc.

Main Duties and Responsibilities

Logistic and administration

• Plan vehicles movements, track individual trips, and ensure implementation of security measures and make report of fuel consumption and follow-up with INSO’s fuel contractor for generators and vehicles.
• Operationally supervise drivers’ work to ensure they adhere to all INSO driving rules and regulations and prepare their schedules.
• Supervise the Guards and equip them with the needed items for their work and report any security incident to the security focal point and to the line manager.
• Implement the specific procedures to ensure and to monitor that the vehicle and other motorized equipment regular incentivization.
• Liaise with guesthouse compound supervisor for DSTV renewals, water supply systems, generators management and maintenance activities in the event of minor to major problems.
• Ensure that there are adequate stocks of cleaning and stationaries supplies and manage those stocks.
• Keep all documents related to installations / equipment / Maintenance/infrastructures in order and update them regularly.
• Manage travel arrangements, including staff air tickets, transport, and accommodation for business purposes.
• Support the organization of team events (meetings, workshops, etc.).
• Maintains a central filing system for required documents and forms.
• Support the development and systematic management of internal policies and their implementation across INSO operations.
• Organize and process purchase requests, quotations, purchase orders, and goods received notes and submit to finance for payment.
• Help conduct compliance checks, donor due diligence, and other regulatory responsibilities.
• Fulfil other administrative functions as required.
• Organize flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling.
• Have good working relationship with flight partners such as UNHAS and local travel agents for Commercial Flights.
• Ensure all invoices are sent on time for payment from our flight partners.

Procurement

• Assist supervisor in procurement activities, in collaboration with Operations and Program teams.
• Ensure the procurement process is as per the SOPs, with proper documentation supporting all the purchases.
• Assist with identification of suitable vendors, collection of price quotes, documentation of procurement process, and management of electronic and paper procurement files.
• Responsible for circulating RFQs, preparing bid analysis, and issuing purchase orders.
• Ensure all assets are tagged and keep record of movement of asset.
• Regularly assesses the market for new suppliers to supply the recurrent needs of the country office and seeks products that offer the best value for money within the shortest timeframes.
• Negotiates prices and proposes new suppliers to the line manager (OM) to be validated.
• Develops and maintains relations with different suppliers in order to ensure a stable supply of goods and services.
• Submits and collects quotations and tenders following the INSO procurement guidelines.
• Providing update “item-supplier” data: price, availability, quality, lead-time.
• Manages the purchases advances and settles advances with the Finance Department.
• Coordinates and supervises the purchasing and storing activities.
• Ensures a smooth-running of procurement administration and the respect of the implemented procurement procedures and proposes adjustments where needed. In particular:
• Responsible for filing documents, correspondence and other papers related to procurement and logistics in the country office, as well as the archives.
• Analyze the database of standard items and compare it periodically with items regularly ordered.
• Responsible for the procurement database (PR tracking, vendors network, monthly reports, procurement Checklist and the correct filing…).
• Prepare with the market assessments, contracts, and supplier evaluations.
• Communicate with local suppliers for status of purchase orders, claims and/or complaints.
• Analyze any discrepancy in the consumptions and report to the line manager.
• Inform the staff about the logistics and procurements processes in place.
• Support the field offices in all the logistics and procurement cycle.

Person Specification

Knowledge, Skills and Experience

Essential:

• A Degree in Supply Chain and Logistics, or relevant field.
• Excellent English language skills, both written and verbal.
• Minimum 2 years of relevant work experience, preferably with NGOs.
• High attention to detail.
• Microsoft Office proficiency (Word and Excel).

Nice to Have:

• Open-mindedness and self-confidence.
• Acceptance and understanding of humanitarian principles.
• Strong ethics, with ability to manage confidential data.
• High degree of autonomy.

Personal Attributes

• Confidentiality, integrity, and a sense of conflict-of-interest prevention.
• Self-motivation, courtesy, and humility.
• Team spirit and good management of interpersonal relationships.
• Know how to plan and organize your work.
• Be flexible, dynamic, know how to propose initiatives.
• Be able to work under pressure.
• Effective communicator.
• Capacity to work in multicultural environments.

INSO’s Safeguarding Policy

INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process.

Terms & Conditions

• 12-month renewable contract.

How to Apply

Please submit completed applications and reference LOGISTIC & PROCUREMENT OFFICER in the subject line. Applications should be in English and include:

• An updated CV (maximum 3 pages).
• A one-page cover letter detailing why you are interested in working for INSO and how your qualifications align specifically with the competencies required for the role.

Please do not send any additional information. Only short-listed candidates will be contacted. Applications will be considered on a rolling basis.