South Sudan: Logistic Coordinator H/F

We are looking for our delegation in South Sudan for a

Logistic Coordinator H/F

Position Start Date: the 14th of December 2015
Duration: 6 months
Location:Djouba – South Sudan
Terre des hommes does not set closing dates for this position; recruitment is on-going until the position is filled

Contexte :
Terre des hommes Foundation (Tdh) is the leading Swiss NGO focusing on child rights. It is active in more than 30 countries with development and emergency projects. Tdh focuses its action on the two following areas of intervention: health and protection of particularly vulnerable children. Modern management and communication tools ensure the quality of Tdh’s projects. The Foundation constantly aims to improve its services.

Contractual conditions:
Swiss salaried contract 3600 Chf < > 4800 Chf / month according to experience x 13, Holidays: 25 days per year. Local accommodation and transportation, Health insurance, accident and medical repatriation insurance, return flight.

General description of the position:
The Logistics Coordinator reports to the Country Representative or the Programme Coordinator, and is in charge of all of the logistics for the delegation, its bases or branches, the Country Representative's residence and the projects. S/he is responsible for the logisticians in the delegation's different bases or branches whose responsibilities include:

• Management of the fleet of vehicles / IT equipment
• Management of the logisticians in charge of the delegation's bases.
• Procurement - supply
• Stock management - Various maintenance

Fonction details :

• Carry out/coordinate assessments of needs using tools validated by the headquarters and identify potential priority areas for action for Tdh in his/her intervention sector
• Use the requirement assessments to define the strategy
• Participate in developing and changing institutional strategies and policies by including the thoughts of the staff in his/her area(s)
• Coordinate the geographic developments of the sectoral strategy with the PL and the field coordinators (if several offices)
• Participate in drawing up and reviewing the strategic guidelines for the country in coordination with the Country Representative and the DI and/or the Thematic Advisor of his/her sector: Collect the data and analyse the opportunities and the risks
• Collaborate in defining and implementing an operations strategy: financial, HR and thematic in coordination with the headquarters and the institutional organisations
• Identify and share the positive and innovative experiences, information, research, best practice, relevant tools, etc.with the teams and the Head of Delegation.
• Be familiar with and promote his/her sector's institutional methodological guides with field teams and partners
• Participate in the development of new tools in his/her field of activity
• In cooperation with his/her technical advisor at the headquarters, drive and contribute to research in the field and explore the partnership avenues/methods for its implementation (relations with institutions: university, research centre, local NGO, etc)
• Ensure the communication contract is implemented within his/her team(s) and project teams
• Create conditions for a good flow of operational information from delegation – field - delegation (verbal exchanges, e-mails, sitreps, reports,, etc.)
• Ensure overall compliance with the Tdh HR procedures and those of the country (fairness, transparency)
• Participate in the delegation coordination meetings
• Organise and run his/her sector's coordination meetings
• Define intervention methods with the project leaders and the Head of Delegation
• Direct, advise, support and supervise the delegation's logisticians
• Ensure teams work well together (resolve the potential conflicts)
• Coordinate with the project leaders in adapting the Terms and Conditions of the staff according to the progress of the projects
• Recruit and/or assist with the recruitment of local staff and coordinate the writing of the job vacancy descriptions
• Evaluate the staff under his/her direct responsibility on a regular basis and pass on the evaluations and recommendations to the Head of Delegation
• Ensure and support the accountability of the national teams in a gradual process of delegation and nationalisation of managerial posts
• Develop his/her subordinates' self-reliance and encourage collaboration
• Be responsible for his/her own continuing training to develop his/her skills
• Identify staff training needs and organise local or internal training sessions in collaboration with the Head of Delegation and the headquarters
• Plan and coordinate external training support (consultancies, headquarters) for the teams in coordination with the headquarters
• Ensure training and achievements are monitored, as well as skills
• Organise meetings for discussion, sharing of knowledge, skills and experiences between the team workers
• Make available and promote Tdh training documents and tools as well as those by other players in his/her field of activity in coordination with his/his technical advisor at the headquarters
• Explore at a national level the possibilities of collaborating with other organisations for Tdh team training or indeed of offering training support on behalf of Tdh to these organisations
• Offer strategic and technical support and advice to the teams in his/her sector
• Coordinate with the technical advisors at the headquarters for strategic and technical support, training and capitalisation of the programme
• Together with the Finance and Administration manager and the Head of Delegation, ensure the guidelines in the Tdh financial handbook are implemented and provide advice on the proper use of Tdh financial coding
• Participate in drawing up project budgets in compliance with current standards
• With the Head of Delegation, the Finance and Administration manager, the project leaders and logisticians, examine the budget vs actual reports on a monthly basis in
  order to monitor expenses in good time and guide future spending and allocations in his/her field of activity
• Supervise the application of and adherence to the terms of any financing contract, check the block commitment of expenditure and the financial risk (check that the invitations to tender comply with Tdh procedures, etc.)
• Monitor the projects' action plans vs their financing plans (provisional budget) and ensure they conform
• In coordination with the Head of Delegation, represent Tdh before the sponsors: draw up a list of their addresses including potential sponsors and keep it up-to-date, know their strategic guidelines and organise tours of the projects in his/her sector
• Assist in seeking funding and in negotiations with the sponsors present in the intervention zone in coordination with the Head of Delegation and the headquarters
• Have a good knowledge of the sponsors' standard tools and the strategic guidelines of local sponsors
• With the support of the Head of Delegation and the headquarters, coordinate, promote, supervise and negotiate the contracts and monitor the institutional sponsors
• Adhere to and enforce the delegation's and Foundation's current administrative and logistical regulations and procedures
• Carry out all the formalities required by the government and the other official agencies for the project to be recognised
• Make sure that the contracts (for services, HR, etc.) comply with the national laws
• Together with the Finance and Administration Coordinator, ensure that the monthly invoices from suppliers and service providers are paid within the deadlines (in the absence of a project leader)
• In collaboration with the Administration/Finance Coordinator, ensure that the signatories' schedule for purchases and payment authorisations is maintained and adhered to (in the absence of the project leader)
• If necessary and in coordination with the Finance and Administration Coordinator, handle all the sponsor contracts in the country and others, in relation with his/her intervention sector
• Promote close collaboration between Logistics and Administration for monitoring projects
• Verify that the communication procedures are followed in his/her teams and that staff can be reached at any time in the context of his/her professional activities
• Support and facilitate advocacy projects and strategies relating to his/her sector in coordination with the thematic advisor, headquarters and other partners
• Contribute to the technical and operational advocacy strategies of the mission and the headquarters
• Represent Terre des hommes in his/her field of activity before the national authorities, and at a local level in support of the PLs
• Coordinate and support the project visitors (journalists, headquarters, funders, etc.) in coordination with the headquarters and the bases
• In general, make sure that a positive and professional image of the Foundation is conveyed. In particular, ensure that the Foundation's mandate, ethics, themes policies, values and views are followed in relation to third parties.
• Raise the profile of Tdh in the local media and support visits by journalists
• Participate in the media communications on the project in collaboration with the thematic advisor
• Be responsible for producing reports, and guarantee that regular and reliable information is produced and that sensitive mission information is kept confidential; have it validated by the Head of Delegation and share it with the technical advisor at the headquarters
• Assist with the logistics reports in support of and at the request of the Administration/Finance Coordinator and the Head of Delegation
• Contribute to the SITREPs regarding logistics in coordination with the project leaders and have them validated by the Head of Delegation and share them with his/her technical advisor at the headquarters
• Write the annual reports in his/her field of activity for the Head of Delegation and his/her technical advisor at the headquarters
• Monitor the delegation's indicators relating to logistics
• Guarantee the quality of the logistics reports (including the annual project logistics reports)
• Set up monitoring and monthly evaluation tools for activities (monitoring sponsor and internal indicators) and monitor the results on a monthly basis
• In collaboration with the Head of Delegation and the project leaders, coordinate the needs of the target populations in order to readjust the current logistical requirements if necessary
• Coordinate logistics activity assessments with specific times in the development or sponsors' requests
• Conduct regular field visits for supervision and assessments of the project's progress
• In his/her professional activities, adhere to the values defined in the strategic plan: commitment, expertise, integrity and self-reliance
• Work in different cultural backgrounds and in difficult situations, deal with confrontation due to differences (intercultural)
• Undertake to ensure the best possible implementation of the Child Protection Policy (CPP) and operational risk management in his/her intervention zone and within project teams (in the case of an identified problem, contact the Country Delegate to report it)
• Assist in the implementation of resources for promoting awareness and supervision necessary for his/her local colleagues to adhere to the Child Protection Policy (CPP) and operational risk management
• Participate in monitoring protection cases, allegations or possible/potential violations of the Child Protection Policy under the supervision of the Country Delegate
• In conjunction with the Log/Safety Coordinator and the field coordinators, analyse the security situation in his/her area and inform the representative through periodic reports
• Contribute to updating the security plan on his/her area(s) of intervention
• Check that the members of staff in his area(s) are in fact following safety procedures

Profile :

• Manage and optimise the logistical organisation of the mission
• Define the supply strategy (local/international procurement, storage and transportation)
• Manage the mission's logistics budget
• Consolidate, check and analyse the logistical data sent by the bases
• Ensure the audits and pre-audits run smoothly
• Maintain a network with the local players, exchange good practices
• Represent Tdh at the Logistics Cluster
• Send the necessary information to the headquarters
• Negotiate the terms and conditions with the forwarding agent
• Monitor the delivery times and the quality of the deliveries
• Maintain a network with the local players for security issues: gather and analyse information
• Establish and update the mission's security plan
• Arrange security training for the teams
• Check that safety procedures and rules are being applied
• Write up incident reports and participate in dealing with incidents under the supervision of the Head of Mission

Child protection policy:
 To commit to respect Tdh Risk Management Policies including: Child Protection Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy
 To commit to ensure the best implementation possible of the Tdh Risk Management Policies in South Sudan
 To commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression, even potential, of the Tdh Risk Management Policies

Procedure:
We will only consider complete online applications corresponding to the required profile. Your application must include a complete CV and a covering letter.
If you are not shortlisted, your file will be destroyed by us, according to the rules on data protection.
If you face difficulties in applying online, please contact our HR department: rh@tdh.ch
Terre des hommes provides equal working conditions for men and women. Furthermore, for candidates with equivalent qualifications and for positions with responsibilities, applications from women are strongly encouraged.
The recruitment and selection procedures of Terre des hommes reflect our commitment for child security and protection.

https://tdh.luceosolutions.com/recrute/fo_annonce_voir.php?id=624&idpartenaire=1