About the role :

This is a 1 year, replacement role with unaccompanied terms based in Bangui with frequent travel to project locations, with a salary of Grade 4 of 43 268 to 48 076.

You will report to the Systems Director (SD) and will line manage 2 Logistics Officers with a Bangui-based logistics team of over 10 staff. You will work closely with Programmes Director (PD), Country Financial Manager (CFM), Area Coordinators (Ombella-Mpoko and Kouango), Logistics Officers (Bossembele) and Base Manager (Kouango), Programmes Managers and Logistics Advisor in Dublin as relevant; with frequent interactions with suppliers, government services, and other logistics managers within other INGOs and Logistics Cluster.

We would like you to start early September 2021.

Your purpose :

As a member of the Country management team, you will lead the day-to-day operational management of all country logistics operations (procurement, transport/fleet, warehouse, and assets) and contribute to the security management in the Concern CAR under the line management of the Systems Director. To support field teams and ensure logistics systems are adapted to programme and context, you will undertake frequent support visits to the programme areas, and to new areas as required. You will operate in compliance with Concern operational policies and procedures.

You will be responsible for :

Logistics Operations :

Procurement :

• With support and guidance from the SD, lead the effective, timely and efficient logistics operations of Concern CAR to answer programme objectives and in line with the Concern logistics manuals requirements and guidelines ;
• In support of the SMT, regularly assess and review procurement systems and procedures to ensure it is adapted to CAR context and compliance requirements ;
• Ensure all programmes have up-to-date and comprehensive Procurement plans ;
• Lead the revision and update of procurement plans as the main coordination/planning tool between procurement and programmes ;
• Put in place systems and controls to ensure of the high quality, value for money purchase of equipment, goods and materials ;
• Ensure timely delivery of programme goods and transport of personnel ;
• Oversee the clearance process for imported goods and ensure that all necessary documents are produced to facilitate the process ;
• Oversee the Supplies Request Tracker System process (revise and consolidate), ensure that it’s completed and shared with the SMT, all Budget holders and logistics staff on a weekly basis Establish and follow up framework agreements for strategic items categories contributing to the improvement of CAR procurement efficiency ;
• Establish, develop and manage relationships with local suppliers and relevant stakeholders where applicable to allow good networking and information on market situation for Concern CAR procurement efficiency ;
• Keep an up-to-date database of local suppliers (including preferred suppliers list) and prices list of frequently needed goods and services.

Transport :

• Ensure that effective and timely transport support is provided to all aspects of the programme ;
• Ensure the timely and accurate completion of vehicle log sheets and fuel control documents with monthly reporting and reconciliation ;
• Conduct regularly analysis of transport information to inform the SMT about fleet situation and to raise any concern to the SMT attention ;
• Revise transport contracts to ensure they comply with Concern and legal requirements before submitting to the SD/CD for approval ;
• Ensure that an internal vehicle maintenance plan exist for all Concern vehicles (motorbikes, 4×4, etc.) and that all vehicles and drivers comply with national transportation regulations.

Warehousing/Stock :

• Oversee all warehousing facilities according to Concern standards and procedures, ensuring all items are stacked correctly and can be easily counted. Make sure the warehouses are kept clean and secured, and all damaged items are reported and dealt with as per existing Concern logistic procedures ;
• Advise and support field and programme teams on stock planning and management to ensure programme objectives are met ;
• Advise programme and field teams on distribution systems when required.

Assets Management :

• Maintain a centralised up-to-date fixed assets register for CAR in coordination with the ICT Officer and carry out semi-annual and annual assessments ;
• Advise on disposal and replacement of assets as appropriate.

Security Management :

• Support the Systems Director to ensure effective security management, which may include participating in the review of the CAR security management plan (SMP), and specifics SOPs, attending security coordination meetings if needed on demand by the SD, and contributing to the establishment of clear procedures for the security of Concern personnel, assets, equipment and premises
• Lead the SFG for Bangui Office, ensure that the minutes of meetings are shared on time with the SD and that security incidents in Bangui are duly and timely reported on the SIRT (Security Incident Reporting Tool) and filed where necessary.

Reporting, Documentation & budget management :

• Monitor implementation of control and reporting processes in the areas of logistics (procurement, stock, asset and transport) functions to ensure accountability to donors and other relevant stakeholders ;
• Centralise and consolidate monthly transport and stock reports for CAR (and ensure visibility of stock status according to existing Concern logistics procedures) for review by the SD ;
• Centralise and consolidate quarterly DIK report and share with Country Finance Manager after approval by SD ;
• Ensure that logistics related documents (tender process, purchase documents, purchase contracts and framework agreements, transport contracts, stock cards, etc.) are correctly archived to facilitate checks, reviews and audits ;
• Prepare monthly cash flow for the Bangui Logistics department and submit to the SD for consolidation
• Manage approved budgets specific to the logistics function as per the Authority Delegation limits.

People management & Capacity building :

• Contribute to the periodic review of logistical capacity to ensure that CAR maintains capacity to respond to emergencies as effectively and as timely as possible ;
• Effectively manage and support staff reporting to this position through a yearly Performance Development Review and periodic one-to-one meetings.

Other :

• Attend regular logistics cluster meetings to ensure effective coordination and implementation of efficient support to the programme ;
• Support and contribute to the implementation and the update of Concern’s CAR strategy ;
• Contribute to organisational accountability initiatives, including overseeing the roll out of commitments of Concern under the CHS (Core Humanitarian Standards)
• Adhere fully to the commitments and rules of Concern’s Code of Conduct (CoC) and its affiliated safeguarding policies, including the respect of confidentiality and duty to report ;
• Report to the appropriate manager any violations of Concern’s CoC and Safeguarding Policies, as well as Anti-Fraud and Whistleblowing Policies; this is a mandatory duty of all staff ;
• Undertake any other additional duty that is identified by the SD/CD.

Your skills and experience will include :

• Bachelor degree in relevant field (Logistics, Supply chain management, Business Administration, etc.) ;
• Good command of Microsoft Office Professional package ;
• At least 3 years demonstrated work experience in logistics systems or equivalent – distributions, procurement/stores, transport including at least 1 year logistics coordination experience ;
• Experience in working in the humanitarian sector and in complex emergency situations ;
• Experience of working in complex emergency situations and capacity to work with others whilst at the same time delivering expected results ;
• Experience in personnel management ;
• Good communication skills i.e. advisory/instruction skills, network skills, team building skills, training/capacity building skills ;
• Good time management skills and ability to respond positively and constructively to a rapid changing operational environment ;
• Excellent French oral and written skills essential ;
• Good English oral and written skills essential ;
• Willingness to travel occasionally to rural field locations away from the capital and experience fairly basic conditions ;
• Problems solving skills and ability to work on own initiative ;
• Good understanding of institutional donors’ requirements and operating styles.

We would also like :

• Previous experience in a similar capacity ;
• Ability to organize and prioritize workload, using initiative when appropriate ;
• Ability to cope with stress, work under pressure often to strict deadlines ;
• Flexibility, adaptability, sense of humour, and patience ;
• Ability to motivate and develop skills of others ;
• Experience of working in CAR or the Central Africa Region would be an asset ;
• Knowledge of Concern Worldwide policies, procedures and standards.

All applications should be submitted through our website at https://jobs.concern.net by closing date. CV’s should be no more than 4 pages in length.

All candidates who are short-listed for a first round interview will be notified via email after the application deadline.

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