Senior Logistics and Facility Officer

Deutsche Gesellschaft fr Internationale Zusammenarbeit (GIZ) GmbH

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The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH draws on the wealth of regional and technical expertise as well as tried and tested management know-how. As a federal enterprise, we support the German Government in achieving its objectives in the field of international cooperation for sustainable development. GIZ offers customized solutions to complex challenges. We offer demand-driven, tailor-made and effective services for sustainable development in more than 130 countries worldwide.

 

We seek the services of a Senior Logistics and Facility Officer

 

Job Title: Senior Logistics and Facility Officer

 

Job Location: Accra, Greater Accra

 

Job Description

The Senior Logistics and Facility Officer is responsible for:

  • Facility management related to the Country office premises
  • Coordinates all logistical support for workshops
  • Performing tasks in compliance with GIZ’s Orientation and Rules (O+R)
  • Correctly providing services within the team in accordance with GIZ’s requirements
  • Coordinates team members

Facility Management  (Country Office BUILDING)

The Senior Logistics and Facility Officer shall assist the facility officer:

  • To  manage  the facility  of the GDC House
  • For regular contact and follow up with the land lord in coordination with the CD/DCD
  • To coordinate security meetings with other in-house institutions / projects, organizes fire-drills, safety trainings, security plans
  • For the daily coordination and communication with the security firm / guards and makes sure that security guards are at post and security is assured at all times
  • To check on electricity bills and fuel consumption for the generator set and official vehicles
  • To advise GIZ expatriate staff on housing issues, rental agreements, generator policy, reimbursement of security costs
  • For the daily coordination and communication with the IT service provider
  • To  file in accordance with GIZ rules
  • To perform other duties and tasks at the request of management

Event Management

The Senior Logistics and Facility Officer:

  • Support for workshops and events management services
  • Coordinates logistical aspects for events (venue, transport, etc)
  • Creation and review of catalogue of hotels
  • Supervises the evaluation of hotel prices and negotiates better rates
  • Maintains data relevant in Cosoft
  • Networks with other units and takes into account management goals and requirements in providing services

Logistical management

The Senior Logistics and Facility Officer coordinates the activities of the logistics and facility officer to:

  • Manage transport services
  • Initiate and follow up on vehicle registration, taxation and insurance issues of project vehicles
  • Follow up vehicle accidents insurance claims
  • Confirm the proper handling and utilization of the vehicles assigned to the project by ensuring trips are registered by the drivers (monitors log books) and regular maintenance service is undertaken in collaboration with the individual Programme
  • Prepare monthly fuel consumptions summaries and averages
  • Take care of special mail and deliveries

Vehicle Registration, Insurances and DVLA

The Senior Logistics and Facility Officer:

  • Coordinates and assists in initial registration, taxation and insurance for project vehicles
  • Coordinates and assists the facility officer in  filing of complete and original vehicle documents at GIZ Country Office and copies sent to the Projects
  • Coordinates and assists in  forwarding of registration and insurance papers to the responsible project/programme staff
  • Supervises documentation of completed registrations and monitors the status of vehicle registration (official and private vehicles)
  • Supervises the handling of vehicle logs, fuel consumption, and documentation of vehicle condition, repairs, and technical details. Follows up on reports by drivers on the condition of vehicles
  • Ensures notification to responsible project or programme staff of the need for initial registration and insurance, and assists them in gathering the documents required, if necessary
  • Provides advice and guidance on handling of vehicle accidents
  • Coordinates and assists in advising expatriate GIZ staff on DVLA procedures, regulations on Ghana driving licenses, car insurances, change of ownership when buying a vehicles and procedures to respect at the end of assignment before leaving Ghana permanently

Customs Clearing

The Senior Logistics and Facility Officer:

  • Supervises and monitors the preparation and submission of all necessary papers related to customs exemption and duty-free import of goods
  • Supervises, monitors and controls deliveries by ship, ensures advance copies of complete shipping documents from suppliers
  • Monitors status of clearing, release of goods and further processing
  • Organises and coordinates the collection / delivery of goods
  • Enters information in the customs declaration database, prepares statistics if needed

Administrative Services

The Logistics and facility Manager:

  • Informs GIZ expatriate staff in the country in question about customs issues relating to private goods and registration and insurance of private cars
  • Informs and assists GIZ staff as regards outward journeys as part of the GIZ office’s service package (Also delivery of household goods)
  • Ensures complete and up to date documentation of GIZ Office asset and inventory using Winpaccs OnSite Asset software. Is responsible for the yearly report of the inventory for GIZ Head Office

Content-related tasks

The Senior Logistics and Facility Officer:

  • Ensures internal and external networking between different groups and thinks and acts outside the boundaries of the immediate team
  • Designs group and working procedures in line with objectives, requirements and the client’s needs
  • Further develops themes and instruments in his/her working area and incorporates these into the overall context
  • Makes available expertise in the context of knowledge management and also advises external parties on issues from the manager’s area of responsibility
  • Elaborates or updates Standard Operation Procedures in close coordination and cooperation with the Corporate Communication Unit

Dialogue with the Head of Procurement, Contracts & Logistics:

  • Advises his/her superior on questions relating to the thematic area and on issues that are relevant within the team

Other Duties/Additional Tasks:

  • Performs other duties and tasks at the request of the direct superior and of management
  • Undertakes further job training related to his/her position and duties if required. If required specific training needs shall be identified and appropriate programmes will be selected jointly with the Deputy Country Director, Administration

 

Qualification and Requirements 

  • A minimum of a BSc degree in economics, business related field or similar qualification. Certificate in Event Management/transport & shipping is an added advantage
  • At least 5 years working experience in in comparable position with management experience
  • Finely tuned organizational skills and ability to work on one’s own initiative at the conceptional level
  • Very good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • Confidential handling of data and information
  • Very good knowledge of the English language, German language an added advantage
  • Result orientated performance
  • Good communication skills
  • Excellent management skills
  • Good intercultural skills
  • Team player
  • Willingness to update skills as required by the tasks to be performed–corresponding measures are agreed with management