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2 Nov 2018

Logistics Coordinator

Job Description

Vacancy Announcement

Logistics Coordinator, Somaliland Programme.

Concern Worldwide is an international non-governmental humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.

Applications are invited from suitably qualified candidates for
The following position:
Job Title: Logistics Coordinator
Reports to: Operations Manager
Direct reports: 3 Assistants, 3 Drivers and 3 Security Guards
Job Location: Hargeisa, Somaliland
Contract Details: Open Ended Contract (Three months’ probation)
Job Purpose: Under the direct supervision and guidance of the Operations Manager, the Logistics
Coordinator is responsible for overall management of logistics function (purchasing,
transport, storage, asset management) of Concern Somaliland Programme and ensures
that all tasks are carried out in line with Concern and donor procedures. The Logistics
Coordinator will also be responsible for ensuring that goods required are purchased in the
most timely and cost-effective manner, with due regard to quality and that accountability
and transparency are maintained at all times.
Main duties & 1) PROCURMENT – Management of Purchasing, Receiving & Delivering
Responsibilities: Efficient and effective management of the day to day logistics function of the
programme
Adhere to Concern’s procurement policy and procedures based on best value for
money in price, quality, quantity, delivery time, etc. Actively engage in purchase of
goods/ service for Concern programmes, Concern offices, Concern vehicles as
requested.
Work hand in hand with programme team and provide information about the status
of various orders, receipt/ delivery of goods and storage.
Oversee  and  manage  the  logistics  team  in  receiving,  checking  and  timely
delivering of supplies and equipment to their intended destinations
Responsible for  customs clearance for  cargo  and immigration  clearance  for
passengers when necessary.
Ensuring a proper logistics filing system is in place at all the times
Ensuring proper utilization of all logistical documents; GDN, GRN, SR, and Stock
cards
Manage procurement documentation to ensure that all paperwork is complete,
suppliers are paid in a timely manner and that all relevant parties are aware of the
status of requests.
Disseminate SR tracking sheet showing up to date status of Supplies Request for
all purchases of goods and services
Ensure that Concern’s preferred suppliers’ list are reviewed and updated on an
annual basis
Establish database for price index and ensure it is updated on bi-annual basis
Uphold and maintain good relations with suppliers
Prepare supply framework agreements with identified suppliers as and when
necessary
Assist in developing an efficient and effective supply chain with the aim of reducing
operational costs

TRANSPORT – FLEET MANAGEMENT

Manage the transport function for the programme and ensure safety during movements at all times.

Ensure transport needs of the programme are met as they arise while ensuring their optimum and correct usage. Ensure Concern’s transport and rented vehicles are used solely for official business all the time.

Ensure that weekly transport schedule are prepared on the basis of staff action plans, and implemented accordingly.

Ensure that vehicle logbooks are filled on timely and adequately and ensure proper and efficient utilization of transport fuel

Monitor fuel price, consumption rate, prepare monthly fuel consumption and vehicle usage reports for submission to accounts

Ensure Concern vehicles are in good condition, properly maintained and their insurance cover are renewed on timely manner

Ensure rental vehicle contracts are drawn up and signed timely.

Effective and timely handling of possible complaints between drivers and Concern staff

  • ASSET MANAGEMENT

Responsible for ensuring that accurate and up to date fixed asset list and inventory of all Concern’s property are in place and updated quarterly

Ensure that incoming assets purchased by the organization are tagged and inventoried

Ensure that movements and disposals of assets are recorded

Review Concern’s stores to confirm that they are fit for purpose, organized and managed according to Concern’s manual and standards.

Train Concern’s logistics staff on Concern store and stock-keeping procedures

Ensure that stock records are updated and verified quarterly. Ensure that monthly stock reports are procured where applicable and shared with relevant programme team

Ensure that Concern’s policies and procedures and documents pertaining to Asset Management are fully complied

  • SAFETY & SECURITY MANAGEMENT

Act as Concern’s Security Focal Point (SFP) for Somaliland, leading the Security Focal Group (SFG).

Monitor security situation of our operational area regularly and report accordingly. Ensure Somaliland Security Management Plan (SMP) is adhered to by all staff.

Participate in the process of reviewing Concern’s SMP together with Security Focal Group as and when necessary

Contribute to the establish of security protocols and SOPs for staff movement in the field

Keep staff updated on security developments and give advice where needed.

       Give security briefing to international staff, consultants and visitors of the programme upon arrival in Hargeisa

Ensure staff are aware of office safety measures and undertake drills are conducted periodically

Ensure HF base and mobiles are functioning all time and are used appropriately. Maintain regular radio contact with vehicles and field staff/offices

Maintain phone and radio contacts with project staff on security matters Where appropriate, represent Concern at UN/NGOs security meetings.

Maintain close contracts with security personnel of Hargeisa based agencies. Coordinate and liaise with SPU and organize escort as when required

  • OTHER DUTIES

Manage the logistics assistants, drivers and security guards

Carry out logistics training for relevant staff in all locations (Hargeisa, Gabilay and Borama) as required

Participate and contribute towards Concern’s Emergency response as and when necessary

Comply with Concern’s health, safety and security guidelines during emergencies Perform any other duties as requested by the Line Manager

How To Apply
 
Disclaimer Clause
 
Person specification:

       Degree of Business administration or equivalent in relevant field

At least 5-7 years’ experience in a similar position, preferably within INGO sector Substantial knowledge of standard logistics procedures and practices required.

Demonstrated ability to develop and maintain effective work relationships with logistics counterparts and staff within the regional/country office.

Ability to deal patiently and tactfully with people of different national and cultural backgrounds

Ability to multi-task including strong facilitation, negotiation skills in an ever changing, dynamic environment

Competency in computer skills including MS Office. Fluency in English and Somali

This job description is not exhaustive and may be revised by the line manager from time to time.

Interested candidates, who meet the above requirements, should submit their applications (cover letter and updated CVs) by email to som.vacancies@concern.net with the subject line “Application for Logistics Coordinator” by Saturday 10th November 2018.

Recruitment will take place on ongoing bases, position may be filled before the deadline.

Only shortlisted candidates will be contacted for interview.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies


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