Job Ref: 132-SS
Job Title: Field base Logistics
Manager - South Sudan
Job Type: Contract
Location: South Sudan
Salary: Not disclosed
Description
Job
Title:
Field base Logistics Manager
Job Location: GOAL South Sudan
Length of Position: 1 year (with the first 6 months as probation)
Start Date: November 2013
Job Location: GOAL South Sudan
Length of Position: 1 year (with the first 6 months as probation)
Start Date: November 2013
General Description of the Programme:
GOAL has been working in Sudan since 1985, originally in government controlled areas of Sudan, but from the early 1990s expanding into areas of southern Sudan controlled by the SPLA.
GOAL has been working in Sudan since 1985, originally in government controlled areas of Sudan, but from the early 1990s expanding into areas of southern Sudan controlled by the SPLA.
Initially GOAL’s activities in Southern Sudan took the form
of short term emergency interventions, but 1998, with the opening of a
permanent base in Twic County, Warrap State; saw a move to longer term
interventions although the focus of the intervention remained emergency
response. GOAL South Sudan currently operates programme in Twic County, Warrap
State, Agok in Abyei Administrative Area, Malakal town and the Sobat Corridor
and Maban in Upper Nile State.
GOAL South Sudan interventions have in recent years expanded
to include a more integrated Primary Health Care approach, including, curative
primary health care, based on the management of primary health clinics;
preventative health care including HIV/AIDS messaging, malaria control and
hygiene promotion; nutrition and food security, water and sanitation
engineering and clinic construction/rehabilitation.
Overall Objectives of the position:
To provide all necessary logistical support to enable field project activities to proceed with maximum efficiency while adhering to GOAL’s logistics procedures and to provide full support to Logistics Coordinator.
Overall Objectives of the position:
To provide all necessary logistical support to enable field project activities to proceed with maximum efficiency while adhering to GOAL’s logistics procedures and to provide full support to Logistics Coordinator.
Reporting Lines
The position holder will be reporting to Logistics Coordinator (LC) on all technical issues and logistical systems.
The position holder will be reporting to Logistics Coordinator (LC) on all technical issues and logistical systems.
Key Duties:
• Daily line management of logistics team in Juba.
• Daily logistics supporting arrangements for Juba.
• Daily logistics operations in support of programme objectives.
• Supporting the Field Logistics Managers in other GOAL field sites, including mentoring.
• Daily stock management as per procedures and paper trail described in GOAL Logistics Manual.
• Asset management as per procedures and paper trail described in GOAL Logistics Manual.
• Management of transporting supplies to and from Juba and handling supply chain system in your respective section.
• Daily Vehicle fleet and fuel management as per procedures and paper trail described in GOAL Logistics Manual.
• Daily Generator management as per procedures and paper trail described in GOAL Logistics Manual.
• IT and internet management.
• Communications systems management as per procedures and paper trail described in GOAL Logistics Manual.
• Compound management and security to the best practices and against the needs identified in your location.
• Liaison with local authorities as appropriate for the benefit of GOAL.
• Liaison with external GOAL logistics staff as appropriate.
• Maintain Donation-in-Kind as appropriate.
• Ensure that GOAL logistics procedures as outline in GOAL Logistics Manual are rigorously followed.
• Train and build capacity of local logistics staff members in best practice, GOAL logistics procedures, systems and management.
• Ensure GOAL vehicles, communications equipment and drivers meet GOAL safety and security standards.
• Ensure fire safety and workplace health and safety standards are adhered to.
• Submission of periodical reports to Logistics Coordinator (LC) as outlined in the GOAL Logistics Manual and internal Management reporting system.
• Daily line management of logistics team in Juba.
• Daily logistics supporting arrangements for Juba.
• Daily logistics operations in support of programme objectives.
• Supporting the Field Logistics Managers in other GOAL field sites, including mentoring.
• Daily stock management as per procedures and paper trail described in GOAL Logistics Manual.
• Asset management as per procedures and paper trail described in GOAL Logistics Manual.
• Management of transporting supplies to and from Juba and handling supply chain system in your respective section.
• Daily Vehicle fleet and fuel management as per procedures and paper trail described in GOAL Logistics Manual.
• Daily Generator management as per procedures and paper trail described in GOAL Logistics Manual.
• IT and internet management.
• Communications systems management as per procedures and paper trail described in GOAL Logistics Manual.
• Compound management and security to the best practices and against the needs identified in your location.
• Liaison with local authorities as appropriate for the benefit of GOAL.
• Liaison with external GOAL logistics staff as appropriate.
• Maintain Donation-in-Kind as appropriate.
• Ensure that GOAL logistics procedures as outline in GOAL Logistics Manual are rigorously followed.
• Train and build capacity of local logistics staff members in best practice, GOAL logistics procedures, systems and management.
• Ensure GOAL vehicles, communications equipment and drivers meet GOAL safety and security standards.
• Ensure fire safety and workplace health and safety standards are adhered to.
• Submission of periodical reports to Logistics Coordinator (LC) as outlined in the GOAL Logistics Manual and internal Management reporting system.
Specific Duties on each Logistics Section
I. Transport management:
• To manage all GOAL transport fleet and locally hired vehicles if applicable.
• To supervise Head of Transport and mechanics.
• To co-ordinate with the programme managers to ensure that the transport requirements of programmes are being met.
• To manage all transport requirements including Vehicle log book (VLB) fuel, maintenance, servicing and ensuring that all vehicles are fully equipped with tool kits, First Aid kits, and other relevant equipment for short or long journey.
• Make sure vehicles equipments are maintained as per GOAL logistics manual and GOAL South Sudan specific maintenance schedule and standard and security standards.
• To manage and coordinate all drivers and make regular inspections of vehicles and vehicle logbooks.
• To liaise with and make recommendations to LC with regard to the repair and maintenance of vehicles based on the reports submitted by mechanic.
• To monitor and evaluate drivers’ performance, fuel consumption and vehicle maintenance and repairs.
• To carry out daily weekly and monthly checks on all tools and spares in all GOAL vehicles as well as weekly mechanical checks in cooperation with mechanic.
• To provide monthly evaluation reports on all transport logistics issues to the LC.
• To manage fuel system, including the weekly and monthly transport analysis of the cost and efficiency as per GOAL standard Vehicle Log Book and Fleet summary formats.
• To make sure that there is an efficient system of booking (daily, weekly, late, individual vehicle ) and usage of the vehicles for programs as per GOAL standard tools of vehicles booking and allocation.
• To make sure that all safety and security procedures and measures according to GOAL manual are exercised and those which are specifically required for within South Sudan locations.
• To manage all GOAL transport fleet and locally hired vehicles if applicable.
• To supervise Head of Transport and mechanics.
• To co-ordinate with the programme managers to ensure that the transport requirements of programmes are being met.
• To manage all transport requirements including Vehicle log book (VLB) fuel, maintenance, servicing and ensuring that all vehicles are fully equipped with tool kits, First Aid kits, and other relevant equipment for short or long journey.
• Make sure vehicles equipments are maintained as per GOAL logistics manual and GOAL South Sudan specific maintenance schedule and standard and security standards.
• To manage and coordinate all drivers and make regular inspections of vehicles and vehicle logbooks.
• To liaise with and make recommendations to LC with regard to the repair and maintenance of vehicles based on the reports submitted by mechanic.
• To monitor and evaluate drivers’ performance, fuel consumption and vehicle maintenance and repairs.
• To carry out daily weekly and monthly checks on all tools and spares in all GOAL vehicles as well as weekly mechanical checks in cooperation with mechanic.
• To provide monthly evaluation reports on all transport logistics issues to the LC.
• To manage fuel system, including the weekly and monthly transport analysis of the cost and efficiency as per GOAL standard Vehicle Log Book and Fleet summary formats.
• To make sure that there is an efficient system of booking (daily, weekly, late, individual vehicle ) and usage of the vehicles for programs as per GOAL standard tools of vehicles booking and allocation.
• To make sure that all safety and security procedures and measures according to GOAL manual are exercised and those which are specifically required for within South Sudan locations.
II. Stores and stock management:
• To ensure that all goods received by GOAL are recorded in GOAL standard templates and are stored and handled as per GOAL logistics manual procedures of safety, security, accountability and transparency.
• To ensure that all goods dispatched by GOAL to the final distribution sites, and when in transit through multiple locations are recorded in GOAL standard templates.
• To ensure that all store transaction paper works are kept filed as per GOAL filing system.
• To ensure that all the items stored in the warehouses are recorded in GOAL warehouse papers.
• To supervise weekly and conduct monthly stock taking as per GOAL standards.
• To produce monthly warehouse reports as per GOAL Logistics Manual standards and specific country procedures.
• To manage local store keeper (s).
• To keep up to date records and files on all stocks in soft copy tool of Stock Monitoring Sheet.
• To disseminate store records once a month to all users in your location and to the Country Head Office.
• To prepare, maintain and update the GOAL FAR and submit monthly to LC and Finance department.
• To ensure that all goods received by GOAL are recorded in GOAL standard templates and are stored and handled as per GOAL logistics manual procedures of safety, security, accountability and transparency.
• To ensure that all goods dispatched by GOAL to the final distribution sites, and when in transit through multiple locations are recorded in GOAL standard templates.
• To ensure that all store transaction paper works are kept filed as per GOAL filing system.
• To ensure that all the items stored in the warehouses are recorded in GOAL warehouse papers.
• To supervise weekly and conduct monthly stock taking as per GOAL standards.
• To produce monthly warehouse reports as per GOAL Logistics Manual standards and specific country procedures.
• To manage local store keeper (s).
• To keep up to date records and files on all stocks in soft copy tool of Stock Monitoring Sheet.
• To disseminate store records once a month to all users in your location and to the Country Head Office.
• To prepare, maintain and update the GOAL FAR and submit monthly to LC and Finance department.
III. Procurement management:
• To support all projects within the GOAL programme in the specific location by managing order request forms for local procurements and relaying the requests to the relevant procurement centres.
• To support all projects within the GOAL programme in your location by managing order request forms for external procurements in consultation with LC.
• To liaise with GOAL South Sudan HO and follow up with LC/LO on all orders.
• To ensure that all goods purchased are received by store keeper via goods in docket.
• To negotiate and secure best value and service benefit deals on all local procurement and supply requests based on GOAL logistics criteria.
• To make sure that all works contracts are done according to GOAL Logistics manual and South Sudan labour law.
• To ensure that all purchases are done in line with thresholds, paper works and authorities requirements of GOAL South Sudan Procurement and authorization Chart.
• To manage physical receipt and paper works for donations-in-kind from other donor agencies and relay the documents further to the person in charge in country for DIK management.
• To make sure that all the payments are done by Finance department for local orders are cross checked against the initial procurement and delivery papers.
• To support all projects within the GOAL programme in the specific location by managing order request forms for local procurements and relaying the requests to the relevant procurement centres.
• To support all projects within the GOAL programme in your location by managing order request forms for external procurements in consultation with LC.
• To liaise with GOAL South Sudan HO and follow up with LC/LO on all orders.
• To ensure that all goods purchased are received by store keeper via goods in docket.
• To negotiate and secure best value and service benefit deals on all local procurement and supply requests based on GOAL logistics criteria.
• To make sure that all works contracts are done according to GOAL Logistics manual and South Sudan labour law.
• To ensure that all purchases are done in line with thresholds, paper works and authorities requirements of GOAL South Sudan Procurement and authorization Chart.
• To manage physical receipt and paper works for donations-in-kind from other donor agencies and relay the documents further to the person in charge in country for DIK management.
• To make sure that all the payments are done by Finance department for local orders are cross checked against the initial procurement and delivery papers.
IV. Communication:
• To liaise and update communication plans as per the instruction from LC.
• To manage daily all the issues related to issuance, location, usage, return of all communication systems in place (HF, VHF, Mobile phones, satellite telephones VSAT and any other communication equipments in your location.
• To update the contact list and update the country office on same on monthly basis.
• To make sure that systems being used adequate for the purpose intended and cost-effective and in accordance with Country Communication Plan and Procedures.
• To ensure that the cost of communication is checked monthly and if needed appropriate measures on making the communication cost effective are recommended to LC.
• To maintain and supervise in conjunction with Radio Operator (RO) daily personnel movement board and all the security and procedural calls are followed.
• Monitor security check-in procedures and ensure that the standards of communication hardware and the usage of all communication units in country are done as per Country Communication Plan and Procedures.
• To liaise and update communication plans as per the instruction from LC.
• To manage daily all the issues related to issuance, location, usage, return of all communication systems in place (HF, VHF, Mobile phones, satellite telephones VSAT and any other communication equipments in your location.
• To update the contact list and update the country office on same on monthly basis.
• To make sure that systems being used adequate for the purpose intended and cost-effective and in accordance with Country Communication Plan and Procedures.
• To ensure that the cost of communication is checked monthly and if needed appropriate measures on making the communication cost effective are recommended to LC.
• To maintain and supervise in conjunction with Radio Operator (RO) daily personnel movement board and all the security and procedural calls are followed.
• Monitor security check-in procedures and ensure that the standards of communication hardware and the usage of all communication units in country are done as per Country Communication Plan and Procedures.
V. IT and Power
• As GOAL field offices currently mains power supply is only from generator internal power procedures and policies on generator power usage should be strictly adhered and respected.
• To provide regular maintenance and service in accordance with generator manual and working condition of the area
• To strictly maintain generators daily and monthly log books.
• To ensure that individual generator log books are completed properly and all the costs associated to maintenance, repair and running a generator are in place and practiced.
• To compile an individual generator monthly summary sheet and Annual Generator report as per the schedule established by LC and report on this to HO.
• To follow GOAL South Sudan Standards on IT and Office equipment.
• To follow the GOAL South Sudan Power Guidelines.
• As GOAL field offices currently mains power supply is only from generator internal power procedures and policies on generator power usage should be strictly adhered and respected.
• To provide regular maintenance and service in accordance with generator manual and working condition of the area
• To strictly maintain generators daily and monthly log books.
• To ensure that individual generator log books are completed properly and all the costs associated to maintenance, repair and running a generator are in place and practiced.
• To compile an individual generator monthly summary sheet and Annual Generator report as per the schedule established by LC and report on this to HO.
• To follow GOAL South Sudan Standards on IT and Office equipment.
• To follow the GOAL South Sudan Power Guidelines.
VI. Personnel
• To manage and instruct all GOAL logistics personnel under your responsibility.
• To coach other FLM’s in the field and support their development.
• Manage performance evaluation for staff under supervision on six monthly bases.
• To arrange hiring of casual labour as required or delegate same but supervise to Compound Manager.
• To supervise hiring of casual skill labour for any maintenance and hardware job in the compound and sub-base.
• To maintain and update adequate Job Descriptions for all logistics staff in liaison with HR/Admin Officer.
• To liaise with HR/Admin Officer in recruiting and discipline procedures of the staff in accordance with GOAL HR policy and South Sudan Labour Law.
• To introduce, manage and supervise on ongoing basis the staff management tool “Logistics Tasks Distribution List and Timesheet Analysis”. Based on the results and indicators of this document recommend to HR when the department is under or overstaffed and when certain modifications and changed need to be brought into the logistics department and its staff.
• To manage and instruct all GOAL logistics personnel under your responsibility.
• To coach other FLM’s in the field and support their development.
• Manage performance evaluation for staff under supervision on six monthly bases.
• To arrange hiring of casual labour as required or delegate same but supervise to Compound Manager.
• To supervise hiring of casual skill labour for any maintenance and hardware job in the compound and sub-base.
• To maintain and update adequate Job Descriptions for all logistics staff in liaison with HR/Admin Officer.
• To liaise with HR/Admin Officer in recruiting and discipline procedures of the staff in accordance with GOAL HR policy and South Sudan Labour Law.
• To introduce, manage and supervise on ongoing basis the staff management tool “Logistics Tasks Distribution List and Timesheet Analysis”. Based on the results and indicators of this document recommend to HR when the department is under or overstaffed and when certain modifications and changed need to be brought into the logistics department and its staff.
