Country: South Sudan (Republic of)
Closing date: 04 Jun 2013
Job Title - Field base Logistics Manager
Length of Position - 1 year (with the first 3 months as probation)
General Description of the Programme:
GOAL has been working in Sudan since 1985, originally in government controlled areas of Sudan, but from the early 1990s expanding into areas of southern Sudan controlled by the SPLA.
Initially GOAL’s activities in Southern Sudan took the form of short term emergency interventions, but 1998, with the opening of a permanent base in Twic County, Warap State, saw a move to longer term interventions although the focus of the intervention remained emergency response. GOAL South Sudan currently operates programme in Twic County, Warap State, Kurmuk, Blue Nile State, Malacal town and the Sobat Corridor in Upper Nile State, and Batil in Maban County
GOAL South Sudan interventions have in recent years expanded to include a more integrated Primary Health Care approach, including, curative primary health care, based on the management of primary health clinics; preventative health care including HIV/AIDS messaging, malaria control and hygiene promotion; nutrition and food security, water and sanitation engineering and clinic construction/rehabilitation.
Key Duties:
Daily line management of logistics team in your location
Daily logistics supporting arrangements and procedural actions for projects
Daily logistics operations in support of programme objectives
Procurement of items from local suppliers or elsewhere as appropriate, as guided by Logistics Coordinator/Procurement Manager, and as per the country strategy
Daily stock management as per procedures and paper trail described in GOAL Logistics Manual
Asset management as per procedures and paper trail described in GOAL Logistics Manual
Management of transporting supplies to and from your location and handling supply chain system in your respective section
Daily Vehicle fleet and fuel management as per procedures and paper trail described in GOAL Logistics Manual
Daily Generator management as per procedures and paper trail described in GOAL Logistics Manual IT and internet management
Communications systems management as per procedures and paper trail described in GOAL Logistics Manual
Compound management and security to the best practices and against the needs identified in your location
Liaison with local authorities as appropriate for the benefit of GOAL
Liaison with external GOAL logistics staff as appropriate
Maintain Donation-in-Kind as appropriate
Ensure that GOAL logistics procedures as outline in GOAL Logistics Manual are rigorously followed
Train and build capacity of local logistics staff members in best practice, GOAL logistics procedures, systems and management
Ensure GOAL vehicles, communications equipment and drivers meet GOAL safety and security standards
Ensure fire safety and workplace health and safety standards are adhered to
Submission of periodical reports to Logistics Coordinator (LC) and Area Coordinator (AC) as outlined in the GOAL Logistics Manual and internal Management reporting system.
Specific Duties on each Logistics Section
I. Transport management:
To manage all GOAL transport fleet and locally hired vehicles if applicable.
To supervise Head of Transport and mechanics
To co-ordinate with the programme managers to ensure that the transport requirements of programmes are being met
To manage all transport requirements including Vehicle log book (VLB) fuel, maintenance, servicing and ensuring that all vehicles are fully equipped with tool kits, First Aid kits, and other relevant equipment for short or long journey.
Make sure vehicles equipments are maintained as per GOAL logistics manual and GOAL South Sudan specific maintenance schedule and standard and security standards
To manage and coordinate all drivers and make regular inspections of vehicles and vehicle logbooks
To liaise with and make recommendations to AC and LC with regard to the repair and maintenance of vehicles based on the reports submitted by mechanic
To monitor and evaluate drivers’ performance, fuel consumption and vehicle maintenance and repairs.
To carry out daily weekly and monthly checks on all tools and spares in all GOAL vehicles as well as weekly mechanical checks in cooperation with mechanic
To provide monthly evaluation reports on all transport logistics issues to the AC and LC
To manage fuel system, including the weekly and monthly transport analysis of the cost and efficiency as per GOAL standard Vehicle Log Book and Fleet summary formats
To make sure that there is an efficient system of booking (daily, weekly, late, individual vehicle ) and usage of the vehicles for programs as per GOAL standard tools of vehicles booking and allocation
To make sure that all safety and security procedures and measures according to GOAL manual are exercised and those which are specifically required for within South Sudan locations
II. Stores and stock management:
To ensure that all goods received by GOAL are recorded in GOAL standard templates and are stored and handled as per GOAL logistics manual procedures of safety, security, accountability and transparency
To ensure that all goods dispatched by GOAL to the final distribution sites, and when in transit through multiple locations are recorded in GOAL standard templates
To ensure that all store transaction paper works are kept filed as per GOAL filing system.
To ensure that all the items stored in the warehouses are recorded in GOAL warehouse papers
To supervise weekly and conduct monthly stock taking as per GOAL standards
To produce monthly warehouse reports as per GOAL Logistics Manual standards and specific country procedures
To manage local store keeper (s)
To keep up to date records and files on all stocks in soft copy tool of Stock Monitoring Sheet
To disseminate store records once a month to all users in your location and to the Country Head Office
To prepare, maintain and update the GOAL FAR and submit monthly to LC and Finance department.
III. Procurement management:
To maintain good working relationship with all programme management and field staff to ensure that procurement needs of the programme are being met in timely and quality manner
To support all projects within the GOAL programme in the specific location by managing order request forms for local procurements and relaying the requests to the relevant procurement centres
To support all projects within the GOAL programme in your location by managing order request forms for external procurements in consultation with LC
To maintain Procurement Delivery Tracking Sheet for all purchases and delivery of them to the store and to the beneficiaries on daily basis
To liaise with GOAL South Sudan HO and follow up with LC/LO on all orders
To ensure that all goods purchased are received by store keeper via goods in docket
To negotiate and secure best value and service benefit deals on all local procurement and supply requests based on GOAL logistics criteria
To update and maintain local vendor lists as per GOAL standards
To update and maintain local price lists as per GOAL price list template
To make sure that all works contracts are done according to GOAL Logistics manual and South Sudan labour law.
To ensure that all purchases are done in line with thresholds, paper works and authorities requirements of GOAL South Sudan Procurement and authorization Chart
To manage physical receipt and paper works for donations-in-kind from other donor agencies and relay the documents further to the person in charge in country for DIK management
To make sure that all the payments are done by Finance department for local orders are cross checked against the initial procurement and delivery papers
IV. Communication:
To liaise and update communication plans as per the instruction from LC and AC
To manage daily all the issues related to issuance, location, usage, return of all communication systems in place (HF, VHF, Mobile phones, satellite telephones VSAT and any other communication equipments in your location
To update the contact list and update the country office on same on monthly basis
To make sure that systems being used adequate for the purpose intended and cost-effective and in accordance with Country Communication Plan and Procedures.
To ensure that the cost of communication is checked monthly and if needed appropriate measures on making the communication cost effective are recommended to AC and LC
To maintain and supervise in conjunction with Radio Operator (RO) daily personnel movement board and all the security and procedural calls are followed
Monitor security check-in procedures
Ensure that the standards of communication hardware and the usage of all communication units in country are done as per Country Communication Plan and Procedures
V. IT and Power
As GOAL field offices currently mains power supply is only from generator internal power procedures and policies on generator power usage should be strictly adhered and respected
To provide regular maintenance and service in accordance with generator manual and working condition of the area
To ensure that staff are taking back up of their important documents on daily/weekly bases
To strictly maintain generators daily and monthly log books
To ensure that individual generator log books are completed properly and all the costs associated to maintenance, repair and running a generator are in place and practiced
To compile an individual generator monthly summary sheet and Annual Generator report as per the schedule established by LC and report on this to HO
To follow GOAL South Sudan Standards on IT and Office equipment
To follow the GOAL South Sudan Power Guidelines
VI. Personnel
To manage and instruct all GOAL logistics personnel under your responsibility
Manage performance evaluation for staff under supervision on six monthly bases
To arrange hiring of casual labour as required or delegate same but supervise to Compound Manager
To supervise hiring of casual skill labour for any maintenance and hardware job in the compound and sub-base;
To maintain and update adequate Job Descriptions for all logistics staff in liaison with HR/Admin Officer
To liaise with HR/Admin Officer in recruiting and discipline procedures of the staff in accordance with GOAL HR policy and South Sudan Labour Law
To introduce, manage and supervise on ongoing basis the staff management tool “Logistics Tasks Distribution List and Timesheet Analysis”. Based on the results and indicators of this document recommend to HR when the department is under or overstaffed and when certain modifications and changed need to be brought into the logistics department and its staff
Requirements:
Essential:
At least 3 year’s experience logistics or related field with an international NGO in a field environment;
Proven management ability to lead, motivate and develop staff;
Appropriate skills and experience in the capacity building and training of national staff and partners essential;
Ability to lead a multicultural team;
Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions;
Understanding and acceptance of the varying standards required and the problems inherent within the context of work in a developing country;
Strong computer skills in Microsoft packages, including Excel, Word, and Outlook (particular emphasis on Excel);
Excellent report writing skills;
Committed team player
Desirable:
Qualification in Logistics/Supply Chain Management;
Understanding of budget development and monitoring;
Experience in logistics for the support of humanitarian, recovery as well as development programmes;
This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.
How to apply:
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