South Sudan: Country Logistics Manager - South Sudan

I. Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Our interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. Our 3,300 staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards sustainable development.

Our teams in the field implement some 340 projects in 34 countries covering the following sectors emergency relief, food security, access to health, education and training, economic development, microfinance, advocacy, institutional support, and regional dialogue, cultural promotion.

Based on considerable experience addressing the needs and situations of vulnerable communities, ACTED contributes to the international agenda towards reaching the Millennium Development Goals, through a wide range of partnerships, innovative initiatives, and campaigns.

II. Country Profile

ACTED has been present in South Sudan since 2007, and is currently operating in Western Bahr-el-Ghazal, Warrap, Jonglei, Upper Nile, Lakes, and Central Equatoria states. ACTED focuses on emergency and relief works around water, sanitation and hygiene promotion; basic infrastructure; food security and livelihoods; and integrated camp management. All of these interventions continue to provide basic and life-saving assistance to vulnerable populations, specifically IDPs, refugees and host communities.

ACTED has been involved in relief, rehabilitation and development work in South Sudan since 2007, operating from its field base in Western Bahr el Ghazal until the South Sudan independence in July 2011 when the Coordination Office moved to Juba. ACTED South Sudan works in development sector ranging from support to livelihood activities and economic empowerment to engagement with the most vulnerable groups in the areas for promotion of peace and conflict mitigation. Its initiatives in South Sudan have benefited more than a million most vulnerable South Sudanese and refugees in the country.

ACTED has responded to all major crises facing South Sudan and presently is delivering range of programs in Central Equatoria, Jonglei, Lakes, Warrap, Western Bahr-el-Ghazal, and Upper Nile states. The core programs for ACTED include; camp management and coordination, food security and livelihood, shelter, WASH, food distribution, NFI distribution, information management for humanitarian community, women and youth empowerment, and sexual and gender based violence prevention.

Due to the nature of current context, ACTED is heavily engaged in responding to emergency needs of affected population in six states of South Sudan but it also continues to push for the sustainable development efforts and increased knowledge about the chronic issues the country is facing through variety of interventions.

Since the crisis in December 2013, ACTED has been site manager for 4 IDP sites - 2 in Juba, 1 in Bor South, 1 in Awerial - facilitating and coordinating humanitarian response for more than 124,000 IDPs. ACTED focuses on the provision of essential humanitarian services and the improvement of living conditions of the IDPs.

In Gendrassa and Kaya refugee camps in Upper Nile State, which shelter almost 38,000 people in total, ACTED is implementing integrated camp management, with community mobilisation strategy, food security and livelihood, environment, shelter and other service provision such as WASH distribution of Food and Non-Food Items; while moving towards a more sustainable approach with the establishment of cooperatives; commencing sustainable agriculture and environment activities; and youth-based activities.

Through these interventions, ACTED has consolidated its position in camp coordination & camp management, developing more inclusive and representative camp management structures; and developing strong links with the affected populations through its experienced community mobilisation teams. ACTED aims to increase its efforts in influencing policy and advocating for the rights of the most marginalized groups in South Sudan.

ACTED is CCCM NGO cluster lead, as well as the CCCM State Focal Point for CES and Lakes state and has been coordinating and submitting several reports (eg: intention surveys, Displacement Tracking Matrix, site reports, and Resource and Gap Mapping) to the CCCM cluster to feed into decision making processes and ensure targeted and informed operational strategy to other partners on the ground.

Information management activities through REACH gives ACTED a strong advantage in understanding gaps in information, and humanitarian response in our areas of operation. REACH has expanded its mapping methodology to include the creation of interactive web maps and the geo-localization of individual households to enable actors to better identify and target populations within the camps. In addition, REACH is working to improve the collection, coordination and dissemination of information between partners and REACH products have contributed to the planning and coordination of humanitarian action across the country.

III. Position Profile

Under the direct supervision of the Country Director, key responsibilities include:

1. Logistical Management

- Logistical management of Mission premises:

Oversee the furnishings of premises (offices and guesthouses);

Supervise maintenance and repairs of premises;

- Provision and replenishing of office supplies:

Identify needs in stationery and office supplies;

Establish a follow-up procedure for the stationery store;

Undertake purchases and storage of supplies;

- Financial Management:

Manage the expenses for the logistical department ;

Provide documentary justification of expenses to the Country Finance Department;

2. Procurement, Stock Management and Suppliers

- Database of Local Suppliers:

Undertake a market study;

Set up and maintain a database of local suppliers, detailing criteria of quality, price, service, ethics etc;

- Follow up of Procurement Procedures, conforming to procurement guidelines :

Undertake quotations or launch Calls for Tender;

Purchase goods, draft contracts;

Receive merchandise and oversee the customs procedures for imported goods;

Check the condition and nature of goods received as required by the contracts;

Manage the presentation, circulation, filing and archiving of procurement documents, conforming to FLAT procedures;

- Management of Stocks and Supplies:

Identify warehouses for storages, ensure premises are furnished and made secure for use;

Establish tools for stock management;

Undertake periodic inventories;

Manage stock movements and distributions of goods in the framework of project implementation;

3. Management of the Vehicle Pool and Transportation

- Management of the Vehicle Pool:

Organise the allocation and daily availability of vehicles;

Establish tools for vehicles follow-up: log books, technical check-ups etc.

Ensure the maintenance of and undertake a monthly inventory of the vehicle pool;

Calculate and check the monthly cost of each vehicle (fuel consumption, repairs) in coordination with the CFO;

- Transportation management:

Identify companies for the transportation of stock;

Elaborate and follow a timetable of stock delivery for projects;

Complete and file waybills ;

Organise and oversee loading and unloading of goods;

Ensure administrative and custom requirements are adhered to;

4. Management of Technical Equipments

- Management of the IT Network:

Organise the installation of computing hardware and software (computers, printers, scanners, photocopiers, Network systems);

Identify suppliers of Internet access and negotiate service contracts;

Ensure back-ups of information and files are kept on the server;

Ensure the maintenance and undertake a regular inventory of IT equipment;

- Management of Communication equipment:

Organise the installation of communication equipment: telephones, HF and VHF radios;

Train staff in the use of such equipments;

Ensure the maintenance and undertake a monthly inventory of communication equipment;

Calculate and check the monthly communication cost of each base (telephones, e-mail, Internet), in coordination with the CFO;

- Management of Power supplies equipment:

Organise the installation of equipment: generators, solar panels etc;

Train staff in the operation of such equipments;

Ensure regular maintenance and undertake a monthly inventory of equipment;

5. Department Follow-up

- Team leadership:

Update the organization chart and ToRs of the logistics department according to the mission development;

Oversee the team and undertake appraisals of directly supervised colleagues;

Ensure training and capacity building for logistics team members in order to increase the level of technical ability and skills within the department;

- Internal Procedures and Information Flows;

Develop relevant management procedures within the team;

Improve information flows within the department and with other departments and projects

IV. Qualifications:

• At least 2-3 years of working experience in insecure environments; preferably in Africa, Asia, or the Middle East;
• Extensive experience in logistics and/or security management and procedures;
• Demonstrated communication and organizational skills;

• Ability to train, mobilize, and manage both international and national staff
• Flexibility and ability to multi-task under pressure;
• Ability to work well in unstable and frequently changing security environments;

• Willingness to work and live in often remote areas under basic conditions;

• Proven ability to work creatively and independently both in the field and in the office;
• Advanced proficiency in written and spoken English

• Knowledge of local language and/or regional experience highly desirable

V. Conditions:

• Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
• Additional monthly living allowance
• Free food and lodging provided at the organisation’s guesthouse
• Transportation costs covered, including additional return ticket + luggage allowance
• Provision of medical, life, and repatriation insurance + retirement package

Please send, in English, your cover letter, CV, and three references tojobs@acted.org

Ref : CLM/SSUD/SA