Logistics Coordinator – Concern Worldwide
|€41,604 – €46,226
|Based in Country:
|Fixed Term Full Time
|Please see document attached
About the role
This is a 2 year, new role with unaccompanied terms based in Khartoum with frequent travel (at least 50% time) to project locations, with a salary of Grade 4 of €41,604 – €46,226 per year
You will report to the Systems Director (SD) and will line manage the National Logistics Manager and Logistics officer transport and provide technical guidance to the Logistics staff based in Khartoum and field offices. You will work closely with Programmes Director (PD), Country Financial Controller (CFC), Area Coordinators (West & South Kordofan and West Darfur and Gedaref), Filed Based Logistics Officers , Programmes Managers and logistics Advisor in Dublin as relevant; with frequent interactions with suppliers, government services, and other logistics managers within other INGOs and Logistics Cluster.
We would like you to start not later than 15th March 2021.
You will lead the day-to-day operational management of all country logistics operations (procurement, transport/fleet, warehouse, and assets) management in Concern Sudan under the line management of the Systems Director. To support field teams and ensure logistics systems are adapted to programme and context, you will undertake frequent support visits to the programme areas, and to new areas as required. You will operate in compliance with Concern operational policies and procedures.
You will be responsible for: Logistics Manager and Logistic officer-Transport and Warehouse with technical line management of field office based Logistics officers. Your job responsibilities include:
- Ensure Concern and donor procurement procedures are understood and complied with by all relevant personnel
- Ensure the field office Logistics team maintains a clear, well-documented paper trail in their files
- Work with the programme teams to develop realistic annual procurement plans and ensure that these are maintained and updated.
- Manage and coordinate with relevant procurement staff to ensure all procurements are tracked and delivered effectively and efficiently.
- Oversee the Supplies Request Tracker System process (revise and consolidate), ensure that it’s completed and shared with the SMT, all Budget holders and logistics staff on a weekly basis.
- Establish and follow up framework agreements for strategic items categories contributing to the improvement of Sudan’s procurement efficiency.
- Keep an up-to-date database of local suppliers (including preferred suppliers list) and prices list of frequently needed goods and services.
- Establish, develop and manage relationships with local suppliers and relevant stakeholders where applicable to allow good networking and information on market situation for Concern Sudan’s procurement efficiency.
- Oversee the clearance process for imported goods and ensure that all necessary documents are produced to facilitate the process.
- Transport Management
- Ensure effective fleet and fuel management systems (cars, motorbikes and generators) are in place in Khartoum and the field office(s) in accordance with Concern procedures
- Ensure all monthly transport reports on fuel usage, mileage, repairs and maintenance for each vehicle, motorbike and generator are accurate and submitted to the Khartoum Transport Officer and System Director in a timely manner and review these for any potential issues.
- Ensure the timely and accurate completion of vehicle log sheets and fuel control documents with monthly reporting and reconciliations for Khartoum and the field offices(s).
- Conduct monthly analysis of transport information to inform SMT about fleet situation and to raise any concerns to the SMT attention.
- Revise transport contracts to ensure they comply with Concern guidelines and legal requirements.
- Ensure that effective and timely transport support is provided to all aspect of the programme.
- Ensure that an internal vehicle maintenance plan exist for all Concern vehicles and that all vehicles and drivers comply with national transportation regulations.
- Warehouse Management
- Ensure that all procedures and controls are in place for warehouse including storage and movement of goods and materials in other locations.
- Conduct physical periodic stock and inventory spot counts/checks ensuring that prompt actions are taken where discrepancies are reported.
- Ensure monthly stocks reports are prepared including DIK and all submitted to Systems Director by 5th of next month.
- Oversee all warehousing facilities according to Concern standards and procedures, ensuring all items are stacked correctly and can be easily counted. Make sure the warehouses are kept clean and secured, and all damaged items are reported and dealt with as per existing Concern logistic procedures.
- Advise and support field and programme teams on stock planning and management to ensure programme objectives are met.
- Advise programme and field teams on distribution systems when required.
- Fixed Assets Management
- Maintain a centralised up-to-date fixed assets register for Sudan in coordination with the ICT Officer and carry out semi-annual and annual assessments;
- Ensure all assets lists and inventories are properly and physically tagged, recorded and maintained and a report made on quarterly basis to Systems Director and CFC.
- Ensure a disposition plan is presented to SMT every year for deliberation and that all records related to authorized disposals are maintained.
- Advise on disposal and replacement of assets as appropriate.
- Ensure all office equipment are in good working condition.
- Financial Management
- Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes. Work with teams to ensure donor budgets include the required systems support for programme implementation.
- Manage transport and administration expenditure and budgets in consultation with AC and Systems Director, ensuring resources are optimally utilized and spending is in line with Concern financial procedures and Donor requirements.
- Capacity building, Training & Outreach:
- Develop the skills of logistics and programme staff, and roll out Overseas Procurement manual, including warehousing and transport manuals to enable logistics management tools to design and implement quality programming without compromising accountability and integrity.
- Actively participates in regularly scheduled meetings to enhance and develop integrated logistics support to program activities, and bridge gap where Procurement committee may be overwhelmed.
- Support Logistics team to ensure Procurement plans are developed and maintained, in collaboration with program staff.
- Advice management on normal lead times on major procurements to be undertaken and find acceptable ways to minimize this to enable prompt response to beneficiaries.
- Ensure each Office has established contracted suppliers, as appropriate, and that Procurement files are completed and maintained in accordance with Concern Policy.
- Assist in review of emergency thresholds if deemed necessary within this period.
- Staff Management
- Lead and manage Khartoum and the field Logistics Staff, contributing to their capacity building and career development through on-the-job training and coaching, including in particular a thorough induction at the start of their contract
- Ensure that all positions in the department have accurate job descriptions (in consultation with their functional Line Manager where relevant)
- Ensure each member of the team fully understands outcomes which are expected of them by setting SMART objectives, and that they are aware of the success criteria relating to their work
- Monitor and review performance and hold staff accountable for meeting the success criteria; give corrective feedback where required and take decisive action in the case of poor performance
- Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently while also ensuring appropriate segregations of duty for control purposes
- Identify and take appropriate action to fill resource gaps (launch timely recruitment to replace a leavers).
- Programme Support
- Provide technical advice and support to programme coordinators and managers on specific administration and logistics issues to ensure the efficient implementation of programmes.
- Ensure that all staff are trained on and comply with Concern’s Procurement, Transport and Warehouse Manuals.
- Support the Systems Director at the start of any new donor contract to have a Procurement plan(PP) in place, identify and communicate all donor-specific requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project
- Advise programme staff on distribution systems to communities, (including DIK) & construction sites and ensure that they are in line with donor requirements
- Advice on compliance with policies and document through systematic and random verifications of policy implementation and logistics records. Ensure there is consistent & constructive support to other departments to ensure effective, compliant polices & procedures.
- Equality and Accountability:
- Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the programme.
- Take active measures to address equality issues, particularly relating to gender, in programme as well as operational (e.g. HR) activities.
- Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and Associated policies, finance, logistics, HR, security management etc.).
- Undertake other related duties as may reasonably be assigned by the Area Coordinator in consultation with Systems Director
- Ensure staff are aware, and consent to Anti-Fraud and Whistle Blowing Policy committing to the highest possible standards of openness, transparency and accountability in all Concern affairs.
- Attend regular logistics cluster meetings to ensure effective coordination and implementation of efficient support to the programme.
- Support and contribute to the implementation and the update of Concern’s Sudan strategy.
- Contribute to organisational accountability initiatives, including overseeing the roll out of commitments of Concern under the CHS (Core Humanitarian Standards).
- Adhere fully to the commitments and rules of Concern’s Code of Conduct (CoC) and its affiliated safeguarding policies, including the respect of confidentiality and duty to report.
- Report to the appropriate manager any violations of Concern’s CoC and Safeguarding Policies, as well as Anti-Fraud and Whistleblowing Policies; this is a mandatory duty of all staff.
- Undertake any other additional duty that is identified by the SD/CD.
Your skills and experience will include:
- Bachelor degree in relevant field (Logistics, Supply chain management, Business Administration, etc.).
- Good command of Microsoft Office Professional package
- At least 5 years demonstrated work experience in logistics systems or equivalent – distributions, procurement/stores, transport including
- At least 2 years logistics coordination experience overseas.
- Experience in working in the humanitarian sector and in complex emergency situations
- Experience of working in complex emergency situations and capacity to work with others whilst at the same time delivering expected results.
- Experience in personnel management
- Good communication skills i.e. advisory/instruction skills, network skills, team building skills, training/capacity building skills.
- Good time management skills and ability to respond positively and constructively to a rapid changing operational environment
- Excellent English oral and written skills essential
- Willingness to travel and spend 50 % of time to rural field locations away from the capital and experience fairly basic conditions.
- Problems solving skills and ability to work on own initiative.
- Good understanding of institutional donors’ requirements and operating styles
We would also like:
- Previous experience in a similar capacity
- Ability to organize and prioritize workload, using initiative when appropriate
- Ability to cope with stress, work under pressure often to strict deadlines
- Flexibility, adaptability, sense of humour, and patience
- Ability to motivate and develop skills of others
- Experience of working in Sudan or the South Sahara Region would be an asset
- Knowledge of Concern Worldwide policies, procedures and standards.
All applications should be submitted through our website at https://jobs.concern.net by closing date. CV’s should be no more than 4 pages in length.
All candidates who are short-listed for a first round interview will be notified via email after the application deadline.
Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest counDocuments
- 2020T&C’s Band 4 Unaccompanied.pdf (24.00 KB)
- Sudan Logistics Coordinator- Revised JD.pdf (253.36 KB)