JOB SUMMARY:
The Logistics Coordinator is the senior logistics
appointment in the Relief International (RI) South Sudan Program and is
responsible for, and accountable for, the delivery of all logistics and supply
chain related activities in accordance with Relief International Logistics
policies and procedures. Fundamental to this role is the ability to manage and
motivate RI logistics team and engage with other RI staff in country, external
contractors and organizations therefore Logistics Coordinator is required to
have the skills to communicate clearly verbally and in writing, plan for and
deliver quality presentations and training, and produce timely written reports.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Logistics Operations
· Provide
the technical oversight, input and supervision to coordinate the staff support
to, delivery of, and implementation of, all logistics support systems according
to RI Logistics policies and procedures.
· Provide
planning support and advice to those making a procurement request, then process
and manage the procurement process (either locally or internationally) in
accordance with RI policies and procedures, in a transparent, accountable,
efficient and cost effective manner.
· Ensure
that local market surveys are regularly carried out, to ensure a full knowledge
of the availability and price of local items. Ensure that all procurements are
tracked and recorded to identify items that should be part of a pre-approved
tender process, and ensure that open and free competition for procurements is
adhered too.
· Actively
engage with freight forwarding agencies, freight handling/clearance agents, and
local Customs, to ensure that cargo is managed at all points of the supply
chain, and that all tracking and reporting deadlines are met.
· Proactively
coordinate and direct the management and tracking of all project supplies,
equipment, materiel and food in transit, through its receipt, storage, and
onward distribution to include the locating and negotiating contracting for
storage/warehousing that is secure, well-maintained, and meets standard
warehousing operation & working practice requirements.
· Capture
pipeline information, and coordinate the management of the supply chain
ensuring that Program staff is well-informed and well-prepared for incoming goods
and materiel. Ensure timely reporting on stock status, to help Program staff
with planning of stock replenishment and that tracking through to end-user has
occurred. And/or advise and support Program staff to verify that distribution
has occurred according to the intentions and plans of the donors, RI , and
project partners.
· Supervise
and coordinate all matters logistics relating to transport and fuel management,
to ensure that vehicles are insured, asset managed correctly, being driven
safely, maintained appropriately, damages are reported, and ensure that
vehicles internal equipment (tools, comms etc) are complete and serviceable;
and that usage of fuel is correctly supervised, and logged and recorded.
· Liaise
with security personnel on security-related transport issues, such as booking
in/out, satcomms, radios etc.
Supervise and coordinate all matters logistics regarding satellite communications and radio communications to ensure that equipments are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately.
Supervise and coordinate all matters logistics regarding satellite communications and radio communications to ensure that equipments are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately.
· Capture,
plan and regularly update preparedness reporting for the logistic systems in
place under RI South Sudan program to include a current Logistic Concept of
Operations. Plan to ensure that logistic systems are robust and flexible enough
to cope if a crisis occurs by making thorough assessments of airports,
transport available, warehousing, access routes, fuel availability, field comms
issues, staffing challenges, training required etc. Raising issues though
senior management as required.
· Maintain
accurate filing systems, with documented and supported records of action for
audit purposes, and submit weekly and monthly logistics reports to the
in-country management team, and Global logistics pursuant with RI
policies and procedures.
· Be
flexible and manage the time accordingly, to be prepared to tackle other tasks
commensurate with the role, and level of experience, at short notice.
Compliance
· Ensure
compliance with RI policies and procedures, donor regulations and local laws.
· Ensure
that the procurement and disposal of commodities, especially those subject to
US Export Compliance regulations, are in line with applicable licenses and are
properly documented.
· Ensure
that vendor eligibility screening is carried out in a timely fashion, updated
regularly, and, recorded appropriately.
Human Resources
· Manage
all staff within logistics department with integrity and foresight, and in
accordance with HR procedures and policies to ensure that they maintain the
highest standards of accountability and professionalism.
· Make
frequent site visits to where staff supervised by you are working, to ensure
that the appropriate care and support is being offered. Ensure that staff
supervised by you are evaluated regularly, trained and/or mentored in a
structured accountable manner, and written records of such are retained.
· Oversee
the recruitment, selection and performance of logistics staff, as required.
Training/ Capacity Building
· Advocate
and plan for professional development for expat and national staff
· Determine
training needs for staff supervised by you.
· Coordinate
the delivery of training for national staff to increase their responsibilities
in order to build capacity, and ensure sustainability of programs
Working Relationships
· Proactively
engage with the Country Director and key staff (Program, Finance, Adm. etc..)
on all matters logistic to ensure that programmatic and project planning
incorporates sufficient funding for logistical staff and logistical support
mechanisms.
· Proactively
engage on a regular basis with regional RI logistics teams, and logistics
coordinators from other organizations to ensure appropriate links for
interagency logistics coordination.
· Proactively
engage with donors, local government, project partners, UN agencies and other
non-governmental organizations in order to plan, organize, and schedule
distribution of goods and materiel as, well as to ensure adequate information
sharing, address common concerns/problems and seek solutions.
Representation
· Represent
RI in a positive and professional manner contributing to the creation of
a positive image and overall credibility of the organization, notably through
the application of RI ’s mandate, ethics, values and stand-point with regard to
other actors
Security
· Act
as Security Focal Point and ensure the application of, and compliance
with, security protocols and policies of RI.
SKILLS AND REQUIREMENTS
· Evidence
of practical experience in logistics management within the field of supply
chain management (procurement, tendering, contracting, clearance, transport,
warehousing, etc.) fleet management and asset management, distribution support.
· Proven
record of experience of the management of logistics at a coordination level.
· Evidence
of 3 to 4 field deployments under humanitarian emergency and
international deployments; each deployment is minimum 12 weeks in
length.
· Experience
with donor specific procedures.
· It is
desirable that experience is supported by study by academic study, such as
completion of the Certification in Humanitarian Logistics.
· Prior
experience of logistics software solutions (desired).
· Experience
of the management of budgets and the ability to prepare timely, complete and
accurate reports.
· Evidence
of the ability to plan for, and conduct training in all areas of logistics for
national and international staff (suitable to staff knowledge level).
· Strong
organizational and problem-solving skills with analytic approach
· Strong
interpersonal, management and leadership skills
· Ability
to work in participatory manner with staff to assess needs, implement and
monitor activities
· Ability
to integrate and work well within multiethnic and multicultural teams
· Ability
to work in harsh conditions, often in remote areas.
· Strong
negotiation, interpersonal and organization skills
· Valid
driving license
· Proficiency
with MS Word and Excel (minimum requirement).
· Language
Skills:
· Ability
to read, write, analyze and interpret, technical and non-technical in the
English language
· Ability
to effectively present information and respond appropriately to questions.
Conditions:
· Must
be able to travel.
· Must
be able to work in austere environments and lift, minimum, 45 pounds.
