Country Logistics Manager

Country Logistics Manager

Position Description

Location: Goma, Democratic Republic of Congo

Position Status: Full time, unaccompanied

About Mercy Corps

Mercy Corps is a global team of humanitarians working together on the front lines of today’s biggest crises to create a future of possibility, where everyone can prosper. In more than 40+ countries around the world, over 5,400+ team members work side by side with people living through poverty, disaster, violent conflict, and the acute impacts of climate change. We’re committed to creating global change through local impact — 84% of our team members are from the countries where they work.

We bring a comprehensive approach to every challenge, addressing problems from multiple angles. And we go beyond emergency aid, partnering with local governments, forward-thinking corporations, social entrepreneurs, and people living in fragile communities to develop bold solutions that make lasting change possible.

Country Program Summary

Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since 2007, with a staff of over 400 people and a portfolio of almost 50M annually in programming. The overall vision for Mercy Corps’ work in DRC is that Individuals, households and communities – particularly the most marginalized and at-risk – increase their resilience to shocks and crises, develop their income and assets, and sustainably access improved services. Mercy Corps’ national office is in Goma with sub-field offices in North Kivu, South Kivu, lturi and Kasai. Mercy Corps DRC’s key programming areas include a combination of longer-term development and immediate humanitarian response programs in order to 1) improve water service delivery and ensure equitable access to Water, Sanitation and Hygiene services in urban and rural areas; 2) improve food security and nutrition and strengthen climate-resilient food systems; 3) Promote inclusive and sustainable economic opportunities to sustain and increase assets and income; 4) Support peaceful and more secure communities and build strong and inclusive institutions. Mercy Corps DRC’s humanitarian programs aim specifically to assist populations affected by the conflict and crisis in Eastern Congo.

Mercy Corps DRC’s portfolio is one of the largest and most complex across the agency. Mercy Corps is recognized as a leader in humanitarian and development programming in Eastern Congo, with large-scale impact in communities. We champion and lead innovative solutions in a complex operating environment and are well positioned to influence stakeholders (donors, peer organizations, private sector and government) to implement solutions that will have a lasting impact and bring about real change at the community level.

Department Summary

The Operations department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management, logistics and ICT & sub-field offices management for successful program implementation.

General Position Summary

Under the direction of the Operations Director, the Country Logistis Manager plays a pivotal role in the success for the logistical successful support to the country programs. His/Her ability to effectively manage people, process, and technology is critical to achieving operational excellence. His/Her responsibility is to ensure that all assets, warehouse and fleet activities and logistics operations adhere to relevant regulations, standards, and best practice. She/he will also ensure that managerial processes, resources, and the necessary infrastructures are all in place to efficiently support the program.

Strategy & Vision

• Maintain overview of the logistics needs for the country programs and develop the logistics systems accordingly.
• Be creative in looking for efficiency of the logistics systems and processes given the various constraints and challenges related to the country context and needs logistical needs of different offices and programs.
• Provide support, coordination, supervision, and monitoring designed to meet program objectives.
• Ensure logistics’ reports quality and timely elaboration and submission, including warehouse, assets and fleet.

Team Management & Capacity Building

• Assist in recruitment of team members and development of the operational structure of the offices in the country; develop the capacity of new staff, deepen understanding of their roles and assist with career development.
• Hire, orient and lead team members as necessary.
• Promote accountability, communicate expectations, and provide constructive feedback informally and formally via regular one on one meetings.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Work with all Mercy Corps staff to ensure smooth introduction and adoption of operational systems.
• Be responsible for full and proper implementation of Mercy Corps systems of management, compliance, and control as described in Mercy Corps field guidance manuals.
• Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities. This includes working with the Mercy Corps country teams, as necessary to share tools, collaborate with staff and share information/support needs.

Operations management – Program Support

• Under the direct supervision of the Operations Director, work closely, the COPs, the DCoPs, the Program Managers, the finance and compliance team, the HR & Admin team and the heads of office, and others to ensure that all operational departments are working in close collaboration with programs to facilitate smooth, efficient and effective program implementation.
• Work closely with the HR/Admin team to properly manage logistics staff, including recruitment, quality orientation for new staff and performance management.
• Create and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and Mercy Corps policies and procedures.
• Ensure that archiving of operations documentation is well organized with hard and soft format and up to date to facilitate audit and information research.

Operations management – logistics

• Ensure timely, accurate processing and documentation of logistics activities’ compliance with the Field Logistics Policy & Procedures.
• Ensure asset, warehouse and fleet policies and procedures are implemented and followed as described in the related Policies and Procedures Guidelines.
• Support in the procurement of vehicles, recruitment of drivers, oversee planning and coordination of drivers’ work plan and serve as the focal point with the drivers’ provider company
• Ensure implementation of systems to properly manage and track assets, warehouse and vehicles maintenance, repairs, fuel usage and scheduling.
• Oversee all logistical aspects of the country operations liaising with the Legal team, the Finance Ethics departments to ensure their compliance of all the country logistics activities with the Mercy Corps Policies and Procedures.
• In close collaboration with the Procurement and Program teams, coordinate non-program aspects of material aid projects and associated shipments, manage importation and customs clearance elements, oversee equipment registration, licensing, and insurance.
• Identify opportunities for process optimization and efficiency gains in asset, warehouse, fleet and logistics operations
• Organize a general physical inventory of all Mercy Corps warehouses and assets on all bases, monitor inventory levels, track stock movements, perform reconciliations and spot-checks to ensure stock accuracy
• Establish and implement disposal plans for damaged and unusable assets.
• Ensure proper organization and arrangement of the country warehousing in accordance with the Mercy Corps Policies and Procedures.
• Coordinate with logistics partners, carriers, and freight forwarders to arrange timely and cost- effective transportation of goods to comply with transportation regulations
• Develop and maintain quality management systems for assets, warehouse and fleet.

Operations management – Resource Management

Ensure effective and efficient resources management in the logistics on the achievement of the following results:

• Ensure effective management of logistics resources and reporting in a systematic, transparent, and efficient manner to country management.
• Responsible for provision of high quality and timely logistical support to all country programs.
• Exercising oversight over logistics ensuring compliance with Mercy Corps policies and procedures as well donor rules and regulations.
• Oversee provision of transport and importations/exportations.
• Oversight on maintenance of proper custody of Mercy Corps assets, warehouse inventory and general inventory.

Influence & Representation

• Interface with the internal and external stakeholders in logistics matters and for coordinating all supply shipments via the appropriate approval processes.
• Communicate with local partners as well as sub-grantees to verify their systems and ensure that they understand and follow all appropriate logistics procedures.
• Maintain productive relationships with all stakeholders.
• Consistently demonstrate flexibility, resilience, and ability to maintain positive relationships and composure, even under difficult circumstances.
• Maintain high ethical standards and treat people with respect and dignity.

Security

• Assist the country team in the day-to-day security management of offices.
• Ensure implementation of the security procedures and policies in coordination with the country team on standard security policies and procedures.
• Proactively ensure that team members operate in a secure environment and are aware of policies.
• Work with the security department the duty care service to ensure regular safety training and maintaining compliance with health and safety regulations to create a safe work environment for drivers and warehouse staff.
• Support the Operations Director, the Security Director and the country Senior Management Team in establishing and implement contingency plans for emergency situations such as armed conflict, natural disasters, power outages, or other disruptions with mitigation strategies to ensure the safety, integrity and compliance of staff and properties.
• Serve as the security focal point for the country Operations department.

Supervisory Responsibility

1. Direct supervision of:

• Assets and non-assets Coordinator, Goma
• Logistics Team Leader, Goma
• Warehouse Senior Officer, Goma

1. Technical supervision of:

• Logistics Team Leader, Tshikapa (Kasaï)
• Logistics Team Leader, Bunia (Grand Nrod-Kivu & Ituri)
• Logistics Officer, Bukavu (Sud-Kivu)

Accountability

Reporting to: Operations Director.

Works Directly with: CoP, DCoP, Program Managers, Heads of Office, Compliance & Finance team, Human Resources & Administration team, as well as all other staff members

Collaboration: All the country Operations team.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• BA/BS degree in a relevant field.
• An internationally recognized qualification in logistics, supply chain and operations, project management, administration and business management or relevant field.
• A minimum of 5 years field experience in managing, logistics and supply chain and operations systems with humanitarian NGOs, with supervisory responsibilities, including field staff and remote field offices.
• Ability to mentor, coach and support staff in their professional development.
• Willingness to travel in the field and work in remote locations.
• Proven understanding of complex emergencies, related security concerns, and appropriate responses with experience in insecure environments.
• Demonstrated attention to detail, following procedures, meeting deadlines, and working and problem-solving independently and cooperatively.
• Knowledge of Mercy Corps’ systems and procedures (esp. supply chain systems) desirable, knowledge of USAID and international institutional donors’ regulations helpful.
• Knowledge of Sphere Standards and other training in humanitarian response preferred.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
• Excellent oral and written French and English skills required; proficiency in local languages is a plus.
• Ability to work effectively with an ethnically diverse team in a sensitive environment. Working experience in the DRC is a plus.

Success Factors

The successful Country Logistics Manager is an effective leader that can build and motivate a team of people from a variety of departments under pressure and within a limited time. She/he is very well organized, communicates clearly and uses strong interpersonal skills to navigate challenging organizational political situations.

Living Conditions / Environmental Conditions

The Logistics Manager will be based in Goma, North-Kivu province, with field travel. Staff typically have access to essential services, such as medical care, electricity, water, etc. This position requires travel by road or air to field locations in relatively insecure environments and climatically harsh conditions.

Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient, and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination based on race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and

values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.