Logistics Coordinator

Country: Palestine

Base: Ramallah office, with occasional field visits to the Tubas and Hebron offices if necessary

Reports to: Procurement and Logistics Manager, Ramallah

Line Manager: Procurement and Logistics Manager, Ramallah

Works in Coordination with: Driver in Ramallah, Logistics Assistant in Hebron and Tubas, Security Advisor, Area Managers in Tubas and Hebron, Procurement Officer Ramallah

Contract Duration: Four months only - (Maternity leave replacement).

Introduction:

WeWorld has been working in Palestine since 1992, operating in the field of human rights, humanitarian aid and development to guarantee Palestinian communities access to basic services and available natural resources, in particular with regard to integrated service management, the strengthening of the integrated protection of the population and the enhancement of local socio-economic development in a sustainable and innovative way, with particular attention to the social and economic empowerment of women.

WeWorld in Palestine has 5 offices (Jerusalem, Ramallah, Hebron, Tubas and Gaza Strip). Over the decades, WeWorld has implemented several interventions funded by multiple donors: ECHO and EU, UN agencies such as UNICEF and OCHA, as well as international agencies such as AICS, SIDA, GIZ, JICA, GFFO, FCDO, and others. With a people-centered approach, the priorities are always identified together with the communities we serve, with a specific focus on a triple Nexus approach.

The position:

Tasks and Responsibilities

1. Fleet Management:

• Responsible for the overall cost-effective and safe management of the fleet across the West Bank.
• Responsible for the correct implementation of the WeWorld-GVC Driving Guidelines, ensuring that all tools are available in each car and all fleet related documents are correctly produced and collected;
• Supervise and ensure that fleet rules are implemented, understood and respected on all bases;
• Prepare and revise existing SOPs/Annexes and produce new tools/reports for monitoring vehicles’ expenditures and performance (KPIs) if necessary;
• Inform the Procurement and Logistics Manager about any non-compliance of staff towards the fleet rules and guidelines and help preparing documentation for corrective actions;
• Reponsible for follow up that all staff have signed the necessary fleet annexes when driving WW cars;
• Management of weekly movement plan, including compiling movements, checking for approval with security advisor, sharing approved plan with all focal points, follow-up on changes, cross checking the data with the logbooks and the GPS system;
• Responsible for monitoring all vehicle movements on a daily basis together with the Security Advisor;
• Ensure that the drivers have an updated valid driving license;
• Update the Car Rental Company with the staff driver’s info;
• Responsible for all communication with the car rental service provider on fleet matters, i.e. car maintenance, incidents, etc.
• Supervises the Driver in Ramallah, the Driver/Logistics Assistant in Hebron and the Procurement and Logistics Assistant in Tubas for following up on services and maintenance of the fleet in their respective bases;
• Receive and revise the car accident cases with the staff & the Car Rental Company;
• Supervises the drivers/logistics assistant to conduct regular vehicle and motorbike checks for the cars allocated to their bases and follows up on services and maintenance for each rented vehicle/motorbike with the staff & the Car Rental Company;
• Coordinate for the taxi usage and needs and conduct regular assessments to find new taxi service providers
• Collect and analyze the cars’ logbooks on monthly base;
• Provide a monthly fleet report for WW-GVC Cars (yellow & green plates), based on usage, costs, maintenance, for analyses;
• Responsible for personal fuel calculation and sending a monthly overview of who needs to pay what to the Procurement and Logistics Manager together with the fleet report;
• Responsible for following up on the car tracking system (GPS) and highlighting violations per car in the monthly fleet report;
• Prepare a summary of violations for each driver on a monthly basis to be sent to the Procurement and Logistics Manager;
• Assists in the hiring and check of new drivers;
• Identifies and organizes trainings for drivers;
• Preparing and follow up on all fleet related procurement documents, i.e. car rental and fuel FWAs;

Asset Management

• Responsible for the overall cost efficient, safe and updated management of all assets across the West Bank;
• Responsible for the procurement of all new assets on the mission based on the needs identified by the PMs, the support departments and the IT focal point;

• Management of all WeWorld assets on the mission, i.e. needs assessment, coding, tagging, inventory, maintenance, disposal, follow up and handover process with all relevant documentation to be filled out each time there is receipt or dispatch of assets according to requests;

• Supervising the Driver/Logistics Assistant in Hebron and the Procurement and Logistics Assistant in Tubas in keeping an updated inventory for their bases;
• Responsible for distribution and monitoring of existing assets/equipment of the office and field bases, according to operational needs;
• Responsible for maintaining updated asset inventory on the HQ platform to be sent to the Procurement and Logistics Manager on a monthly basis reflecting all changes, additions, discards, etc.;
• Responsible for planning and purchase of base equipment for all offices in cooperation with Procurement Officer Ramallah, PMs, IT and Finance departments;
• Responsible for ensuring safe storage in locked and secure place of all assets (all assets centralized in Ramallah office and allocated according to needs);
• Responsible for any swoping deals of old material for new ones with local suppliers and for preparation of all necessary documents in cooperation with the IT focal point;

III. Vat exemption follow up

• Responsible for VAT exemption follow up, including communication with procurement officers, communication with suppliers for missing information, correction of documents and follow up with the ministries of pending exemptions;
• Responsible for sending the driver for Ramallah to the MOF every Monday and Wednesday with corrected documents and to request updates on pending exemptions;
• Responsible for updating the VAT exemption tracker on SharePoint and communicating delays to Procurement Officers/PMs;

Premise and Emergency Stock Management:

• Base management – responsible for managing office and GH cleaning, maintenance, office supplies, communication and IT equipment for all bases (in collaboration with the IT focal point;
• Management of all storage premises (warehouse, office, garage etc.). if applicable;
• Manages all logistic needs, including all contractual relations related to base rents, utilities and services for all bases, and is responsible for filing and archiving all logistics related documentation in collaboration with the Procurement Officer Ramallah;
• Ensures that spare keys to guesthouses and offices are kept in a safe place with restricted access and provides new staff with keys;
• Ensures efficient and adequate lodging premises for permanent or visiting staff, including its maintenance and equipment arrangements;
• Ensure that all important contacts and emergency contacts shall be up-to-date and visibly displayed in easy-to-read form on the office information board that is placed in frequently visited office area (at the entrance, in the corridor or in the kitchen) and supervises the Driver/Logistic Assistant Hebron, Driver Ramallah and Procurement and Logistics Assistant for Tubas in doing the same for their bases;
• Ensure that the meeting room is always clean and well-equipped (in addition to the furniture: white board, flip chart, markers, projector, microphone, screen, pack of paper, trash bin, visibly placed wi-fi password for external visitors etc.);
• Ensures that all bases are equipped with first aid kids, emergency equipment and fire extinguishers and keeping an updated inventory thereof;
• Supporting the Procurement Officer Ramallah for proper stock management in Ramallah and field bases;

Coordination and Support

• Supervises directly the Driver in Ramallah and the Driver/ Logistics Assistant in Hebron;
• Supports Country Representatives and Country Management Team with any urgent logistics needs;
• In coordination with Procurement Officer Ramallah, manages for the driver in Ramallah to collect/deliver documents in relevant institutions both in Ramallah and Jerusalem (e.g. Banks, Post Offices, Ministries, Embassies and Consulates, etc.);

Other

• Perform any other duty as required by the Line Manager or Procurement and Logistics Manager;

جميع الحقوق محفوظة لموقع جوبس.

• 3-5 years of experience in relevant position in the humanitarian sector, experience in management of humanitarian logistics and emergency response.
• Ability to quickly adapt, good stress management mechanisms, and ability to work under pressure.
• Ability to handle conflicts, possession of strong interpersonal and intercultural skills, with good communication and negotiation skills in English. Fluency in English is required.
• High capacity for analysis and synthesis, you have proven training and local capacity building experience

Interested qualified candidates should Click on Apply Now no later than 30 July. 2025. COB

Canadidates should send their CVs along with a cover letter to [email protected] 

Noting that CVs, cover letters, and applications must be submitted only in English. 

Any CV that does not clearly list the employer, position, and timeframe (month/year) of experience, and is not in English will be excluded from the application process

WeWorld is an equal opportunity organization and will not allow discrimination based upon age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law. WeWorld has also a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. Safeguarding checks are part of the selection process. WeWorld commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. WeWorld promotes a welcoming, diverse and discrimination- and harassment-free workplace and expects the highest standards of behaviour from all its staff, who are requested to adhere to the principles and behavioural rules defined in the CoEC and the Organisational Policies. The CoEC and all the internal policies can be found here: https://www.weworld.it/en/about-us/transparency