Logistic Officer

Workplace Circumstances

• Environment: Office
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

Type of Contract: Full-time employment under one year fixed term contract (renewable subject to performance satisfaction and fund availability)

Reporting to: Operations Coordinator

The Logistic Officer is responsible for leading and coordinating all logistics functions, including fleet, administration and asset management, to ensure efficient and uninterrupted organizational operations. The position is expected to perform these responsibilities effectively, efficiently, and in compliance with organizational policies and procedures.

Duties & Responsibilities

• Fleet Management
• Manage and provide guidance to drivers (both Cl's drivers and rented vehicle drivers) to ensure they are effectively and efficiently performing their roles.
• Ensure the vehicles are cleaned, properly checked and ready for travel.
• Ensure each Cl's vehicle equipped with all necessary's safety and security equipment and well-functioning.
• Manage vehicles' maintenance schedule to ensure all vehicles are well maintained, produce vehicle maintenance report and analysis of cost effectiveness.
• Manage vehicles booking schedules, and assigned driver per vehicle booking confirmation.
• Coordinate vehicle rentals when organizational vehicles are unavailable, including obtaining quotations, arranging services, and processing payments in accordance with organizational procedures.
• Ensure the vehicles' log sheet/mileage are well recorded.
• Manage fuel expenses by producing monthly expense tracking record/report, conducting cost analysis and reporting any irregularity to supervisor.
• In consultation with Senior Management, take the necessary measures to ensure security, safety, health, and well-being of CI's staff, and other visitors; and that security standards and procedures are strictly adhered to.
• Prepare and maintain agreements for office rental, garage, fuel, and parking services, and process payments in line with agreed terms.
• Coordinate with Grants and Contracts person to get the contracts uploaded into system.
• Provide advice and support administration team in the area fleet management and the best used of policies.
• Administration
• Manage in-coming and out-going mails, correspondences, and other documents, scan and record in both hard and soft registration journal and make it accessible in timely manner and distribute to respective receiver (Internal, External and International).
• Ensure sufficient First Aid kits are available both in the offices and field trip.
• Oversee the front desk and reception area.
• Photocopy and collate documents as necessary and ensure photocopy machine, light, and air, conditioner in all spaces is turned on, working properly and off after working hours.
• Manage and handle request from staff and visitor for related administrative supports such as venue for meeting/workshop/training/conference room set up.
• Manage office and space lease agreements, including contract administration, lease renewals, and rental payment processing.
• Asset/Inventory Management
• Control adequate storage of goods and equipment and update assets.
• Identify what goods/equipment needs to be replenished, repaired, purchased and/or disposed.
• Issue assets to staff and tracks assets assigned to staff through the Asset Register.
• Conduct periodic physical asset counts in accordance with Cl policies and procedures.
• Regularly update Assets in the Business Worl System.
• Ensure the appropriate use and security of assets and equipment assigned to the project office area.
• Coordinate the process of asset donation, transfer, disposal, and other related activities in accordance with applicable policies.
• Manage and maintain filing and documentation of all relevant documents associated to the Assets Asset ID cards and Personal Issue forms, registration documents, warranties etc.
• Ensure damaged or broken Assets are reported and filing of all Repairs/Return requests.
• Provide advice and support the administration team in the area asset management and the best used of policies.

Languages

• Khmer - Good
• English - Good

Qualifications

• Bachelor's Degree in business administration or relevant field

General & Technical Skills

• 2-5 years of experience in logistics, procurement, or supply chain.
• Good working knowledge of MS Office application (Word, Excel, PowerPoint), email.
• Experience with the Business World system is a plus.
• Good communication skills in Khmer, English both in writing and speaking.

Soft Skills

• Good interpersonal and public relations skills, including the ability to build and maintain relationships with people from diverse backgrounds.
• A team player who demonstrates patience, flexibility and honesty.
• Be willing and able to meet tight deadlines and work long hours when required.
• A self-starter, who is able to plan and manage his/her own work, take initiative and strive to meet deadlines.