Logistics and Supply Manager-Roving (Aden/Sana’a)

Main Purpose

Plan, coordinate and monitor all logistics-related activities in the project or capital and provide support to activities, according to INTERSOS protocols and standards to ensure an optimal running of the logistics activities.

Is responsible for the full range of planning, implementation and monitoring and management of the supply chain activities and sections (order processing, procurement, warehouse and transport and customs), in accordance with INTERSOS protocols, standards and procedures to contribute to an efficient running of the mission.

Reporting to: 

• Hierarchical: Head of Mission
• Functional:  Regional Logistics Coordinator

Tasks

Coordination and support

• Lead and follow-up of logistics activities in the projects or capital, to identify and give a response to the needs of the targeted population
• Ensure physical presence in both north and south Yemen on a regular basis.
• Ensure technical reference for all logistics/technical issues in the projects and provide coaching to logistics staff under his/her responsibility. 
• Deliver monthly reports according to guidelines
• Ensure and monitor the implementation of logistics/technical activities in the project/capital including the following:  
• logistics: (construction, transport of goods and staff, communications, water and sanitation, vehicles and engines, equipment/installation and infrastructures, communications, installation and maintenance of functional office spaces and lodging facilities for international staff adequate living conditions.
• WHS: implementation of water, health and sanitation activities
• Manage actively in the definition and monitoring of annual project planning and budgets and the Emergency Preparation Plan, defining strategies and advising the Mission in the translation of the identified needs into objectives, priorities and resources needed for intervention
• Manage the supply sections at the coordination level: order processing, procurement, warehouse (log and med), and transport scheduling and customs activities with support from the Logistics team. Coordinate communication lines and functional links between the supply and Finance and Medical departments 
• Oversee the Warehouse and Stock Management activities and plan the annual budget to identify and optimise the response to the needs of the mission and the targeted population

Logistics Information Management

• Ensure that data reported in INTERSOS Logistics software by the Field Logistics Officers (Intersos Management Platform - IMP) is correctly used and accurate. Provide training to mission staff if required and support the implementation of INTERSOS Logistics software in missions.    
• Ensure that data reported in INTERSOS Inventory Management System (IMS) are correctly used and accurate.

International procurement:

• Prepare custom clearance documentation with the custom clearance agency for international drugs order in North and South Yemen.
• Ensure adapted storage space for reception of international orders
• Arrange transportation in the country to the final destination.
• Finalise reception of goods, payment documentation and invoicing.

Supply-Chain and Procurement Management

• Define, monitor, evaluate and ensure the implementation of the strategies and overall supply activities in the mission, making adjustments where needed, according to INTERSOS standards, protocols and procedures. This includes guaranteeing of the following:  
• guarantee the respect of INTERSOS and donor procurement policies and procedures 
• create the online Procurement Plan for IMP
• ensure a smooth running supply administration in IMP (Purchase Request Management) and the respect of the implemented supply procedures
• stabilise supply activities within regular and emergency interventions of the projects and manage field visits on regular basis to offer permanent support to the direct and indirect supply stakeholders
• validate the use of the supply-related third parties (suppliers, transport companies, freight forwarders, etc.) proposed by the Supply Assistants, together with the technical referents when needed
• Prepare and follow tender documentation and process
• Prepare procurement plans with the team and update them on monthly basis
• maintain INTERSOS country/base pre-qualified list
• apply SOP 37, SOP 38 and SOP39.
• Plan, coordinate and supervise the daily activities of the supply sections and define their level of priority. Implement the adequate tools and procedures 
• Monitor the Warehouse and Stock Management activities, following up the medical and logistics stocks, ensuring compliance with INTERSOS standards, protocols and procedures, and reporting to the line manager on the development of the ongoing programmes. This includes the following activities:
• ensure all equipment and premises are adapted to the proper storage of goods in compliance with the customer's requirements and good distribution practises
• ensure the proper physical and administrative management of the products inside the warehouse in collaboration with the stock owners (SOPs, flow management, warehousing tools, inventories…) and guarantee the application of the SOP in pharmacy management
• ensure the safety and security for goods and people inside and outside the premises under his responsibility
• analyze monthly/quarterly warehouse data, identify problems and propose solutions to line managers, stock owners and pharmacist
• oversee regular inventory check every quarter

Transportation Management

• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual are applied in all bases - the fleet is checked, and regularly maintained and that vehicles are insured and taxes are paid
• Monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by field logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staff
• Support the different bases by providing solutions for the movement of goods within the mission.

Facilities and Communications Management

• Support the Field Logistics Officer in the installation and maintenance of functional office space(s) and guesthouse facilities in adequate living conditions and accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities.
• Support the Base Logistics Office in ensuring that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and are in line with policies and procedures - allowing permanent communication between capital, projects, bases and HQ and proper management of the bases. Guarantees that all staff in the mission have proper training on how to use the communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.).

Assets Management

• Manage the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all base assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures.
• Ensure reporting asset list at the end of the project and oversee asset rollover according to the defined destination with the Programs Department.
• Oversee regular fixed assets check every quarter

Human Resources Management

• Lead in the planning and implementation, together with Project Managers and the HR Coordinator, the HR-associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the logistics staff in the project/capital to ensure both the sizing and the amount of knowledge required to correctly perform all logistics activities
• Evaluate the workload of supply and warehouse staff and the performance proposing re-dimensioning where necessary

Applied Security

• Define and monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the security policy and guidelines, evacuation plan and contingency plan, monitoring day-to-day the application of security rules and reporting to the HoM any problem that may arise. For this purpose, the Logistics & Supply Manager has to create an appropriate environment to facilitate the secure exchange of information

General

• Perform any other task, specific to his area of speciality, according to the line manager

Requirements

Education 

• Essential secondary education and technical diploma or technical university degree, preferably as an engineer

Professional experience 

• Essential working experience of at least two years in logistics manager position in Yemen - both Sanaa and Aden will be an asset.
• Desirable previous experience with logistics departments in NGOs, and working experience in developing countries

Professional requirements 

• Essential computer literacy (word, excel and internet)

Personal requirements

• Planning and organisational skills and ability to meet deadlines
• Initiative and service orientation
• Leadership, people management and development
• Planning and organizational skills
• Teamwork and communication skills 
• Negotiation and networking skills
• High integrity and transparency
• Commitment to INTERSOS principles

Languages 

• Mission language is essential. Local working language desirable