Field Base Logistics Manager

Job Ref: 146 -SS

Job Title: Field base Logistics Manager

Job Type: Contract

Location: Twic, 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)

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.

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, Warap 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, Warap State, Kurmuk, Blue Nile State, Malacal town and the Sobat Corridor 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 Area Coordinator.

Reporting Lines
The position holder will be reporting to Area Coordinator (AC) and Logistics Coordinator (LC) will provide technical support.

Key Duties:
• Daily line management of logistics team in your location;
• Daily logistics supporting arrangements and procedural actions for projects;
• Daily logistics operations in support of programme objectives;
• Support the Procurement officer in procurement from local suppliers or elsewhere as appropriate;
• Ensure the daily stock management as per procedures and the GOAL Logistics Manual;
• Ensure the asset management as per GOAL policies and procedures and reporting all changes, damage/losses and change of location to the Log Co;
• Management of transporting supplies to and from your location and handling supply chain system in your respective section;
• Daily Vehicle fleet and fuel management as per GOAL Logistics Manual, local requirements;
• Daily Generator management as per GOAL Logistics Manual;
• Ensure that the site has the appropriate IT and internet support through the ACDS and IT in Juba;
• Communications systems management as per GOAL Logistics Manual;
• Ensure the Compound management and in accordance with GOAL security protocols;
• Liaison with local authorities as appropriate for the benefit of GOAL;
• Liaison with GOAL logistics staff in other sites  as appropriate;
• Maintain Donation-in-Kind  documentatyion and submit the paperwork monthly to the Logs CoEnsure that GOAL logistics policies and 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) and Area Coordinator (AC) as outlined in the GOAL Logistics Manual and internal Management reporting system;

Specific Duties on each Logistics Section

I. Transport management:
• Responsible for 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;
•  Ensure that  vehicle 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 AC and 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 AC/,LC and Juba FLM;
• 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 ensure 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 ensure 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;

III. Procurement management:
• To maintain good working relationship with all programme management and field staff to ensure that procurement needs of the programme are being met in timely manner within GOAL procurement procedures;
• 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 maintain Procurement Delivery Tracking Sheet for all purchases and delivery of them to the store and to the beneficiaries on daily basis
• 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 update and maintain local vendor lists as per GOAL standards;
• To update and maintain local price lists as per GOAL price list template;
• 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 and AC;
• 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  communicate changes to the country office;
• To make sure that systems being used are 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 AC and 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;
• 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 ensure that staff are taking back up of their important documents on daily/weekly bases;
• 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;
• 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;

Requirements:

Essential:

- At least 3 year’s experience logistics or related field with an international NGO in a field environment;
- Proven management ability to lead, motivate and develop staff;
- Appropriate skills and experience in the capacity building and training of national staff and partners essential;
- Ability to lead a multicultural team;
- Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions;
- Understanding and acceptance of the varying standards required and the problems inherent within the context of work in a developing country;
- Strong computer skills in Microsoft packages, including Excel, Word, and Outlook (particular emphasis on Excel);
- Excellent report writing skills;
- Committed team player;

Desirable:

- Qualification in Logistics/Supply Chain Management;
- Understanding of budget development and monitoring;
- Experience in logistics for the support of humanitarian, recovery as well as development programmes;

This Job Description only serves as a guide for the position available.  GOAL reserves the right to change this document.

Click here to apply