Ended Logistics Manager

The Job

TITLE: LOGISTIC MANAGER

Aden- YEMEN

THE ORGANIZATION

Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association: http://www.handicap-international.fr/en/s/index.html

 

GLOBAL OBJECTIVE OF THE POSITION

Based in Aden under the direct management of the Field Coordinator, organize and ensure an efficient logistical support in the base and check the follow up of all HI procedures (Procurement, Stock management, Fleet management, Equipment follow up and general logistics) with the staff under your responsibility and supervise all related activities, by managing logistic team.

  • Be the focal point for all logistical aspects in Aden. 
  • Ensure the respect of HI procedures, such as: Fleet management, Procurement, transport and stock management, Premises management, IT, Equipment follow up;
  • Provide logistics support and advice to project staff to ensure a smooth project implementation,
  • Ensure logistics support and follow-up to West coast sub-base.
  • Refer to line manager for technical aspects related to the logistics activities;
  • Ensure the management of support budget (forecast, follow-up & reporting)
  • Ensure the HR Management of logistics team (bilateral meeting, training, capacity building, appraisals)
  • Ensure that HI safety rules are respecting on all aspects of logistics;

HIERARCHICAL RELATIONSHIPS

Line manager: Area Coordinator

Line manager+1: Head of Mission

Technical Line Manager: Logistics Coordinator

Supervision: Logistics Officer; Supply Officer

RESPONSIBILITIES AND TASKS DESCRIPTION

GENERAL LOGISTIC SERVICES

Procedures:

  • Ensure a proper implementation of HI Logistics procedures, in link with the country coordination team
  • Ensure a good communication in terms of procedures to all departments.
  • Realize regular audit on your base (procurement files, fleet management, equipment follow-up…);
  • Provide Weekly SitRep to Logistics Coordinator

Premises (Office / Guesthouses / Warehouses/ workshop management)

  • Responsible of the identification, setting up, and safety & security implementation of all new premises in link with security team providing the assessment, needs and follow up.
  • Responsible of the construction/rehabilitation works for physical rehabilitation units.
  • Responsible of all contracts, and follow up for all the premises in the intervention governorate (lease, maintenance, running cost, etc.)

Equipment, Furniture and Office Stock

  • Responsible of the proper layout of all premises in terms of equipment, furniture and consumables according the needs and the HI regulations.
  • Responsible of the proper follow up of the equipment according the HI procedures in your base (TSE, lending certificates, …)
  • Responsible for the safety and security of the equipment
  • Supervise and provide regular support to the national logistic staff in terms of follow-up of equipment & furniture (regular inventories…);

Communication and IT management

  • Responsible of the efficiency of the communication equipment at bases level (mobiles, sat phone, internet…).
  • Responsible of the efficiency of the IT fleet at base level according the needs.
  • Supervise and provide regular support to the national logistic staff in terms for follow-up of communication and IT management (maintenances, set up, …).

Fleet, Transport & Movements

  • Responsible of the efficiency of the HI vehicle fleet management according the HI procedures (log book, monthly driver follow up, ….)
  • Responsible of the efficiency of goods transportation according the need and the HI procedures (Transport contract, Documentations, …)
  • Provide regular trainings
  • Responsible of all the rental car contract (all-inclusive contract, driver, car, fuel…)

SUPPLY CHAIN AND PROCUREMENT MANAGEMENT

Procurement Management

  • Ensure the respect of HI procedures and donor’s requirements for all purchases done (adapted procurement procedure, respect of threshold, …)
  • Ensure a good communication of the purchase procedures to all departments.
  • Provide adequate support for the elaboration & implementation of the base Procurement Plan (activities, and support);
  • Support all requesting departments in purchases request phase and follow-up, in coordination with budget holder / technical advisor/Administration (Market study, summary bid analysis, purchase, delivery follow-up, payment)
  • Ensure a good efficiency of the supply chain without any delay in delivery (ad hoc purchase, frame contracts)
  • Develop a good knowledge of local market (prices list, suppliers lists, relationships with suppliers…)
  • Ensure contract when relevant/needed (creation, follow-up, …)
  • Ensure the good set-up of framework contracts for all recurrent needs.
  • Responsible for the good implementation of the Purchases follow-up (TSA, regular communication with requesting department, …)
  • Ensure a good archiving of the purchase folders according the HI procedures (documentations, validations…)
  • Supervise and provide regular support to the national logistic staff for purchases implementation and follow-up;
  • Manage custom clearance if required by logistics coordination office.

Stocks Management (if needed, in accordance to the future activities)

  • Ensure the respect of HI procedures and donor’s requirements for the stock management. (Shipment documentations, Stock report, inventory, reconciliation…)
  • Ensure a good communication with Programs in terms of Donation Certificate management.
  • Ensure an efficient stock management in coordination with the program teams (follow up, security of the goods, storage capacity adapted to the needs, definition of minimum stock, …)
  • Supervise and provide regular support to the supply officer for stock management and follow-up
  • In link with Project Managers, ensure reconciliation is done weekly and sent to coordination

LOGISTIC ADMINISTRATION

Finance and budget management

  • Under coordination request participate actively in proposal phase (BoQ, Logistics needs, …)
  • Responsible of logistics Budget lines management (Expenses follow up, forecast, OFU, BFU…)

HR management

  • Provide adequate support and regular training to the Logistics department.
  • Ensure a proper carrier follow up of each staff in the logistics department (Job description, Individual Action plan, regular appraisal, …)
  • Ensure support on planning of daily tasks of the logistic department.
  • Ensure proper follow-up for all HR aspects (contract, attendance, leaves...)

PARTNER SUPPORT AND SUPERVISION

  • Provide training to HI partner in terms of Logistic procedures (stock management, procurement process, etc.)
  • Support the partner in the implementation of the processes
  • Provide supervision and follow up of the partner (stock inventory, donation certificate follow up, stock follow up, etc.)

SECURITY

  • Responsible of implementation of the safety and security rules in link with the Field coordinator and the Security, Context and Access Advisor.
  • Responsible of the respect of internal safety and security rules for all the logistic departments
  • If requested, participate actively in all security update meeting with field coordinator.

COORDINATION & REPORTING

  • Ensure good communication with all department (general meeting, bilateral meeting…)
  • Provide logistics support and advice to Operational Team to ensure a smooth project implementation
  • Provide trainings to all departments in terms of Logistics procedure.
  • Participate actively to all meeting (weekly meeting, bi weekly support meeting …)
  • Provide any additional support upon request of Line Manager
  • Report on monthly basis to the Field Coordinator and to the Logistic Coordinator:
    • Monthly narrative report
    • Updated Logistics tools: PFU (PMC) + CFU + EFU (EMC) + Stock report + Inventory + Reconciliation tool + OFU (budget), and any other follow up tools implemented.

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

JOB CHARACTERISTICS / REQUIREMENTS:              

Qualification

  • University degree in logistics or supply Chain or similar field

Experience

  • 2-5 years of work experience in a similar field with INGOs is essential

Skills and Competencies

  • Fluent in written and spoken English and Arabic mandatory
  • Strong interpersonal and intercultural skills
  • Strong communication, presentation and reporting skills
  • Strong organizational skills
  • Global knowledge on Humanitarian principles, protection mainstreaming, is desirable

Willingness and ability

  • Travel in and around Aden and other governorates on occasion, stay overnight outside of Aden City (where operations are presently based) as field movement requires

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

Job Conditions

  • The salary will be defined according to HI’s existing salary scale
  • Based in Aden, with frequent movements to the field
  • 30 day leave/year + benefits (transport allowance, health insurance, life insurance)
  • The working hours are the following: 8:00 to 16:30 (with 30 minutes lunch break) from Sunday to Thursday.
  • Note that working time can go up to 48 hours per week (according to the Yemen labor law) if it is required by the volume of activities and by the line manager.   

Any breach of the above-mentioned responsibilities, of the Internal Regulation or of Terms and Conditions of Engagement may be sanctioned by a written warning or immediate dismissal if appropriate.

How to Apply
  • Interested candidates may please download and fill the recruitment form from the link below and send their Recruitment form, CV and Cover Letter in Englishwith the reference in the email subject: YEME/HR/2019/PROG/LOG MANAGER/Aden+ (Applicant full name)
  • Deadline for applications is 11:30 pm on Thursday, April 25th, 2019.
  • Please include at least three references (stating the names of your Line Managers and an HR member for each reference – from INGOs), copies of ONLY Experience Certificates, and a copy of your national ID in your application.
  • Please address all applications to: jobs@yemen.hi.org
  • Please note that only shortlisted candidates will be contacted. 

Handicap International, is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates, including persons living with disabilities, to apply to become a part of our organization. Please note that only shortlisted candidates will be contacted.

Files
  • Employer: Handicap International
  • Category: Logistics
  • Location: Aden
  • Posted on: 15 April 2019
  • Deadline: 25 April 2019

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