Logistics, Fleet and Office Assistant

HALO has been present in Libya since November 2018. Drawing on over 30 years of global mechanical clearance experience, HALO has introduced specialised equipment and skills to systematically clear contaminated rubble and collapsed structures across impacted areas.

Operating under permit No. 020 from the Civil Society Commission, HALO conducts mine action, explosive ordnance detection, and clearance operations in close cooperation with official national authorities, primarily represented by the Libyan Mine Action Centre (LibMAC).

The Logistics, Fleet, and Office Assistant will be a member of HALO’s Misrata-based procurement and logistics team that provides support to HALO Libya’s operations in both Western and Eastern Libya. They will be responsible for supporting the team with procurement, logistics and office management in line with HALO’s policies and procedures.

This role will support the team daily as directed and will be responsible for managing departmental files and administration, supporting the logistics and procurement process in line with HALO policies, and ensuring that the programme’s fleet of vehicles and mechanical assets are maintained. The role will also include stockroom work, market research, and liaison with suppliers and service providers.

This role also presents an opportunity for the individual to receive training in all areas of HALO’s logistics operations, enabling potential future development within HALO. They will form part of a small Misrata-based team and will be expected to work autonomously at times. There will be a requirement to travel to other areas of Libya, including but not limited to Sirte, Benghazi and Tripoli.

·         Logistics & Fleet Support: Carrying out and coordinating day-to-day office, supply, and fleet management activities under the direct supervision of the Logistics Manager.

·         Procedural Compliance: Supporting daily operations in line with HALO’s standard operating procedures, policies, and internal controls, with guidance from the Logistics Manager.

·         Reporting & Information Sharing: Liaison and coordination across departments (such as Operations and Finance) to ensure efficient support for programme requirements and smooth information flow.

• Day-to-day organisation of the programme stores and stockrooms.
• Receive, check, record, label, and store incoming goods and equipment.
• Issue PPE, operational equipment, consumables, spare parts, and other supplies while maintaining required records.
• Maintain accurate stock records and inventory trackers.
• Conduct routine stock counts and identify/report discrepancies.
• Monitor stock levels and flag replenishment requirements in advance.
• Maintain proper documentation for goods received, issued, transferred, and returned.
• Ensure stores remain organised and equipment/supplies are properly stored and traceable.

• Act as the day-to-day Logistics focal point for routine requirements from Operations Team.
• Receive, record, and track operational requirements through to completion.
• Check stock availability and identify items requiring procurement.
• Liaise with the Operations Team to confirm specifications, quantities, priorities, and required dates.
• Prepare and issue equipment, PPE, consumables, spare parts, and other supplies for operational activities.
• Coordinate routine movement and delivery of equipment and supplies.
• Follow up outstanding requirements and provide regular status updates.
• Work with Operations to identify upcoming requirements in advance and minimise last-minute requests.
• Flag shortages, delays, or other issues requiring further action.

• Support routine procurement from receipt of the requirement through to delivery.
• Conduct market research and identify suitable suppliers.
• Request, collect, and follow up quotations in line with HALO procedures.
• Prepare quotation comparisons and supporting procurement documentation.
• Maintain an up-to-date procurement tracker.
• Follow up approved orders with suppliers and monitor delivery dates.
• Coordinate collection and receipt of purchased goods, checking them against approved specifications and quantities.
• Obtain and maintain invoices, delivery notes, receipts, and other supporting documents.
• Ensure items for stores are recorded in the inventory before being issued.
• Maintain complete, well-organised procurement files and flag supplier issues, price changes, or delays.
• Action international freight movements alongside Finance, Logistics, and Operations in line with standard operating procedures.
• Ensure activities comply with HALO policies, procurement committee guidance, donor guidelines, and relevant regulations while maintaining internal controls (e.g., approval workflows, segregation of duties).

• Maintain fleet servicing and maintenance schedules.
• Monitor mileage/service dates and upcoming maintenance requirements.
• Record reported vehicle defects and coordinate routine servicing and repairs.
• Consult with workshops and follow up vehicles and mechanical assets while under maintenance.
• Monitor vehicle documentation and upcoming registration/inspection requirements.
• Follow up routine vehicle checks and reported defects.
• Maintain records for tyres, batteries, spare parts, lubricants, and other fleet consumables.
• Support fuel stock and consumption records.
• Maintain an up-to-date overview of vehicle availability and outstanding maintenance.
• Translates during meetings with external actors when needed.

• Coordinate routine office and facility maintenance requirements.
• Consult with and follow up relevant service providers and contractors.
• Monitor electricity, internet, generator fuel, and office consumable requirements.
• Coordinate routine generator servicing and maintain associated records.
• Follow up approved minor repairs and maintenance.
• Support routine guesthouse/ accommodation maintenance where required.
• Maintain trackers for recurring services, maintenance, and renewal/expiry dates.
• Coordinate routine office deliveries and collections.

Knowledge and experience of logistics processes and software.

Experience of international purchases, freight, and imports into Libya.

Understanding of legal, regulatory, and tax considerations for national and international purchases.

Confident working independently and as part of a small team, taking responsibility for day-to-day logistics.

Excellent working knowledge of Microsoft Office, including Excel.

Ability to communicate effectively with colleagues, suppliers, drivers, and external partners.

Knowledge of financial systems and processes including purchase orders, budgets, payment systems, and processes.

Ability to work within strict standard operating procedures to ensure full transparency of purchases, supplier relationships, and financial accountability.

Experience managing stock, supplies, equipment, or inventory records.

Experience placing orders and liaising with suppliers, contractors, and service providers.

Experience maintaining accurate records, spreadsheets, invoices, purchase orders, and delivery documentation.

Experience with international purchases, freight, and imports into Libya.

Excellent organisational skills

Strong IT skills, including excel

Microsoft Office Suite