Job Description

Scope of Work External Collaborator Logistics Support

Location: Air Upas, Ketapang

Objective

To provide dedicated logistics support for the Resilience Project in Air Upas, Ketapang by ensuring timely and efficient movement, receipt, storage, distribution, and tracking of project goods and logistics requirements to support smooth project implementation and timely budget utilization.

Scope of Work

The External Collaborator will provide day-to-day logistics support for the Resilience Project, including but not limited to:

Logistics Planning

• Coordinate with the Project and Supply Chain teams to identify logistics requirements, delivery schedules, and transportation needs.
• Support logistics planning based on project activities and implementation timelines.

Transportation and Delivery

• Coordinate transportation arrangements for project goods, equipment, and materials.
• Coordinate with transporters, suppliers, and project teams to ensure timely delivery to project locations.
• Monitor delivery schedules and proactively follow up on potential delays.
• Support last-mile delivery and transportation arrangements within the project area when required.

Goods Receiving

• Support the receipt and checking of goods delivered to the project location.
• Verify quantity and condition of goods against relevant delivery documents.
• Report discrepancies, damages, or shortages to the relevant Supply Chain and Project focal points.

Warehouse and Storage Support

• Support proper arrangement and storage of project goods and materials.
• Maintain basic inventory records for goods under project custody.
• Ensure goods are stored appropriately and can be easily identified and accessed.
• Support stock counting and physical verification when required.

Distribution and Handover

• Coordinate distribution of goods and materials to project activities or beneficiaries as instructed.
• Maintain appropriate documentation for goods issued or distributed.
• Support preparation and filing of Goods Received Notes, delivery records, handover forms, and other relevant logistics documentation.

Asset and Equipment Support

• Support tracking and physical verification of project assets and equipment.
• Report missing, damaged, or transferred assets to the designated Supply Chain focal point.
• Support asset handover and movement documentation when required.

Logistics Tracking and Reporting

• Maintain an updated logistics tracker covering delivery status, transportation arrangements, receipt of goods, distribution, and outstanding logistics requirements.
• Provide regular logistics updates to the Logistics Coordinator and Project Team.
• Highlight logistics bottlenecks and propose practical solutions to minimize delays.

Coordination and Problem Solving

• Coordinate closely with suppliers, transporters, project staff, and Supply Chain team members.
• Support resolution of logistics issues that may affect project activities.
• Escalate issues requiring management decisions or policy guidance to the appropriate Supply Chain focal point.

Compliance and Documentation

• Ensure logistics activities are conducted in accordance with Save the Children policies, procedures, and applicable donor requirements.
• Maintain complete and organized logistics documentation for audit and monitoring purposes.

Other Support

• Perform other logistics-related tasks assigned by the Logistics Coordinator / Project Manager to support timely and effective implementation of the Resilience Project.

Expected Outputs / Deliverables

• Updated logistics and delivery tracker.
• Timely coordination and completion of project deliveries.
• Complete goods receiving and handover documentation.
• Updated records of project goods, equipment, and assets under project custody.
• Weekly logistics status updates, including pending deliveries, potential delays, and mitigation actions.
• Properly organized logistics documentation and records.
• Timely identification and escalation of logistics bottlenecks affecting project implementation.
• Logistics support contributing to timely project implementation and improved budget utilization.

Reporting Line

The External Collaborator will report to the Project Manager and work closely with the Supply Chain Team National Office, Finance Team, suppliers, transporters, and other relevant stakeholders.

Duty Station

Air Upas, Ketapang, West Kalimantan, with travel within the project implementation area as required.