Project Logistics Officer

Job Description

Title: Project Logistics Officer

Company Name: HEKS/EPER (Coxs Bazar)

Vacancy: --

Age: At least 28 years

Job Location: Cox`s Bazar

Salary: Tk. 102370 (Monthly)

Experience:

• At least 5 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor of Business Administration (BBA) in Supply Chain Management

• University degree in Supply Chain Management, Logistics, Business Administration or relevant field.

• At least 5 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 28 years

• Minimum 5 years' experience in logistics management within humanitarian/development organizations including at least 2 years in Supervisory/managerial role.

• Educational qualifications and experience requirements may be relaxed for female candidates, ethnic minorities, and persons with disabilities (PWDs) to promote inclusion and diversity.

• Experience managing procurement, warehouse, inventory and logistics systems.

• Experience in refugee/camp context is highly desirable.

• Strong reporting and data-analysis experience.

• Advanced Excel skills are required.

• Experience with donor compliance and audit requirements is highly desirable

Professional requirements

• Good communication and interpersonal skills.

• Ability to work with diverse teams and multiple stakeholders.

• Ability to maintain confidentiality and accurate records.

• Ability to work under pressure and meet deadlines.

• Willingness to travel to field locations.

• Strong computer literacy and data-management skills.

Language

• Excellent communication skills (written, and verbal) in English and Bangla

Personal requirements

• Honest and trustworthy.

• Respectful and professional.

• Proactive and solution-oriented.

• Flexible and adaptable.

• Able to work independently and as part of a team.

• Good stress management.

• Strong sense of accountability.

• Respect for organizational mission and values.

HEKS/EPER, Swiss Church Aid is the aid organization of the Protestant Churches of Switzerland and supports projects to combat hunger, poverty and injustice in 31 countries on four continents. HEKS/EPER also provides emergency relief for victims of natural disasters and armed conflict worldwide and supports the welfare and social work of the Reformed Churches in Eastern Europe and in the Middle East. In Switzerland, HEKS/EPER champions the rights and the integration of refugees and socially disadvantaged people. HEKS/EPER is a member of the ACT Alliance.

GENERAL CONTEXT AND BACKGROUND:

HEKS/EPER has been active in Bangladesh since 1975 and is registered by the NGO Affairs Bureau. Its development cooperation department mostly focusses on projects in Northern Bangladesh. Humanitarian aid interventions in the Rohingya response are managed directly by the Humanitarian Aid Department from an own office in Cox’s Bazar and field offices in camps.

Since 2017, HEKS/EPER has been implementing humanitarian projects in response to the Rohingya crisis in Bangladesh. The Humanitarian Aid Office, based in Cox’s Bazar, directly implements Shelter and WASH projects in Ukhiya and Ramu upazila, supporting both FDMN camps and host communities.

HEKS/EPER has also implemented flood response interventions in Khagrachari to support communities affected by natural disasters.

Currently, the International Organization for Migration (IOM) provides in-kind support to HEKS/EPER for the implementation of shelter projects in the FDMN camps.

Duty station: Cox’s Bazar, Bangladesh; regular travel to selected programme locations.

Starting date: ASAP

Contract duration: 15 April 2027

Contract type: Full time- Fixed Term Contract

Reports to: Logistics & HR Manager.

Coordinates with: Programme, Finance, HR, Project Managers and field teams.

Direct line supervisor of: Warehouse Inventory Assistant & Storekeppers

ROLE PURPOSE:

The Logistics Officer is responsible for the overall day-to-day functional coordination and supervision of logistics operations, including coordination, warehouse, inventory, asset and fleet management, logistics planning and operational support. The position ensures that logistics services are delivered efficiently, timely and in compliance with organizational policies, donor requirements and established procedures. The logistics officer supports the Logistics & HR Manager in ensuring effective internal control, segregation of duties, documentation, accountability and timely logistics reporting across projects, camps and host areas.

MAIN RESPONSIBILITIES AND TASKS:

Main responsibilities

Logistics Planning, Coordination and Support

• Support the Logistics & HR Manager in the overall planning, coordination and monitoring of logistics functions.

• Coordinate logistics activities across multiple projects, camps and host communities.

• Assess and monitor logistics requirements in coordination with Programme/Project teams and ensure timely provision of required support.

• Coordinate with relevant departments to ensure that logistics requirements are properly planned and addressed in a timely manner.

• Coordinate with the Procurement Officer on logistics requirements related to delivery, receiving, inspection, storage and distribution, without taking over procurement responsibilities.

• Coordinate logistics arrangements for field movements, distributions, trainings, workshops, meetings and other programme activities.

• Conduct regular coordination meetings with logistics staff and provide updates to the Logistics & HR Manager on key operational issues, risks and required actions.

• Conduct regular field, warehouse and project-site visits and follow up on identified logistics concerns.

• Coordinate with Programme, Finance, Administration, Security and other relevant teams to ensure smooth and timely logistics support.

• Identify operational gaps, logistics risks and areas for improvement and recommend appropriate actions to the Logistics & HR Manager.

Warehouse, Inventory and Asset Management

• Provide functional supervision to the Warehouse Inventory Assistant.

• Ensure proper inventory management across multiple warehouses and distribution locations.

• Review inventory reports, stock reconciliation and stock variance reports.

• Ensure regular physical stock counts and reconciliation.

• Follow up on discrepancies between physical stock and inventory records.

• Monitor proper documentation of receipts, issues, transfers and distributions.

• Ensure appropriate management and segregation of damaged, rejected, obsolete or non-conforming materials.

• Ensure proper warehouse management and storage practices.

• Monitor asset registration, tagging, transfer and physical verification in accordance with organizational procedures.

• Coordinate with relevant teams on asset management and verification.

• Ensure warehouse and inventory records are maintained in an audit-ready manner.

Transportation and Fleet/Movement Coordination

• Coordinate transportation and delivery arrangements for programme and operational requirements.

• Coordinate vehicle and transport arrangements for field visits, distributions, staff movements, trainings, workshops and other official activities.

• Monitor vehicle/transport utilization and coordinate with relevant staff to ensure efficient and timely transportation support.

• Coordinate delivery schedules and follow up on the timely movement and receipt of goods and materials.

• Monitor transportation-related logistics requirements and identify operational constraints or delays.

• Ensure appropriate documentation is maintained for transportation and logistics movements.

• Coordinate with relevant staff to ensure vehicles and transportation resources are used efficiently and in accordance with organizational procedures.

Logistics Documentation, Records and Reporting

• Ensure proper documentation and filing of logistics records, including Goods Received Notes (GRNs), stock records, issue vouchers, transfer records and other relevant documents.

• Maintain an adequate audit trail for logistics, warehouse, inventory and asset management activities.

• Maintain and regularly update logistics, inventory, asset and warehouse records and databases.

• Prepare regular logistics reports and provide updates on stock status, warehouse activities, transportation, assets and other logistics matters.

• Ensure logistics documentation is complete, accurate, properly authorized and readily available for review.

• Support the preparation of logistics information and documentation required for management review, audits and reporting.

• Maintain proper filing systems for logistics records in accordance with organizational requirements.

Advanced Excel and Data Management

• Develop and maintain procurement monitoring, logistics KPI, warehouse/inventory and asset dashboards.

• Prepare project/camp-wise logistics analysis and donor/project-wise logistics allocation.

• Conduct procurement lead-time, supplier performance and variance analysis.

• Develop dashboards and perform data cleaning and reconciliation.

Coordination with Procurement and Other Functions

• Maintain close coordination with the Procurement Officer to ensure smooth transition from procurement completion to delivery, receiving, inspection, storage and distribution.

• Provide Procurement with relevant logistics information regarding delivery requirements, stock levels and operational needs.

• Ensure that procurement and logistics responsibilities remain clearly separated in accordance with internal control requirements.

• Coordinate with Programme/Project teams regarding delivery schedules, receiving arrangements, storage requirements and distribution needs.

• Coordinate with Finance, Administration and other relevant departments on logistics-related documentation and operational requirements.

PSEAH and other organizational compliance

• Strictly comply with HEKS/EPER's Code of Conduct, PSEAH, safeguarding, protection, and confidentiality requirements.

• Maintain strict confidentiality of all personal and household Data of Beneficiaries

• Do not share respondent information, photographs, recordings, case details, or data with unauthorized people.

• Do not collect unnecessary personal or sensitive information.

• Immediately report any safeguarding, PSEA, fraud, misconduct, or confidentiality concern through the approved reporting mechanism.

• Ensure that all interactions with women, children, persons with disabilities, and other vulnerable groups are conducted safely and respectfully.

• Proactively support organization commitments to gender equality, child protection and disability sensitivity: i) Implement all work-related activities with a gender, disability and child protection lens, considering the different needs, concerns and ideas of our staff and beneficiaries ii)Ensure the incorporation of gender equity principles in all policies and activities iii) Encourage the participation of all genders in meeting and on committees iv)Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.

• Provide timely incident report to the line manager as needed.

• incident takes place, encourage others to do so.

General

• Deliver high quality results in line with the terms of reference agreed in advance – to do this in a way which maintains the reputation of the organization.

• Maintain confidentiality, communicate problems promptly, work collaboratively and respect deadlines.

• To perform such other responsibilities as agreed with your line management.

• Monthly Gross 102,370.00 BDT with other benefits as per HEKS/EPER HR policy