Responsible to: – Country Director – Sudan
Place: Nairobi with regular travel to Sudan upon VISA approval
Starting date: As soon as possible.
Contract Period: up to 31/12/24 with possibility of extension, conditional to performance and funding.
Closing date for applications: 19/7/24 (Due to the urgency of the position applications will be reviewed
on a rolling basis)
THE ORGANIZATION
“Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity”
Handicap International Federation’s operating name is Humanity & Inclusion (HI). HI, Humanity & Inclusion is an independent and impartial aid and development organization with no religious or political affiliations operating in situations of poverty and exclusion, conflict, and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions, and promote respect for their dignity and fundamental rights. HI is celebrating its 40th year of serving people with disabilities. Currently, the organization is in 60 countries, 22 are in the African continent with over 200 projects globally.
For further information about the association: www.hi.org.
SUDAN:
Since fighting broke out between the SAF and RSF in April 2023 in Sudan, a significant deterioration of the humanitarian situation has occurred. There are an estimated 24.8 million persons in need of humanitarian assistance, over 10 million persons displaced internally, half the population at Crisis level of hunger, and a collapse of the health system.
JOB CONTEXT:
Humanity & Inclusion (HI) has initiated its programmatic response to the Sudan crisis in January 2024. Together with a Sudanese NGO, HI is currently implementing a project in Sudan (Gedaref State). The project includes physical and functional rehabilitation, MHPSS, Protection and Inclusive Humanitarian Action.
HI will initiate project implementation as direct implementer in Sudan in Q4 2024, to respond to the basic needs, rehabilitation, mental health, protection and inclusion needs of persons with disabilities and other vulnerable populations in Sudan affected by the war.
In line with the localization of aid, and in light of the administrative steps and challenges to operate in Sudan, the Country Management team is based in Nairobi, providing remote support to the local partners while leading the preparation of direct implementation projects. Depending on visa approval, HI teams will have the possibility to travel to Sudan for field and monitoring visits.
LOGISTICS PRIORITY IN THE EMERGENCY RESPONSE:
As HI Country Programme is established in 2024, and responds to one of the largest humanitarian crises, the engagement of the Logistics Manager will focus in 2024 on:
- establishing strong Logistics processes in lines with HI policies and procedures and sectorial best practices, ensuring process allow rapid scale up while maintaining required compliance
- ensuring proactive and efficient preparation of direct implementation projects scheduled in 2024 and provide constant reactive support to the team deployed for its opening.
- Providing technical support to the local partner(s) for complex procurement, and adjustment of logistics approaches to changing security context.
ROLE:
Reporting to the Country Director, the Sudan Country Logistics manager ensures the efficient management of logistics resources for the area of intervention under his or her responsibility.
He or she is the point person for the Country Director and as such informs him or her of any problems that fall within his or her remit and suggests solutions.
He or she is a key player in the rollout and implementation of HI’s logistics standards, which consists in reworking the positioning of logistics at HI and affirming the principle of professional development.
S/he will provide technical assistance and guidance to the local partner in Sudan while being based in Nairobi with regular travel to Sudan upon VISA approvals.
MISSIONS:
Mission 1: Management
Note that during 2024, the Sudan Country Logistics Manager will not be line managing other Logistics staff, as
- operations are implemented through local partners, and
- the direct implantation projects in 2024 will include Areas Logistics Managers who will report to the Area Manager(s) ; the Country Logistics Manager will be their technical focal point and compliance referent
In 2025, aligning with HI standardized processes, all Logistics Staff will be under the Sudan Country Logistics Manager line management, directly or indirectly.
- Manager as a role model embodies HI’s values on a daily basis.
- Manager as coach for meaning understands the strategy, makes it explicit, translates it into operational objectives for his or her team, leads the necessary changes. Gives meaning to each management action.
- Encourages inter and intradepartmental exchanges of practice. Encourages innovation and risk-taking.
- Operational manager: organises the operational management of his or her team, structures the work around identified processes, steers performance and facilitates the resolution of problems.
- Manager 1st HR&Coach: contributes to the development of his or her staff, creating the conditions for their commitment, professionalism and attachment to HI. Ensures compliance with the code of conduct of institutional policies, the state of mind and the expected individual and collective behaviour.
Mission 2: Defines the Logistics section of the StratOp and directs its action plan
- Drives logistics strategy and operations through the active promotion of HI’s institutional policy and directives and the optimization of its resources.
- STRATOP: contributes towards the drafting, revision and implementation of the Operational Strategy (StratOp) within his or her field of activity and geographical area and in line with objectives.
- RISKS: produces and updates the risk map for his or her area of responsibility and proposes and implements corrective mitigation measures.
- INCIDENTS: contributes to and follows up on incident reports for his or her area of responsibility;
- INDICATORS: produces, compiles and analyses the data in the logistics dashboard for his or her geographical area.
- REPRESENTATION: represents HI externally on logistical issues concerning his or her geographical area (e.g. forums, operational and strategic alliances); develops the local partnerships necessary for his or her fields of activity.
Mission 3 : Deploys HI’s standards and contributes to its expertise and accountability within his or her remit:
- STANDARDS: ensures compliance with and application of HI standards for his or her entire professional field with regard to policy, processes and tools.
- LOCAL ADAPTATION: adapts and contextualizes these standards to meet local conditions and regulations.
- INTERNAL CONTROL: supervises internal control in his or her fields of activity.
- ACCOUNTABILITY: guarantees compliance with and the application of internal rules and the rules of institutional donors in his or her fields of activity
Mission 4: Supply chain
Responsibility 1: Procurement
- Determines procedures to be followed according to the type of request and its commercial value.
- Analyzes the local market for supplies and keeps a local suppliers’ database up-to-date corresponding to HI’s needs and criteria (quality, price, service, and ethics).
- Processes purchases, consults, and assesses suppliers according to criteria such as value for money, delivery deadlines, standardization, after-sales service, matching up with requirements, matching up with general purchasing terms.
- Prepares the summary bid analysis chart, according to the quotations received.
- Systematically participates in the selection of the supplier for all purchases of goods or services and proposes an update of the supplier database.
- Presents clean document for validation.
- Prepares supplier purchase orders (SPO) and framework contracts.
- Establish the procurement plan in touch with the program managers.
- Launching the procurement as fast as possible following the procurement plan
- Ensure the derogation is done if needed to respond to the emergency and the start of the activities.
- Prepares and files all necessary documents of the Purchase file and ensures that all purchase files comply with HI and donor procurement procedures.
Responsibility 2: Stock management
- Selection of warehouse according to localization, needs and capacity
- Sourcing of the storage capacity (price, volume available, localization, etc.)
- Identification of legal rental contractualization if no mutualization
- Responsible for Transportation/custom
- Sourcing of freight forwarder for international transportation (Kenya-Sudan)
- Ensures the importation process and custom clearance in touch with the freight forwarder and the partner
Mission 5: Facilities management
Responsibility 1: Identification of premises
- Identification of premises office and guest houses + formalization within a report in case of audit
- Elaboration of contracts with owner after Security and financial validation
- Furnishing of Guest houses and office
- Securing premises in touch with the HASM (emergency box, safe room, communication…)
- Ensuring a good internet network
Responsibility 2: Transportation
- Identification of rental car company and/or taxi company
- Coordination of the movement plan
Mission 4: Networking and Partners coordination
- External coordination with the log cluster and other organizations
- Assessment of the global logistic need for the logistic activities with the identified partner(s) in Sudan
- Continuous technical support and capacity building of the partner(s)
YOUR PROFILE:
Educational background and experience
- Relevant University Degree
- Relevant training in logistics management and development of humanitarian projects/operations, or equivalent, preferably in the field of international solidarity.
- You have at least 6 years of professional experience in emergency response and at least 3 years in a Logistics coordination/manager position or similar in emergency or post-emergency assistance.
Skills required:
- High capacity for analysis and synthesis.
- Ability to project quickly in an emergency context.
- Mastery of the management of the project cycle.
- Ability to handle conflicts.
- Ability to work remotely including capacity building and remote deployment.
- Excellent communication includes constructive feedback.
Security
- Personal security management
Cross -sector skills
- Frameworks and references
- Office and collaborative tools
- Stress management
- Collaborating in a global organization
Language skills
- English, knowledge of Arabic is an asset.
Personal Qualities
- A creative mindset and approach are required to succeed in this role.
- You must have the ability to work under pressure and without constant supervision.
- Ability to be proactive, reactive, and flexible.
- Capacity to organize your work and manage priorities.
- Strong interpersonal and intercultural skills.
- Emotional capacity to work in an often-unstable security situation.
- Good team member with a passion for utilizing participatory approaches.
How to apply
Please follow the link to apply for the position.