Collection and verify shipment documents ( Import &Export ).
Follow up tracking and preparing all documents for import and export shipments.
Execute shipments at customs and valuable centres and / or agents Sudan coverage.
Collect and process online certificate of origin from PZU Chamber of Commerce.
Liaise with of all divisions to obtain all required documents.
Attesting of shipping documents at MOFA, Consulates and any other required government entities.
Obtain Waybills, bill of export expenses vouchers.
verify Bill of entry before leaving customs center.
Ensure safety and security measures at the time of handling and delivery of valuable shipments to company premises.
Reconciliation of customs accounts, agents accounts and prepare payment requests.
Prepare expense voucher for petty cash use.
Providing assistance to logistics department in record retention and filing.
Prepare anyway other tasks assigned by the Department Head.
Prepare periodical reports for management.
In some instances, assist in physical execution of shipments, attesting support logistics department when required and as instructed by HOD.
Perform any other tasks required and assigned by DOH.

• To assistant the programme coordinator in office management including its human resources, with particular focussing with the respect of logistics and procurement procedures and documentation.
• Assure and regular coordination with Italian Cooperation Logistics Department regarding logistics procedures and collaborate with the Administrative Department Officer in logistics management supervision of the different projects.
• Provide organization and updating to the logistics archives including vehicle logbook and maintenance ,office inventory , provides data base , human resources visa & travel permit schedule between others.
• Provide logistics reports and planning for correct and efficient functioning of the offices.
• Insure adequate and regular contacts with the National and Local Authorities regarding logistics and procurement procedures verification or information (e.g. custom rules, MoFA Rules on international organization for human resources, vehicles rules equipment rules, contracting rules for goods and services).
• Carry out any other tasks on Programme Coordinator request compatibly with professional capacities.

• Supervise warehousing and storage of all spare parts supplies.
• Monitoring and controlling warehouse activities.
• Prepare & review a monthly Issue & Receipts.
• Conduct a periodically Inventory to insure variance between AX system & the Physical count.
• Ensure consistently that all warehouse activities are conducted under the fullest adherence to the quality management systems & procedure of the organization.
• Provide a good coaching for Store keepers.

• Physically handle incoming shipments
• Verify purchased products and enter order receipts into Altakamol as requires.
• Perform special customer quality assurance inspections when appropriate.
• Segregate backorders and place received materials in proper locations
• Pull, pack, weigh and label materials for shipment; prepare bills of lading and express receipts.
• Assist in loading trucks.
• Prepare local delivery records
• Maintain Return Material Authorization/Credit Memo (RMA/CM) forms pending return of materials.
• Inspect returned materials before completing balance of RMA/CM.
• Put all materials in correct location.
• Sweep/clean warehouse and trucking/parking area.
• Assemble/disassemble bins, racks, shelves, and tables as needed.
• Administer preventative maintenance programs to delivery vehicles and warehouse equipment to ensure proper functioning and safety practices for warehouse operations.
• Record verbal/written complaints from customers concerning dissatisfaction with product or service provided.
• Sell, assemble and pack over the counter sales.
• Assist in handling telephone inquiries/orders directed to the Warehouse counter stock as needed.

• Full compliance of administrative activities with FAR and other NGO rules, regulations and strategies.
• Provision of inputs to preparation of administrative team result-oriented work plans.
• Contacts with visitors and staff, arrangement of appointment and meetings, acting as interpreter when required and/taking minutes.
• Compilation and preparation of briefing and presentation, speeches, background information and documentation for meetings and missions.
• Translation of small correspondence, when needed.
• Keep and update the regional inventory and supply filling systems;
• Keep separate record for equipment to be submitted for disposal to the equipment survey board.
• Ensure that all facilities, supplies and services for the regional office are in place and maintained; this is to include the communication network water, electricity and fuel where appropriate.
• Prepare weekly working schedule for the drivers.
• Keep track of equipment movements and maintain receiving.
• Supervise the Logistic support Staff Including drivers, and cleaners; issuance vouchers;
• Ensure the FAR owned vehicle movement guidelines are implemented and keep vehicle files for all documentations for each vehicle and make sure that the vehicle daily logbook is maintained
• Review and amend logistic procedures including and develop logistics SOP together with Logistic Manager.
• Prepare the vehicle/generator services schedule for maintenance;
• Perform additional duties as required by the Procurement/Finance Officer and PM.
• Manage and execute local procurement and oversee logistics and procurement in Khartoum Office.
• Assist the Khartoum office Operations Officers with regular visit to the sub officers to oversee the control of their stores and logistics systems.
• Assist in the creation and implementation of stores facilities, stores register, inventory and other basic logistics systems for sub offices.
• Keep and update the regional Inventory and supply filing systems, and maintain records of FAR stores and equipment Issued to contractors.
• Monitor fuel and mileage reports and compile monthly summary report in a timely and accurate manner.
• Maintain the storekeeping accurate records and regular monthly inventory lists, and initiating procurement of consumables when needed.
• Keep an up-to-date inventory of assets in Khartoum.
• Assist in procurement activities as required by Logistics Manager. Analyse the purchase request from the user departments and determine the appropriate method of procurement, Quotation, Tender and Request for Proposal. Provide assistance to user departments, when required, in the preparation of specifications, etc
• Coordinate the preparation of the procurement documents, utilizing sound sustainable procurement practices, while adhering to corporate policies and government legislation prior to issuing the public tender.
• Identify opportunities for collaboration with the government and other public sector entities, for greater consistency and efficiencies in the Procurement process.
• Schedule, organize and facilitate Job-Site and/or Pre-Bid meetings related to Quotations, Tenders and Proposals.
• Issue Addendums to Quotations, Tenders and Proposals, as required.
• Attend and preside over public openings of Tenders, Proposals and Quotations.
• Conduct an in-depth analysis of all bids received in response to each Tender, Proposal and Quotation to identify the response that best meets the needs of the user department and is consistent with the terms and conditions of public or private sector procurement policy. Prepare recommendation for award. Provide supplier debriefing sessions, when requested, with unsuccessful respondents.
• Involvement in preparation of contracts and tender awards that may be confidential or sensitive information related to property or personnel, or legal implications.
• Prepare contract with vendor and maintain contract after award, ensuring that all documents are kept current and complete. Confer with suppliers regarding delivery, quality, etc. to ensure that the requirements are met.
• Monitor contracts and vendor performance and consult with vendors and/or user departments to implement corrective action when required.
• Arrange for samples, testing and evaluation of new products. Collaborate with staff on new standing agreements, ensuring staff awareness of product lines of new suppliers.
• Contribute to the development and formulation of purchasing procedures and practices as required
• Participate in the annual reporting process for legislative requirements, including monitoring and tracking of procurement activities.
• Perform audits of Procurement Card purchases using the purchasing card software system to identify problem areas and/ or high usage commodities where pricing agreements may benefit the organization. Perform audit and analysis of vendor payment runs for inconsistencies with established buying practices, while maintaining confidentiality of vendor information protected under Privacy Legislation.
• Participate in specialized projects and assignments related to procurement, as required.

• Carry out accurate tally of all food commodity movement in and out of assigned warehouse and record and update movements in accordance with warehouse procedures and guidelines in place.
• Issue waybills upon completion of loading and check and reconcile waybills issued with LTI and the daily despatch report.
• Check and confirm details of all vehicles presented for loading prior to loading including truck registration number, driver details and contracted company.
• Maintain and update accurate stack, stock cards as well as ledger book daily at the end of operation .Ensure at all times and updated and accurate stack card is prominently displayed on or next to each stack in the assigned warehouse.
• Inspect all commodities in assigned warehouse using WFP standard inspection report and submit report to Logistics Officer. Inspection to include incidents of damages cargo, age and status of infestation.
• Record and segregate all damaged food received for immediate reconditioning. Prepare and submit accurate reconditioning report clearly showing point of damage upon completion of reconstitution .All reconstitution to be carried out on the day of receipt and report accordingly .Take prompt steps to mitigate loss on any commodities received damaged and ensure that clean tarpaulin are spread during offloading and that any spillage is promptly recovered and reconstituted.
• Ensure that the warehouse commodities therein are clean at all times.
• Submit daily reports for all warehouse operations including but not limited to Daily receipt, daily despatch, and reconstitution and warehouse situation reports.
• Prepare CDR for all commodities received and despatched at the end of operation per SI and commodity and submit accordingly to the Logistics officer.
• Ensure that all commodities received at the warehouse at all times are properly stacked in countable stack , not allowing any food commodities to come in direct contact with floor and to leave an adequate free spaces between adjacent stacks and between stack and walls.
• Release all food non-food items only upon receipt of written and documented approval through an LTI. Ensure that commodities release is as per release document.
• Conduct daily, weekly and monthly commodity inventory and prepare and submit report for the same. Participate in and follow up on reconstitution of any discrepancies.
• Keep inventory, custody and records of all equipment for warehouse operation at all times.
• Prepare and submit on daily basis loading and offloading labour costs for each operation always issuing a receipt to the head of labour.
• Check and prepare loading work order for any restacking and reconditioning.
• Monitor the handling of commodities and guide the labourers on the proper handling and techniques to reduce damages. Record all damages as result of poor handling by labour.
• Inspect all commodities for infestation and promptly report for immediate action.
• Maintain update accurate files for all commodities under care in accordance with established filing system always ensuring that following document are kept in the files for e ach SI , copies for each receipt documents and receipt report , reconstitution report , despatch report and despatch waybills, despatch LTI and destruction certificate if applicable.
• Supervise and assign tasks to tally clerks and casual checks assigned to the warehouse.
• Monitor and control movements in and out of the assigned warehouse, always ensuring that only authorised persons are allowed into the warehouse.
• Perform any other duties and tasks as may be assigned by supervisors from time to time.