Logistics Manager for Humanitarian Operations / Logistics Manager

Responsibilities

Supply Management:


Carry out a purchasing environment analysis at the local level
Supervise the update of price lists and supplier files
Manage the Solidarités International purchasing procedures and those from donors funding the programs.
Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
Receive, approve and process requests for quotes and internal order forms
Ensure that budgetary lines related to logistics are monitored and observed
Supervise the preparation of purchasing documents and draft the contracts
Participate in the drafting the call for tenders
Supervise purchasing, ensuring that approval rules and procedures are observed
Select suppliers and negotiate prices, deadlines and delivery methods
Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures
Ensure that dealings with suppliers are monitored


Vehicle Fleet Management:


Negotiate vehicle rental contracts
Supervise the planning and execution of maintenance and repair work on mission vehicles
Establish vehicle movement schedules
Ensure that a complete breakdown kit is available on board all vehicles
Permanently ensure that all drivers have received general training and carry out regular testing
Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures
Check that vehicle log books are in place and are used correctly
Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
Prevent the misappropriation of fuel and spare parts
Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored


Equipment / Telecommunications Management:


Update inventory in real time
Optimize distribution of materials according to task needs
Organize the installation, safe-guarding and monitoring of materials
Install communication means and ensure that they are regularly maintained
Train teams in the use of these communication means


Management and Monitoring of IT Equipment:


Update antivirus software
Implement backup and data-protection procedures
Ensure the maintenance and correct use of IT equipment
Provide technical assistance to teams and organize training sessions


Supplies Management:


Select storage locations and create a plan for the development and security of these sites
Ensure material is stored under suitable conditions and monitor expiration dates
Ensure procedures are followed as stock is checked in and out
See that all documentation linked to stock is complete and correct
Supervise monthly physical stock inventory


Human Resource Management:


Analyse and quantify logistics personnel needs
Recruit, train and supervise the logistics team
Conduct performance reviews for members of the logistics team
Organize formal team meetings at regular intervals


Security:


Implement team safety measures as determined by the coordination team
Train teams in safety rules and procedures
Pass on any security-related information to his/her line manager


Reporting / Capitalisation:


Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
Ensure that internal order forms are monitored, and that the status of each order is given to the person waiting
Consolidate logistics packs monthly and pass on to the logistics coordinator
Provide the logistics coordinator with all information needed to draft intermediary and final reports
Pass on purchasing reports for closed programs to the coordinators at the established frequency


Requirements


Studies: M.Sc./B.Sc. in Logistics, Warehouse Management, Purchasing or Supply Chain Management or any related field.
Experience: 3 years’ relevant experience in a similar position with other INGO and at least 5 years’ experience in the humanitarian sector.
Language: English is mandatory, working knowledge of the local dialects is an asset.
IT: Good knowledge of MS Office Word, PowerPoint and advance MS Office Excel Knowledge
Technical Skills: Procurement and sourcing strategies, Inventory management, Asset management, Fleet and Transportation management, Documentation and Reporting and Premise management.
Transversal Skills: Problem solving skills, Effective Communication skills, Negotiation skills, Safety and Security, Ability to work autonomously, Excellent organizational skills, Flexibility to meet deadlines and Leadership skills.