Preliminary job information

• Job Title: LOGISTICS MANAGER 
• Country and Base of posting: YEMEN - MOKHA
• Reports hierarchically to: FIELD COORDINATOR (LOGISTICS CO – MATRIX)
• Creation / Replacement (incl. name): Creation
• Contract Duration:12 Months
• Announcement Date:  25/04/2024
• Deadline for Applications: 10/05/2024
• Contract Start Date:  ASAP

General information on the mission

PU-AMI’s history in the country and intervention strategy

PU-AMI has been present in Yemen since 2007. From 2007 to 2011, PU-AMI supported the primary health system in Hodeidah Governorate. After a one-year stand-by in 2011 due to security reasons, the mission re-started in July 2012 with a nutrition project focusing both on emergency response and a longer-term community-based approach in Hodeidah and extended its activity in Raymah Governorate. 
Since 2017, PU-AMI continued to concentrate its intervention in 6 districts of Hodeidah and 3 districts of Raymah. The number of IDPs in those two Governorates is large and weight consequently on a population already living in extreme precariousness. The core field of intervention for PU-AMI in these Governorates is an integrated approach on health and nutrition including community-based activities.
In Hodeidah and Raymah governorates PU-AMI is responding to the ongoing nutrition crisis through primary health care and management of acute malnutrition for children U5 and pregnant and lactating women, as well as running Stabilization Centres for severely malnourished children with medical complications. 
As part of this integrated approach in those two governorates, PU-AMI also implements MHPSS activities water, hygiene and sanitation with WASH being prioritized in the rehabilitation of health facilities to manage more effectively nutrition activities.
PU-AMI positioned itself in influencing sectors, through effective participation to clusters and sub-clusters (health, nutrition, WaSH, Logistics) and working Groups, (MHPSS, PSEA Network) and is working closely with relevant government departments (SCMCHA; MoPHP). 

Overall objective

The Logistics Manager seconds the Field Coordinator with matrix management by Logistics Coordinator in organizing and supervising all Logistics functions (supply, stock management, vehicles management, fixed assets management, warehousing, energy, HR, communication, Information Communication and Technology Management, etc.) in Mokha base

Specific Goals and Related Activities

Tasks and Responsibilities

1.    TEAM MANAGEMENT

• He/She will lead Procurement Plan & Procurement Follow-up meetings with all departments involved (program and finance departments mainly).
• He/She ensures the direct supervision and the management of the Mokha Logistics department ensuring principles of integrity, impartiality, and respect.
• He/She reviews job profiles of local staff under his/her supervision to reflect operational support needs.
• He/She ensures the setting of objectives to be achieved of the Mokha Logistics department and tracks their realization leading a mid-term and final staff appraisal.
• He/She participates in the hiring process for any staff to be recruited within the Mokha Logistics department with the support of the Mokha Finance Admin Manager.
• He/She contributes to the decision-making process regarding any termination of employment contracts within the Mokha Logistics department with the support of the Finance Admin Base Manager and under the supervision of the Mokha Field Coordinator.
• He/She ensures compliance with PU-AMI Internal Codes and Policies within the Mokha Logistics department.
• He/She ensures or delegates responsibility for the integration of new staff within the Mokha Logistics department, ensuring the project context, relevant tools and procedures, and PU-AMI policies are well understood.
• He/She identifies needs and completes training programs for Mokha Logistics department’s staff (organizational support, methodology, technical support, coaching, mentoring, and training of staff).

2.    SUPPLY CHAIN MANAGEMENT

• He/She ensures that all the means necessary to implement program activities at Mokha base level are provided on a timely and effective manner.
• He/She ensures the fulfillment and regular update of all the procurement plans and follow-up tools at Mokha base level. He/She ensures that all the procurement activities are implemented at Mokha base level in compliance with PU-AMI and donor procurement procedures, rules, guidelines, and regulations and that they are properly documented.
• He/She ensures that all the stock management and control procedures are in place and implemented at Mokha base level in compliance with PU-AMI storekeeping procedures and donors’ guidelines, and that they are properly documented.
• He/She ensures the organization of all transportation means at Mokha base level, through proper fleet planning, management, and control weekly or monthly as the context may permit and ensuring there is proper follow up on usage of vehicles.

3    ASSETS AND PREMISES’ MANAGEMENT

• He/She ensures that all assets allocated to Mokha base are properly identified and registered in compliance with PU-AMI procedures and donors’ guidelines.
• He/She ensures the proper usage and maintenance of all assets at Mokha base level in compliance with PU-AMI procedures and using manufacturers’ recommendations and manual.
• He/She is the main focal point at Mokha base level for the Country IT Manager, based in Sana’a and participates in proper IT Equipment servicing and maintenance.
• He/She contributes to establish an equipment strategy at base level identifying assets to be disposed and new needs to include in further proposal writing and budgeting.
• He/She ensures the proper safety assessment and maintenance of all premises in Mokha base (Warehouses, Hodeida Pharmacy, Health Facilities and Office/Guest House).
• He/She participates in the premises’ administrative management at Mokha base level with the support of the Mokha Finance Admin Manager and under the supervision of the Mokha Field Coordinator.
• He/She ensures that all energy sources for Mokha base are well secured, quantified, identified, installed, serviced, and maintained within PU-AMI procedures and operating standards.
• He/She contributes to analyse the overall premises set-up and identify potential needs/Gaps to include in further proposal writing and budgeting.

4.    SECURITY

• He/She ensures that all premises at Mokha base level are properly equipped in compliance with PU-AMI security guidelines (hibernation kits, first aid kits and extinguishers notably).
• He/She ensures that all fleet used for transportation in Mokha base are equipped and used in compliance with PU-AMI security guidelines (first aid kits, tool kit for small repairs etc.).
• He/She, together with the Mokha Field Coordinator and Liaison and Safety Officer, reviews the base security plans, Minimum Operating Security Standards, and Contingency Plans and aligning them with the operating context.
• He/She contributes to assist the Field Coordinator in organizing Contingency Plans simulation.
• He/She, in the absence of the Liaison and Security Officer, may be called to act as security focal point in for Mokha base in link with the Liaison / Security Officer.
• He/She, together with the Liaison and Security Officer, is responsible of implementing the security procedures for all Mokha premises (Office, Guesthouse, Warehouse)

5.    COORDINATION, REPORTING AND DISSEMINATION OF INFORMATION

• He/She is the main focal point for Program Managers at Mokha base level for any support related issue.
• He/She ensures effective and smooth coordination with Mokha Finance Admin Department on budget forecast and follow-up (FFU) for the support Department.
• He/She actively participates in specific and relevant internal and external meetings with other INGOs, and Logistics Cluster at Mokha City level.
• He/She participates in operational needs assessments for effective support to proposal writing.
• He/She ensures effective technical coordination between the Mokha Logistics Department and Sana’a Logistics Coordination and raise any issue/alert faced at base level.
• He/She is the responsible of consolidating a monthly logistics report ensuring the quality of the data collected and by proposing improvement initiatives to the Coordination in Saana.
• He/She ensures the proper dissemination and archiving of all the Mokha Logistics Department   information and documentation, in line with PU-AMI procedures and donor guidelines.

6.      FLEET MANAGEMENT

• He/She ensures the development and implementation of a strategic plan for the cost effective and efficient utilization of fleet and movements.
• He/She ensures the implementation of weekly movement plan.
• He/She ensures proper management of the third-party supply providers’ vehicles, invoicing, and payments as well as their performance evaluation.
• He/She ensures the well-functioning of the fleet by implementing a regular vehicle checks, inspections, and preventative maintenance schedules.
• He/She ensures that all Vehicles at Mokha base level are equipped and used in compliance with PUI-AMI security guidelines.
• He/She monitors the well-functioning, use and maintenance of all PUI Vehicles at Mokha base level in compliance with PUI-AMI procedures.
• Together with the ‘Field Co, revise the Fleet Security pack, actualize, and implement them at the base level, monito their adherence and respect, otherwise report any contextual misalignments

Number of people to manage and their position (local staff)

• Direct management: 1 Logistics officer, 1 Supply Chain Officer, 1 Warehouse Assistant and 1 ICT Assistant. 
• Indirect management: 1 Logistic Assistant, Drivers, Security Guards, Warehouse Assistant, and any support staffs.

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Leadership skills and an ability to make decisions.
• Ability to show authority, if necessary.
• Analysis  (discernment, pragmatism) and synthesis abilities 
• Adaptability, practical sense & ressourcful.
• 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
• General ability to resist stress and in unstable circumstances particularly

SALARY AND BENEFIT PCAKAGE 

Salary: 

• This is a Junior Manager Level Position in the Mission with a very competitive salary package that falls within Level-10-A of PU-AMI Salary Scale. It is a Senior Manager position at Mokha Field Base. 
• Further negotiation on salary adjustment is possible based on the skills and competencies that will be exhibited by a wining candidate. 

Benefits: 

• Medical Insurance coverage for employee with two dependents 
• Additional allowances available in line with Government of Yemen Labor Law and PU-AMI Internal Regulations. Accommodation (exceptional) allowance will be available if candidate is a resident out of Mokha City.   
• Details about benefits will be communicated during interview of candidates.