Supply Chain Management
• Ensure all procurements are conducted transparently, competitively, and professionally in accordance with MAG’s procedures and donor requirements.
• Assist the Logistics Coordinator in planning procurements in coordination with the program team.
• Collaborate with the logistics assistant/storekeepers/suppliers to minimize delivery delays; communicate any delays to the requester promptly.
• Develop and manage supplier relationships, aiming to establish qualified supplier contracts for optimal terms for MAG.
• Ensure timely processing of supplier payments.
• Conduct regular market assessments and supplier reviews to stay informed about market changes.
• Collaborate with Hasakah/Erbil procurement teams to ensure timely supply and delivery of goods when necessary.
• Coordinate with other departments on procurement issues.
• Liaise with the Finance department on payment/tax matters.
• Responsible for the preparation, execution, and follow-up of procurement contracts/agreements with support from the Logistics Manager.
• Ensure stocks are managed according to MAG procedures.
• Ensure the safety/security of stocks.
• Plan the reception and issuance based on Purchase Orders (POs)/Stores Requisition Forms (SRFs) received.
•Maintain updated documentation related to stock management (Goods Received Note (GRN), SRF, Stock Cards, Waybills).
• Conduct physical stock checks/reconciliations every three months.
• Ensure the safe/secure transport of MAG materials/equipment following procedures.
• Ensure all goods movements are trackable/traceable (Waybills).
• Manage In-Kind Donations as per MAG procedures (if applicable).
Fleet Management
• Manage vehicles and generators according to MAG Fleet Procedures standards.
• Prepare a monthly roster for drivers.
• Develop a weekly fleet/movement management plan in coordination with other departments.
• Ensure vehicle registration/insurance/fitness certificates are up to date.
• Supervise weekly assessments by the logistics assistant/drivers for any repair or maintenance needs.
• Ensure timely repair and maintenance of vehicles/generators.
• Track repair and maintenance of support vehicles (cost, spare parts, jobs).
• Verify all repair and maintenance work with support from drivers and mechanics.
• Maintain accurate Log Books and other forms.
• Supervise vehicle and generator fueling following procedures (quality, record-keeping).
• Ensure proper fuel storage on premises according to standards (safety, control).
• Assess rented vehicle condition with support from the Mechanical team at the start of the contract and regularly until the end of service with MAG.
• Ensure vehicles are equipped with all safety/security/recovery tools and equipment.
• Ensure timely payment of all fleet-related expenses and prevent delays in coordination with the finance officer.
• Maintain proper archiving of fleet documents (administrative documents, Log Books, fuel records, etc.).
Shipment Management:
• Track shipment items between KRI and NES in both directions.
• Update shipment tracker promptly and report any issues.
• Receive and inspect shipment items, reporting any issues.
Asset Management / IT Infrastructure
• Manage assets/equipment following MAG procedures.
• Keep Assets & Equipment lists constantly updated.
• Conduct physical checks of assets and equipment every three months.
• Ensure all assets and equipment are tagged.
• Track assets/equipment movements between locations or users.
• Maintain and utilize assets/equipment according to standards.
Facilities/ Premises Management
• Participate in building search and selection.
• Supervise availability of office/hygiene supplies and utilities/equipment functionality with support from logistics and maintenance assistants.
• Ensure premises are checked for maintenance needs and preventive maintenance is carried out.
• Assist in opening and closing bases.
People Management
• Manage day-to-day activities of reporting staff.
• Create monthly logistics team plans in line with organizational priorities.
• Assist line-managed staff in setting annual objectives aligned with organizational and program priorities, providing regular performance feedback.
• Support professional development of line-managed staff through learning and development initiatives, working closely with the country HR team.
• Proactively address employee concerns with timely support from the country HR team.
Reporting & Archiving
• Provide following reports:
• Weekly Procurement tracker.
• Monthly Stock Report.
• Monthly inventory stock report.
• Monthly rental vehicles allocation sheet.
• Monthly Vehicle and Asset Costing Report.
• Monthly rental vehicle total KMs.
• Quarterly physical check of Assets and equipment report.
• Annual physical check for Assets.
• Monthly maintenance report.
• Ensure the physical and digital archiving of all supply chain/logistics documents (purchase dossiers, SRFs, Log Books, Asset Handover).
Safeguarding
• Work in compliance with/ uphold MAG's Safeguarding framework - Policy on Personal Conduct, Protection of Children and Vulnerable Adults Policy, Dignity at Work Policy, Reporting Malpractice (Whistleblowing) Policy, Equal Opportunities Policy and Policy on Modern Slavery
• Encourage an open and transparent way of working that facilitates a strong safeguarding culture within and between teams.
General Responsibilities:
• Operate within MAG's core values.
• Represent MAG with integrity and professionalism.
• Attend relevant meetings as directed by Management.
• Apply knowledge gained from training and development programs.
• Undertake any other duties as may be required assigned by Line Manager
This is a non-contractual document that can be varied from time to time as circumstances dictate. This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to
be a full and exhaustive list of tasks. All MAG staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.
Some Job Descriptions may be supplemented by specific Terms of Reference