Concern Worldwide recherche un coordonnateur de la logistique, Soudan du Sud

About the role :

This is a 2 year, new role with unaccompanied terms based in Juba with frequent travel (at least 50% time) to project locations, with a salary of Grade 4 of €43,268 – €48,076 per year.

You will report to the Systems Director (SD) and will line manage the Logistics Manager, Logistics, warehousing and transport Officers providing technical guidance to all Supply Chain staff based in Juba and field offices. You will work closely with Programmes Director (PD), Deputy Programme Director – Emergencies, Country Financial Controller (CFC), Area Coordinators (NBeG, Unity and the Health & Nutrition Coordinator in Kajo Keji), Field Based Logistics Officers, Programmes Managers, Nairobi Logistics team 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 not later than 15th April 2022.

 

Your purpose :

You will lead the day-to-day operational management of all country logistics operations (procurement, transport/fleet, warehouse, Warehousing and assets) management in Concern South Sudan 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 Manager and Logistic officers – Transport and Warehouse with technical line management of field office based Logistics officers. Your job responsibilities include:

1. Procurement :

• Ensure Concern and donor procurement procedures are understood and complied with by all relevant personnel, and ensure that these are in Line with Concern Overseas Procurement Manual ;
• Develop South Sudan specific procurement guidelines and regular updates, ensuring procurement officer’s compliance and fraud mitigation measures are reinforced and sustained.
• Ensure the field office Logistics team maintains a clear, well-documented paper trail in their files ;
• Work with the programme teams to develop realistic annual procurement plans and ensure that these are maintained and updated ;
• Manage and coordinate with relevant procurement staff and Purchase/Tender Committees to ensure all procurements are effectively managed, adhere to DOA (Delegation of Authority), and are tracked and delivered effectively and efficiently ;
• Oversee the Supplies Request Tracker System process (revise and consolidate), ensuring that it’s completed and shared with the SMT, all Budget holders and logistics staff on a bi-weekly basis ;
• Establish and follow up major Tender Contracts and framework agreements for strategic category items, contributing to the improvement of South Sudan’s procurement efficiency ;
• Keep an up-to-date database of local suppliers (including preferred suppliers list) and price lists/catalogues of frequently needed goods and services ;
• Establish, develop and manage relationships with local suppliers and relevant stakeholders where applicable to allow good networking and information on market situation for Concern South Sudan’s procurement efficiency ;
• Oversee the clearance process for imported goods and ensure that all necessary documents are produced to facilitate the process.

2. Transport Management :

• Ensure effective fleet and fuel management systems (cars, motorbikes and generators) are in place in Juba and the field office(s) in accordance with Concern procedures ;
• Ensure all monthly transport reports on fuel usage, mileage, repairs and maintenance for each vehicle, motorbike and generator are accurate and submitted to the Juba Logistics Officer and System Director in a timely manner and review these for any potential issues ;
• Ensure the timely and accurate completion of vehicle log sheets and fuel control documents with monthly reporting and reconciliations for Juba and the field offices(s) ;
• Conduct monthly analysis of transport information to inform SMT about fleet situation and to raise any concerns to the SMT attention ;
• Revise transport contracts to ensure they comply with Concern guidelines and legal requirements ;
• Ensure that effective and timely transport support is provided to all aspect of the programme ;
• Ensure that an internal vehicle maintenance plan exists for all Concern vehicles and that all vehicles and drivers comply with national transportation regulations.

3. Warehouse Management :

• Ensure that all procedures and controls are in place for warehouse including storage and movement of goods and materials in all locations ;
• Conduct physical periodic stock and inventory spot counts/checks ensuring that prompt actions are taken where discrepancies are reported ;
• Ensure monthly stocks reports are prepared including DIK and all submitted to Systems Director by 5th of next month ;
• 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 in line with beneficiaries accountability principal.

4. Fixed Assets Management :

• Maintain a centralised up-to-date fixed assets register for South Sudan in coordination with the ICT Officer and Finance Officer and carry out semi-annual and annual assessments ;
• Ensure all assets lists and inventories are properly and physically tagged, recorded and maintained and a report made on quarterly basis to Systems Director and CFC ;
• Ensure a disposal plan is presented to SMT every year for deliberation and that all records related to authorized disposals are maintained ;
• Advise on disposal and replacement of assets as appropriate ;
• Ensure all office equipment are in good working condition.

5. Financial Management :

• Spearhead and ensure monthly buddy meetings between Program, Grants and Finance teams in an effort to monitor Grants burn rate and collaborate to resolve drawbacks that would be hinder effective programs delivery much in advance ;
• Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes. Work with teams to ensure donor budgets include the required systems support for programme implementation ;
• Manage transport and administration expenditure and budgets in consultation with AC and Systems Director, ensuring resources are optimally utilized and spending is in line with Concern financial procedures and Donor requirements.

6. Capacity building, Training & Outreach :

• Develop the skills of logistics and programme staff, and roll out Overseas Procurement manual, as well as warehousing and transport manuals to enable logistics management tools to design and implement quality programming without compromising accountability and integrity ;
• Actively participates in regularly scheduled meetings to enhance and develop integrated logistics support to program activities, and bridge gap where Procurement committee may be overwhelmed ;
• Support Logistics team to ensure Procurement plans are developed and maintained, in collaboration with program staff ;
• Advise management on normal lead times on major procurements to be undertaken and find acceptable ways to minimize this to enable prompt response to beneficiaries ;
• Ensure each Office has established contracted suppliers, as appropriate, and that Procurement files are completed and maintained in accordance with Concern Policy ;
• Assist in review of emergency thresholds if deemed necessary within this period.

7. Staff Management :

• Lead and manage Juba and the field Logistics Staff, contributing to their capacity building and career development through on-the-job training and coaching, including in particular a thorough induction at the start of their contract ;
• Ensure that all positions in the department have accurate job descriptions (in consultation with their functional Line Manager where relevant) Ensure each member of the team fully understands outcomes which are expected of them by setting SMART objectives, and that they are aware of the success criteria relating to their work ;
• Monitor and review performance and hold staff accountable for meeting the success criteria; give corrective feedback where required and take decisive action in the case of poor performance ;
• Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently while also ensuring appropriate segregations of duty for control purposes ;
• Identify and take appropriate action to fill resource gaps (launch timely recruitment to replace leavers).

8. Programme Support :

• Provide technical advice and support to programme coordinators and managers on specific administration and logistics issues to ensure the efficient implementation of programmes ;
• Ensure that all staff are trained on and comply with Concern’s Procurement, Transport and Warehouse Manuals ;
• Support the Systems Director at the start of any new donor contract to have a Procurement plan (PP) in place, identify and communicate all donor-specific requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project ;
• Advise programme staff on distribution systems to communities, (including DIK) & construction sites and ensure that they are in line with donor requirements ;
• Advise on compliance with policies and documents through systematic and random verifications of policy implementation and logistics records. Ensure there is consistent & constructive support to other departments to ensure effective, compliant polices & procedures.

9. Accountability :

In line with Concern’s commitments under the Core Humanitarian Standard (CHS) :  

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E) ;
• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed ;
• work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.
• Understand, comply and promote Concern’s policies and procedures (Code of Conduct and Associated policies, finance, logistics, HR, security management etc.) ;
• Ensure staff are aware, and consent to Anti-Fraud and Whistle Blowing Policy committing to the highest possible standards of openness, transparency and accountability in all Concern affairs ;
• Take active measures to address equality issues, particularly relating to gender, in programme as well as operational (e.g. HR) activities ;
• Contribute to organisational accountability initiatives, including overseeing the roll out of commitments of Concern under the CHS (Core Humanitarian Standards).

10. 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 South Sudan strategy ;
• 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.) ;
• At least 5 years demonstrated work experience in logistics systems or equivalent – distributions, procurement/stores, transport including ;
• At least 2 years logistics coordination experience overseas ;
• Experience in working in the humanitarian sector and in complex emergency situations ;
• Experience in personnel management ;
• Good command of Microsoft Office Professional package ;
• 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 English oral and written skills essential ;
• Willingness to travel and spend 50 % of time to rural field locations away from Juba 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 :

• 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 South Sudan or similar context would be an asset ;
• Knowledge of Concern Worldwide policies, procedures and standards.

 

To apply :

All applications to be submitted through the Concern website at https://jobs.concern.net by the closing date. CVs should not exceed 4 pages. Applications will be reviewed on a rolling basis and the position may be confirmed before the closing date, if a strong candidate is identified.

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.