JOB DESCRIPTION. Department: Operations Length of contract: 3 months. Travel involved: N/A Child safeguarding level: TBD

Transcription

1 JOB DESCRIPTION Job title: Logistics Officer Fleet & Transport Location: Juba Department: Operations Length of contract: 3 months Role type: National Grade: 6 Travel involved: N/A Child safeguarding level: TBD Reporting to: Line manager: Logistics Officer Fleet & Transport Direct reports: Drivers Dotted line manager: Organisational background Established in 2003, Malaria Consortium is one of the world s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions. We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence. Our areas of expertise include: disease prevention, diagnosis and treatment disease control and elimination systems strengthening research, monitoring and evaluation leading to best practice behaviour change communication national and international advocacy and policy development Country and project background Malaria Consortium s programmes in South Sudan currently focus on three interconnected themes implemented through four offices in four States of South Sudan. The programmatic themes are childhood illnesses, neglected tropical diseases (NTD), and health systems strengthening. The work on 1

2 childhood illnesses has a strong emphasis on integrated Community Case Management (iccm) for treatment of malaria, pneumonia, diarrhoea and acute malnutrition. Campaign and routine distribution of Long Lasting Insecticidal Nets and health education complement the case management of childhood illnesses. Health Systems Strengthening work ranges from developing the Ministry of Health (MoH) evidence base and supporting them to draft new guidelines and strategies to supporting State MoH and County Health Departments as they develop routine Health Information Systems (HIS) or begin implementing planning and budgeting processes. Malaria Cosnortium has planned to conduct Mass Drug Administration in Juba, Tarekeka & Morobo Counties. Job purpose The Logistics Officer will assist the Logistics Manager in overseeing the logistics functions of the new Malaria Consortium base in Juba and Aweil Town, Northern Bahr el Ghazal and will travel. Scope of work The Field Logistics Manager will oversee the procurement of goods and services, manage the vehicle fleet, organise staff trainings and manage security information and planning. Key working relationships The Logistics Officer will work closely with logistics Manager and Operations Coordinator in supporting departments by facilitating and implementing procurement, movement of goods and staff with Juba. Key accountabilities While the Logistics officer has overall responsibility for all the functions listed below many of the day to day functions will be implemented through oversight and support provided to the relevant members of the local Logistics team. Where possible these oversight functions have been indicated clearly. 1. Systems and Procedures Work with Logistics Co-ordinator and Operations Co-ordinator to ensure systems and procedures are adhered to, reviewed, and updated as appropriate Identify gaps in existing systems where further guidance or standardisation is required and establish a process for filling these gaps 2. Office/ Accommodation/ Fleet Management Support the Juba Base Management, oversee base setup and maintenance ensuring the smooth running of offices and guest houses including power supply, water systems, equipment maintenance, and compound 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. 2

3 Support local logistics staff to ensure effective use of vehicle logs, fuel logs, generator logs and the safe and efficient operation of related equipment Working with local logistics staff to ensure the maintenance the vehicle fleet and ensure that vehicles are adequately equipped with safety and emergency supplies, communications equipment, and are well maintained Ensure regular fuel analysis is completed. On completion review the fuel analysis to ensure good financial control 3. Administrative and Management Ensure necessary records are being generated and filed for equipment maintenance, asset inventory records, track asset use, and stock management Directly line manages support staff within the logistics team including logistics assistants, drivers, and guards The Logistics Officer Fleet and Transport will be responsible for making scheduled evaluations as well as training and coaching as necessary Provide input into new funding proposals for the continuation and extension of Malaria Consortium s activities Generate monthly logistic reports, which will include the summarised data on fuel consumption, procurement tracking report, full stock tally, critical stock depletion, and other logistic and security matters Insure that timesheets for all logistics staff are prepared 4. Procurement and Supply Management Manage local and procurement according to Malaria Consortium Policies and Guidelines Track procurements including cargo movements and monitoring of supply pipeline to ensure more timely deliveries Oversee stock management system Implement systems to monitor project consumption of drugs and medical supplies (through good stock management); avoid theft, and implement required extra security measures for storage of sensitive drugs and medical supplies 5. Security and Communications Lead the regular review of security management plans with support from the Operations Coordinator Track security risks; map security incidents Assist in the recruitment of local logistics staff, including and not limited to the following positions, transport, stores officers, drivers and support staff Ensure security procedures are adhered to by national and international staff Ensure that the MC has adequate communications equipment, trained staff and correct adherence and radio use 3

4 Supervise movement security plans and ensure good call-back / contact schedule, alert thresholds, and maintain close communication with local teams in the field Help provide training and awareness and help to facilitate security consultancy reviews and support visits 6. Programmatic Provide required logistical support for programme staff including assistance with budgeting Provide logistical advice and support to logistically heavy programme activities such as Long Lasting Insecticidal Net distributions and disease mapping Attend relevant local logistic coordination meetings Other relevant tasks as required Person specification Qualifications and experience: Essential Minimum 3 years of field experience in logistics supporting INGO operations in a developing country Experience in base set up essential Experience in management and/or oversight of warehousing, assets, communications, fleet, and base management Experience working and living in insecure environments Experience in team management Strong initiative, leadership skills and ability to work well in a dynamic international team Excellent written and spoken English Strong computer skills particularly Microsoft Office Requires minimal supervision; creative problem solving Desirable South Sudan experiences a distinct advantage Diploma or Degree in a specialisation related to logistics, engineering or business administration Knowledge of project management and project cycles Basic bookkeeping knowledge Work-based skills: Essential Honesty and transparency in dealing within the organization and with outside parties Attention to detail and careful in executing the work to be done 4

5 Flexible, with the ability to work both as an individual and as a team member under stress in harsh environments Actively seeks solutions and proposes options for action planning to resolve issues Sense of responsibility and sense of community with the teams being supported South Sudanese National only Desirable Positive attitude Energetic and interested Core competencies: Delivering Quality results LEVEL B - Takes on pieces of work when required and demonstrates excellent project management skills Shows a flexible approach to taking on additional work / responsibilities when needed to achieve results Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements) Makes clear and timely decisions within remit of own role Analysis and use of information LEVEL B - Uses evidence to support work Identifies and uses various sources of evidence and feedback to support outputs Uses evidence to evaluate policies, projects and programmes Identifies links between events and information identifying trends, issues and risks Ensures systems are in place to address organisation needs Interpersonal and communications LEVEL B - Fosters two-way communication Recalls others main points and takes them into account in own communication Checks own understanding of others communication by asking questions Maintains constructive, open and consistent communication with others Resolves minor misunderstandings and conflicts effectively Collaboration and partnering LEVEL B - Collaborates effectively across teams Proactive in providing and seeking support from expert colleagues Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution Proactive in building a rapport with a diverse range of people Leading and motivating people LEVEL B - Manages own development and seeks opportunities Actively manages own development and performance positively Learns lessons from successes and failures 5

6 Seeks and explores opportunities within Malaria Consortium which develop skills and expertise Flexibility/ adaptability LEVEL B - Remains professional under external pressure Able to adapt to changing situations effortlessly Remains constructive and positive under stress and able to tolerate difficult situations and environments Plans, prioritises and performs tasks well under pressure Learns from own successes / mistakes Living the values LEVEL B - Promotes Malaria Consortium values amongst peers Shows a readiness to promote Malaria Consortium s values amongst peers Promotes ethical and professional behaviour in line with Malaria Consortium s values Strategic planning and thinking and sector awareness LEVEL B - Is aware of others activities and vice versa in planning activities Takes account of team members and others workload when planning Maintains awareness of impact on other parts of the organisation, keeping abreast of other s activities, objectives, commitments and needs Has a good understanding of the sector in which Malaria Consortium works 6