LOGISTICS MANAGER JOB DESCRIPTION

Transcription

1 LOGISTICS MANAGER JOB DESCRIPTION Preliminary Job Information Job Title Country and Base of posting Reports to Duration of Mission Logistics Manager Cox s Bazar Bangladesh Cox s Bazar Field Coordinator 3 months General information Context Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilian victims of marginalization and exclusion, or those hit by natural disasters, wars and economic collapses by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The association leads in average 190 projects a year in the following sectors of intervention: Food Security, Health, Nutrition, Construction and Rehabilitation of infrastructures, Water, Sanitation, Hygiene and Economic Recovery. PUI is providing assistance to around 5 million people in 22 countries across Africa, Asia, the Middle East, Eastern Europe and France. Crisis context : Bangladesh has been the second theatre of the Rohingya crisis for more than 30 years. The Muslim minority has faced decades of repression and discrimination in its home country Myanmar/Burma, precisely in the north of Rakhine State, resulting in many of its members seeking refuge in neighbouring Bangladesh, in the southern region of Cox s Bazar. Since the events of the 25th of August 2017, over 700,000 Rohingya crossed the border from Myanmar to Bangladesh, making it the world s fastest developing refugee emergency. As of mid-october, there were more than one million cumulative refugees in the country, as 300,000 Rohingya were already in Bangladesh following previous waves of displacement. The sudden surge in the number of Rohingya arrivals has stretched the capacities of humanitarian organizations/agencies operating in Bangladesh. These new arrivals are being hosted in camps for registered refugees, but also overcrowded makeshift settlements, including schools, community centres, religious buildings, and with local families. New clusters of settlements have also been set up and continue to expand. The Rohingya crisis has created immediate needs for cross-sectorial assistance. Concerns for the newly displaced persons include lack of access to food security and nutrition, widespread need for adequate WASH facilities, shelter, health, psychosocial support, gender and protection and restoration of family links. Première Urgence Internationale positioning Based on the strategy established during the exploratory mission in October, PUI has been implementing Site Management activities in the main refugee site since the end of PUI has also started to implement WASH activities in Teknaf area since October The Site Management operations have been developed in Camp 20 (under IOM funding) and the WASH activities are being developed in Camp 24, 25 and 27 (under CDC funding). Since PUI obtained its registration in May 2018, a new strategy has been developed and PUI is now operating independently with a primary focus on Site Management, WASH, and Health activities with Protection mainstreamed across them all. Several new projects are to begin in the first quarter of 2019, including Health activities, expansion of WASH activities and continuation of Site Management activities. Page 1

2 Configuration of the mission: BUDGET FORECAST 2018 BASES NUMBER OF EPATRIATES 8 NUMBER OF NATIONAL STAFFS 50+ NUMBER OF CURRENT PROJECTS 2 MAIN PARTNERS ACTIVITY SECTORS 1,5 million USD Cox s Bazar IOM, CDC, GAC Site management, WASH Overall Objective Job description Under the direct supervision of the Field Coordinator, the Logistics Manager is responsible for managing the Cox s Bazar logistics department. With the technical support of the Logistics Coordinator, the Logistics Manager will support day to day logistics in order to support the implementation of the programme activities in a timely manner in compliance with PUI The Logistics Manager will support the nationalisation of his/her position by building the capacity and train properly the Deputy Logistics Manager. Tasks and responsibilities Human Resources: He/she ensures the capacity building of the Deputy Logistics Manager to manage the nationalisation of the position. He/she is responsible for the good HR management of the Cox s Bazar logistics department (PUI employees and potential daily workers), giving direct supervision to the Deputy Logistics Manager for him/her to supervise the national team and building capacities of the staff. Supply chain: He/she is responsible of the good management and documentation of all the supply chain activities at base level in order to provide the means for programmes implementation on a timely and good quality basis, and in compliance with PUI Fleet: He/she is responsible for the good management of the fleet activities at base level in compliance with PUI procedures and donors guidelines. Assets and premises: He/she is responsible of the good management of all the equipment and premises at base level in compliance with PUI procedures and donors guidelines Security and safety: He/she participates to the implementation of PUI security and safety guidelines at base level regarding premises and transportation means, in close collaboration with the Field Coordinator. Coordination, reporting and dissemination of information: He/she is responsible for the use of all reporting tools, comply information and disseminate accordingly among concerned services, and the documents achieved in compliance with PUI Specific objectives and related activities 1. TEAM MANAGEMENT He/she is responsible for the direct supervision and the management of the Cox s Bazar logistics department. He/she ensures the smooth nationalisation of his/her position by training the Deputy Logistics Manager and setting proper objectives to handover the responsibilities. He/she ensures that all his/her following responsibilities are achieved in collaboration with the Deputy Logistics Manager for him/her to be able to become fully independent on every aspects of the position. He/she ensures the setting of objectives to be achieved by the Deputy Logistics Manager and tracks their realisation, and leads the mid-term and final appraisal. He/she is responsible for the setting of objectives for the logistics department and can participate to mid-term and final staff appraisal. He/she participates to the hiring process of any staff and daily worker to be recruited within the logistics department with the support of the Logistics Deputy Manager and the Administration team. He/she prepares the job profiles of local staff under his/her immediate supervision He/she contributes to the decision-making process regarding any termination of employment contracts within the logistics department with the support of the Admin base and under the supervision of the Field Coordinator. He/she is responsible for the compliance with the Internal Rules of Procedure of PUI within the logistics department. He/she is in charge or delegates responsibility for the integration of new staff within the logistics department, ensuring the project context, relevant tools and procedures, and PUI policies are well understood. He/she identifies needs and completes training programs for logistics department s staff (organizational support, methodology, technical support as the case may be organization of training sessions ). Page 2

3 2. SUPPLY CHAIN MANAGEMENT a. PROCUREMENT He/she is responsible to all the means necessary to implement programs activities at base level are provided on a timely and good quality basis. He/she guarantees the fulfilment and regular update of all the procurement plans and any other procurement follow-up tool at base level. He/she guarantees that all the procurement activities are implemented at base level in compliance with PUI procurement procedures and donors guidelines, and are properly documented. He/she is responsible of the procurement validation for Cox s Bazar in order to guarantee the respect and the good application of PUI procedures. He/she guarantees the update of the purchase follow up every week and shares it at base and coordination level every week. b. SHIPMENT He/she advises the Field Coordinator and Project Managers about the most efficient and effective mode of transportation and packaging of the merchandise. He/she contributes to plan and supervise the shipment and delivery of materials/equipment up to their final destination together with the Deputy Logistics manager. He/she coordinates with the logistics department at coordination level for the shipment of merchandise coming from abroad. c. STOREKEEPING He/she guarantees that all the storekeeping activities are implemented at base level in compliance with PUI storekeeping procedures and donors guidelines, and are properly documented. He/she is responsible for the organisation of all transportation means at base level, notably by prioritising the requests on a weekly basis and implementing a proper follow-up of their use. He/she participates to the identification of programs needs in the context of proposals writing and identifies the work plan constraints due to the procurement procedures of donors and PUI together with the Deputy Logistics Manager. d. AUDIT PREPARATION He/she organises and classifies all the procurement in order to prepare the audit in accordance with the HQ He/she is responsible to check and prepare all the files for the upcoming audit. 3. FLEET Guarantee that the fleet procedures are respected Guarantee all the communication with rental cars and truck transportation suppliers. Guarantee the follow-up of all base needs in terms of vehicles and ensures that needed vehicles are provided in a timely fashion, for the persons as for the goods. Guarantee all the communication with PMs and Heads of Department for transportation issue at base level. Guarantee the follow-up of the rental contracts for all vehicles. Guarantee the liaison with the suppliers of transportation services, providing advice and guidance as necessary. Guarantee that all vehicles used by Première Urgence Internationale staff have all the necessary documentation, extinguishers, seat belts and a first aid kit. Guarantee the drivers are respecting security, safety rules and driving regulations, and report any issue to the Field Coordinator. 4. ASSETS AND PREMISES MANAGEMENT He/she is responsible that all the assets affected to Cox s Bazar are properly identified and registered in compliance with PUI He/she guarantees the good use and maintenance of all assets at base level in compliance with PUI procedures and following manufacturers user manual. He/she participates to premises administrative management at base level with the support of the Admin base and under the supervision of the Field Coordinator. He/she is responsible for the identification of the needs regarding assets and premises in the context of proposals writing. 5. SECURITY AND SAFETY He/she guarantees that all premises at base level are properly equipped in compliance with PUI security guidelines (hibernation kits, first aid kits and extinguishers notably). Page 3

4 He/she is responsible that all PUI working buildings have safety procedure implemented and followed. He/she guarantees that all transportation means at base level are equipped and used in compliance with PUI security guidelines. He/she participates under the supervision of Field Coordinator to the base security plan review and to the context follow-up. 6. COORDINATION, REPORTING AND DISSEMINATION OF INFORMATION He/she is, with the Deputy Logistics Manager the main focal point for Program Managers at base level for any logistics related issue and ensures a good dissemination of information to them. He/she is responsible of the good coordination with Admin Department to express the finance needs of Logistics Department. He/she participates to any relevant internal and external meeting at base level and participates actively. He/she guarantees the good technical coordination between the Cox s Bazar Logistics Department and Logistics Coordination. He/she guarantees the proper dissemination and archiving of all the Logistics Department documentation, in in compliance with PUI He/she is responsible to archive all logistics documents according to the PUI and donors guidelines. He/she is responsible to send on time the internal and external reports to the immediate supervisor and the technical referent (monthly logistics pack, purchase follow up, etc). Team Management Number of people to manage and their position (local staff) Direct management: One Deputy Logistics Manager Indirect management: One Logistics Assistant, Drivers, suppliers and daily workers when required This position is managed by: Line management: Field Coordinator, Cox s Bazar Additional functional management: Logistics Coordinator, Bangladesh Focus on 3 priority activities related to the context of the mission 1. Building the capacity of the Deputy Logistics Manager to allow the nationalization 2. Support the continuation of proper use of logistics PUI standard tools, policies and procedures including staff training 3. Solidify internal coordination mechanisms and information sharing processes within the coordination team. Required Profile Required knowledge and skills REQUIRED EDUCATION / TRAINING Logistics College diploma or equivalent, with 2 years of experience in logistics imperative DESIRABLE Logistics (assets & premises management). IT management. Security management. PROFESSIONAL EPERIENCE Humanitarian International Technical Min. 1 year in a similar position NGO experience KNOWLEDGE AND SKILLS Staff training and capacity building. Team Management. Procurement management. Negotiation with suppliers. Strong organizational skills Good writing skills Good relationships and communications skills Knowledge of procedures: institutional donors (UE, OFDA, ECHO, AAP, UN agencies ) LANGUAGES French English Bangla Page 4

5 SOFTWARE Pack Office Required Personal Characteristics Ability to build capacity within the team to nationalise the position. Leadership skills and an ability to make decisions. Ability to show authority, if necessary. Analysis (discernment, pragmatism) and synthesis abilities Organization, rigor and respect of due dates. Great ability to listen and to negotiate. Good people person and good communication skills Ability to remain calm and level-headed Able to take initiative and work in autonomy Demonstrated skills in problem solving, planning, organizing, analysis and reporting. General ability to resist stress and in unstable circumstances particularly Commitment to humanitarian principles, particularly neutrality and impartiality Status EMPLOYED with a Fixed-Term Contract Compensation Proposed terms MONTHLY GROSS INCOME: from up to Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI Benefits COST COVERED: Round-trip transportation to and from home / mission, visas, vaccines INSURANCE including medical coverage and complementary healthcare, 24/24 assistance and repatriation HOUSING: in collective accommodation DAILY LIVING EPENSES: «Per diem» BREAK POLICY: 5 working days at 2 and 4 months PAID LEAVES POLICY: 5 weeks of paid leaves per year + return ticket every 6 months Page 5