Logistics Officer
Position Circumstances
- Career Category: Logistics, Business Administration
- Schedule:Full-time
- Salary: Negotiable
Line Manager: Logistics Manager
Location: Based in Phnom Penh with occasional travels to the provinces
Duration: 12 months (extendable based on performance, funding and organizational needs).
Starting date: As soon as possible
Salary: Based on experience and skills (gross salary)
About the position
The role of the Logistics Officer is to support programme team members in all aspects of Logistics and ensure all services/materials are purchased efficiently and properly in accordance with PIN and Donor’s procurement policies.
Duties & Responsibilities:
- PROCUREMENT SUPPORT TO PROGRAMS AND SUPPORT DEPARTMENTS:
- Works with the project manager and project team, to create, update, and track the procurement plan. Ensure all procurement activities for each project are done correctly and on time.
- Main logistics contact for supporting the program with direct purchases and simplified procurement.
- Proactively organizes coordination meetings with programs/projects to discuss and sync on project priorities on procurement matters.
- Supports and executes procurement of materials, services and works.
- Negotiation with suppliers or vendors
- Contract drafting or reviewing with suppliers for procurement purposes.
- Ensuring procurement documentation is audit ready for donors/audits.
- Ensures compliance with procurement procedures for its proper and timely execution
- Conducts market survey or market/price check on procuring items/services to help programmes/projects budget accordingly
- Creates tender folder in ELO. Support to archive the hard copies of relevant documents at CP and soft copies in respective procurement folders in ELO;
- Maintains the database of the suppliers/vendors (Navision, Power BI);
- Keeps track of PIN vendor’s performance and updates recorded as needed;
- FLEET MANAGEMENT AND TRASPORTATION
- Arranging transportation of goods to field of operations, preparation of movements plans, rent of taxi arrangements etc.)
- Ensures regular check-ups of PIN vehicles together with the driver
- Booking venue for meetings, workshops, trainings, such as preparing needed training material, copy documents, etc.)
- Provides support to country programme staff for mail collection, deliveries and other office errands
- Transportation management (ensuring maintenance and insurance of vehicles, motorbikes, preparation of movements plans, rent of cars, taxi etc.)
- Managing fuel/petrol stock and logs for vehicles.
- Driver coordination/supervision beyond routine check-ups
- Accident/incident reporting and vehicle insurance claims.
- Enforces the My Trip KHM system for all staff in Cambodia and ensures proper archiving in Sharepoint of all approved trips.
- Keeps the Fleet App up to date and ensures it is used properly.
- Keeps track of all costs related to PIN vehicles.
- FIXED ASSETS AND STOCK MANAGEMENT
- Ensures and sets up proper asset management in accordance with PIN Asset policy
- Tracks FAs and updates FA data on NAV regularly
- Prepares contracts regarding FAs, such as Liability Agreements
- Together with Project Managers/Budget Holders keeps track of Stock donation overview
- Updates of stocks within the stock system (fill in invoice no and details of received goods
- Support annual stock and assets inventories
- Supports stocks management and assets evidence incl. regular update and check of inventories
- Loss/damage reporting for assets or stock.
- FACILITIES MANAGEMENT
- Management of office supplies’ stocks
- Ensuring regular office maintenance and operations
- Maintenance and repair of office assets
- Provide IT support to PIN staff (internet connection troubleshooting, printer and photocopier setup etc.)
- Vendor and contract management for office services (e.g., cleaning, catering, security).
- ADMINISTRATION
- Ensures that, upon request, documents are sent to HQ in a timely manner
- Provides support to operations department colleagues with scanning, photocopying and printing documents
- OTHER
- Motorbike and vehicles registration
- Supporting arranging flight ticket when needed
- Arranging appropriate accommodation and transport for PIN’s guests and staff if required
- Other tasks as assigned by line manager
- Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH):
- Carry out the duties in accordance with the PIN Code of Conduct and key policies.
- Support his/her line manager in the implementation of safeguarding measures throughout the project cycle, including risk analysis related to SEAH and child protection at the project/programme level, and develop a mitigation plan accordingly.
- Attend training and awareness sessions and carry out the duties in accordance with the PIN Code of Conduct and key policies.
- Ensure, when possible, that due diligence and/or capacity assessments of third parties include an assessment of third parties' implementation of key safeguarding and risk policies, including the prevention of SEAH.
- Strengthening Accountability on Community Feedback and Response Mechanism (CFRM):
- Promote CFRM to all partners and stakeholders.
- Collect verbal feedback and complaint and confidentially handle it to CFRM Officer.
- Participate in CFRM refresher training.
Benefits:
- 18 days of Annual Leave per year
- Extra 3 days of paid Sick Leave (without Medical Certificate)
- 7 days of Special Paid Leave (related to family event)
- Monthly Phone Card Allowance (Based on Position)
- Provident Fund
- Seniority payment (for UDC Contract)
- Insurance (Hospital & Surgical, Accident, NSSF)
- A friendly and good working environment
- Training and capacity development opportunities.
Expected Profile of Candidates
Languages:
- Khmer - Good
- English - Good
Qualifications:
- Bachelor's Degree in supply chain management, logistics, business administration, or a related field
Skills & Knowledge:
General & Technical Skills
- Experience in procurement and logistics within an NGO or international development organization in Cambodia
- Basic knowledge of logistics coordination, transportation, asset management, and procurement procedures.
- Good computer skills, particularly Microsoft Office applications.
- Good written, verbal communication and coordination skills in Khmer and English.
- Willingness to travel to the provinces when required.
Logistics Intern
Position Circumstances
- Career Category: Logistics, Internship
- Schedule:Full-time
- Salary: $100
Location: Based in Phnom Penh with occasional travels to the provinces
Duration: 6 months
Starting date: As soon as possible
About the position
The Logistics Intern will support the Logistics Department in the implementation of logistics, procurement, inventory, fleet, and administrative activities. The intern will assist in maintaining accurate records, coordinating deliveries, preparing documentation, and ensuring compliance with organizational procedures and donor requirements.
Duties & Responsibilities:
- Logistics & Procurement Support
- Support the preparation of Purchase Requests (PRs) for operation expenses and upload them in ELO for approval
- Support the logistics team in uploading the procurement documentation in ELO for approval
- Support in process of Request for Quotation (RFQ)
- Support with suppliers regarding delivery schedules.
- Support the receipt and verification of goods and services.
- Support in coordinating transportation of staff and equipment.
- Asset and Inventory Management
- Support asset registration, tagging, and inventory updates.
- Assist in conducting periodic physical asset verification.
- Maintain inventory records and stock cards.
- Support warehouse organization and stock monitoring.
- Assist in preparing asset transfer and disposal documentation.
- Administrative Support
- Support in archiving logistics documents.
- Support in copying and scanning the document required by logistics team.
- Assist in coordinating logistics-related events, workshops, and trainings.
- Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH):
- Carry out the duties in accordance with the PIN Code of Conduct and key policies.
- Support his/her line manager in the implementation of safeguarding measures throughout the project cycle, including risk analysis related to SEAH and child protection at the project/programme level, and develop a mitigation plan accordingly.
- Attend training and awareness sessions and carry out the duties in accordance with the PIN Code of Conduct and key policies.
- Ensure, when possible, that due diligence and/or capacity assessments of third parties include an assessment of third parties' implementation of key safeguarding and risk policies, including the prevention of SEAH.
- Strengthening Accountability on Community Feedback and Response Mechanism (CFRM):
- Promote CFRM to all partners and stakeholders.
- Collect verbal feedback and complaint and confidentially handle it to CFRM Officer.
- Participate in CFRM refresher training.
Benefits:
- 1.5 days of Annual Leave per month
- Insurance (Hospital & Surgical, Accident, NSSF)
- Monthly Phone Card Allowance (Based on Position)
- A friendly and good working environment
- Training and capacity development opportunities
Expected Profile of Candidates
Languages:
- Khmer - Good
- English - Basic is preferred
Qualifications:
- Undergraduate Degree in Logistics, Supply Chain Management, Business Administration, or a related field.
- Bachelor's Degree
Skills & Knowledge:
General & Technical Skills
- Basic knowledge of logistics and supply chain operations is a plus.
- Good communication and coordination skills in Khmer; basic English proficiency is an advantage.
- Basic computer skills, especially Microsoft Excel and Word.
- Good command of English is an advantage.
Soft Skills
- Good organizational skills and attention to detail.
- Willing to learn, responsible, and able to work under pressure.
