JOB DESCRIPTION. Field Logistics Manager

Transcription

1 Job Title: Department: Reports To: Direct Reports: Field Logistics Manager Operations Area Coordinator JOB DESCRIPTION (3) Logistics Officers (Fleet, Warehouse, and Health Commodities) Indirect Reports: (3) Logistics Assistants (Fleet, Warehouse, and Health Commodities), (14) Drivers; (4) Cleaners, (2) Mechanics Organisational Background: Malaria Consortium is one of the world's leading non-profit organisations dedicated to the comprehensive control of malaria and other communicable diseases in Africa and Southeast Asia. Malaria Consortium works with communities, government and non-government agencies, academic institutions, and local and international organisations, to ensure good evidence supports delivery of effective services, providing technical support for monitoring and evaluation of programmes and activities for evidence-based decision-making and strategic planning. The organisation works to improve not only the health of the individual, but also the capacity of national health systems, which helps relieve poverty and support improved economic prosperity. Country and Project Background: In addition to our malaria control work our five core programmes in South Sudan are; the provision of community level treatment for childhood diseases for diarrhoea, pneumonia and malaria through integrated Community Case Management (iccm); nutrition for Children Under Five, including emergency nutrition and SMART surveys; Health Systems Strengthening including HMIS and IECHC training at County Health Department level; LLIN continuous distribution pilot study and the recently concluded operational research and support for mass drug administration on Neglected Tropical Diseases. We also work with the MoH on policy and guideline development. We have an office in Juba and a large sub office in Aweil, Northern Bar el Ghazal. We have additional programs in Central Equatoria that are run out from the Juba office with frequent travel to Yei. Currently the South Sudan office runs nine grants with approximately 100 staff and has a projected income of 3m for the 2013/14 financial year. Job Purpose To support the Aweil office, field teams, and sub offices to ensure correct goods and services are delivered to the correct place at the correct time. Manage the Aweil Logistics Department and create a supportive and efficient environment to enable programme activities. Last Updated 13 March 2014 Page 1 of 5

2 Key Accountabilities Leadership Implement standard Malaria Consortium Logistics Policies and Procedures, taking into account donor and host government requirements, across all Malaria Consortium operational areas in Northern Bar el Ghazal Identify areas of improvement in the organisation of logistics, and work with the CMT and local logistics teams to implement them Coordinate with the operations coordinator and logistics manager in Juba to facilitate logistical support for Northern Bar el Ghazal operations Coordinate throughout the area of operations with government, UN, and NGO partners on logistics-related issues to ensure the most efficient and up-to-date implementation of logistical support is taking place Program Support Work closely with program staff and field based Logistics staff to ensure that they receive full logistical support for effective implementation of their activities Provide logistical advice and support to logistically heavy programme activities such as Long Lasting Insecticidal Net distributions and disease mapping Provide input into new funding proposals for the continuation and extension of Malaria Consortium s activities Reporting Coordinate the production and review of accurate reports on a weekly, monthly, quarterly and annual basis as requested by the Operations Coordinator, including but not limited to: Procurement tracking report for program and operations staff (monthly) Fuel consumption reports for operations and finance analysis (monthly) Updated Fixed Asset Register (quarterly) Stock Report including monthly stock check (monthly) Submit all reports to the logistics manager in Juba for consolidation with national reports and feedback on country-level support requests Procurement & Supply Chain Maintain a high quality procurement system, which is accountable, transparent and compliant with Malaria Consortium Policy and donor requirements through strict supervision of all procurement. Work closely with the Operations Coordinator and Program Staff to develop and implement procurement and distribution plans for all programs Through a transparent and competitive process, establish and maintain a pre-qualified supplier database and long term contracts / framework agreements, as well as a regularly updated price list for different categories of materials and services Track procurements including cargo movements and monitoring of supply pipeline to ensure more timely deliveries Coordinate extensively with the logistics manager in Juba for procurement and supply chain taking place Last Updated 13 March 2014 Page 2 of 5

3 at the national or international level for Northern Bar el Ghazal Security Lead the regular review of security management plans for Northern Bar el Ghazal with support from the Area Coordinator and Operations Coordinator In collaboration with security partners in the area, track security risks, map security incidents and share analysis on a timely basis with the Area Coordinator and Operations Coordinator Participate in the development, review, and implementation of Local Security Plans Act as Security Focal Point for the organisation when delegated by the Area Coordinator, report any situations that could affect operations, and provide guidance to staff as required Represent Malaria Consortium at security meetings as necessary, sending notes to the Area Coordinator, Operations Coordinator, and CD on the same day of the meeting Write and submit incident reports for every major security act that may have direct or indirect impact on Malaria Consortium staff, assets or projects within 24h of the incident Work directly with the security guard company to ensure the contract terms are respected, with properly equipped guards on duty and alert at all times Ensure security procedures are adhered to by national and international staff and that reporting of failure to adhere to security guidelines is timely and actionable Help provide training and awareness and help to facilitate security consultancy reviews and support visits Warehouse and Assets Ensure that all stocks and assets are received, registered, and dispatched in an efficient and accountable manner according to Malaria Consortium procedures. Maintain an accurate and timely filing system so that all goods received and dispatched are thoroughly accounted for to the most rigorous standards Carry out monthly stock checks to verify the accuracy of stock reports and supporting documentation Ensure the implementation of the MC warehouse policy by putting in place all the necessary documentation as indicated by the manual. Implement systems to monitor project consumption of medicines and supplies; deter theft, and implement required extra security measures for storage of sensitive drugs and medical supplies according to best practice Support strategic planning of asset replenishment with the Operations Coordinator through a proper asset replenishment plan Fleet Ensure fleet requirement planning are identified in coordination with programmes and operations staff and implemented as efficiently as possible with available resources Oversee safe operation of the fleet through driver selection, supervision, and training Working with local logistics staff to ensure high quality, timely maintenance of the vehicle and generator fleet, and ensure that vehicles are adequately equipped with safety and emergency supplies and communications equipment Ensure appropriate use of the vehicles by all staff, ensuring that all staff understand transport safety Last Updated 13 March 2014 Page 3 of 5

4 policies (use of seatbelts, etc.) and that regular checks are done Supervise movement security plans and ensure good call-back / contact schedule, alert thresholds, and maintain close communication with local teams in the field Ensure steady supplies of spare parts are readily available Train local logistics staff and provide effective oversight to ensure the maintenance of the vehicle scheduling system including daily movement board, monthly event calendar, trip authorization, etc. Support local logistics staff to ensure effective use of vehicle logs, fuel logs, generator logs and the safe and efficient operation of related equipment Ensure regular fuel analysis is completed and reviewed to ensure good financial control IT / Communications Responsible for the appropriate selection, installation, use and maintenance of equipment in Information Technology, Communications, Mechanics & Electricity Ensure that the MC has adequate communications equipment, trained staff and correct adherence and radio use Human Resources Lead the recruitment of local logistics staff Management and technical supervision of all Northern Bar el Ghazal logistics staff in accordance with HR policies and procedures, including performance management, timesheets, leave policies and disciplinary measures Responsible for the capacity building and training of all logistics staff Responsible for appraisals, objective setting and staff professional development of those you directly line manage Last Updated 13 March 2014 Page 4 of 5

5 Person Specification Qualifications and Experience: Essential Strong experience in logistics supporting INGO operations in a developing country Good experience as a senior logistician Experience in management and/or oversight of warehousing, assets, communications, fleet, and base management Experience with local and international procurement Financial management experience Experience in personnel management Experience with international NGO, with focus on logistics and security management; Experience of working in insecure locations / humanitarian environment; Degree in logistics related discipline Desirable: Experience of working in North / South Sudan Knowledge of project management and project cycles Work Based Skills and Competencies: Essential: Initiative and leadership skills Ability to work well with diverse teams Strong computer skills, particularly Microsoft Office Requires minimal supervision; shows creative problem solving Understanding of procurement procedures and can demonstrate examples of putting these procedures into practice Strong organisational and personal time management skills Can demonstrate ability to prioritize Flexible and able to adapt to a quickly changing environment by applying knowledge and experience to solve unforeseen and unexpected problems Attention to detail and procedural correctness Energetic with a positive attitude OTHER KEY INFORMATION Length of Contract: 12 months Location: Aweil, Northern Bar el Ghazal, South Sudan Travel: Up to 30% travel (field sites across Northern Bar el Ghazal) Post: International or National Last Updated 13 March 2014 Page 5 of 5