Logistics Coordinator – Manila (Filipino Nationals Only)

Duration : 12 months
Start date : ASAP

You’ll contribute to ending world hunger by …

• Ensure coordination between Logistics and the other departments in the Mission, in order to provide the adequate level of support to Action Against Hunger operations in Philippines.
• Manage the Logistics department, monitoring its performance in all the processes related to Logistics and security to ensure they are in line with the Mission´s Logistics Strategy, policies and guidelines.
• Draft the Mission´s Logistics Strategy and collaborate with the other members of the Coordination team in creating the Mission´s Strategy.

Key activities in your role will include

Objective 1: Coordinate logistics at national level

• Internal coordination of the Logistics team in the Mission:
  • Allocation of workload and resources between Bases.
  • Management and follow-up of logistics staff and functional management of Base Logistics Officers
  • Management and follow up to the ER Flying Logistics Manager when deployed and while based in Manila
  • Ensure compliance and support the standardization of logistics procedures and templates, particularly at base level.
  • Dissemination and implementation of Action Against Hunger´s logistics procedures (KitLog) and strategy.
  • Ensure the compliance of the whole logistics operations to Action Against Hunger´s Good Business Regulations, Code of Conduct and Charter of Principles
• Drafting of Proposals and Reports to donors:
  • Ensure proposals are in line with the Mission´s Logistics Strategy and take into account logistics costs, logistics needs and the logistics context in the intended implementation areas.
  • Creation of accurate reports to donors on all logistics aspects defined by their policy (including stock, equipment, fleet and procurement).
• Supervision of the supply chain:
  • Ensure implementation and monitoring of Action Against Hunger´s Supply Chain Management Tools.
  • Monitor the work carried out by the Logistics Department .
  • Monitor and ensure the compliance with Action Against Hunger and donors logistics procedures.
  • Implementation of the anti-fraud policy and its tools within the logistics department.
• Budgeting:
  • Prepare the logistics part of the Mission´s annual budget.
  • Contribute to any budget/proposal to be submitted to donors as part of a proposal.
  • Validate the monthly logistics expenditure forecast for all Bases.
• Reporting, analysis and information management:
  • Control and analyse the Mission´s Logistics costs.
  • Consolidate, monitor and analyze any data submitted by the Bases.
  • Analyse and optimise equipment use.
  • Ensure the implementation of Action Against Hunger´s Archiving Policy.
  • Prepare responses to any donor requirements and audits at any level.
  • Ensure the Monthly Reporting requirements to Headquarters are met by the Mission.
• Communication Management:
  • Implement adequate and relevant communication systems.
  • Analyse new requirements and the cost/efficiency of existing systems.
  • Implement Action Against Hunger´s IT policy in the Mission.
• Equipment Management:
  • Create and implement an equipment policy for the Mission.
  • Ensure the adequacy of equipment to suit requirements and users.
  • Manage equipment according to Action Against Hunger and donors’ guidelines.
  • Ensure the correct and documented transfer of equipment on completion of projects.
  • Ensure an efficient management of equipment in the Mission.
• Fleet Management
  • Ensure an efficient fleet planning and management in the Mission.
  • Create and disseminate a vehicle use policy.
  • Ensure efficient transport of staff within the Mission.
  • Monitor the maintenance and control of vehicles in accordance with Action Against Hunger´s procedures.
• Emergency Preparedness and Response
  • Contribute to the creation and regular updating of the Mission´s Emergency Preparedness and Response Plan.
  • Train and prepare the Logistics teams on emergency response according to the Mission´s Emergency Preparedness and Response Plan.
  • Set up and manage emergency stocks when applicable.

Objective 2: Contribute to the definition of mission strategy

• Contribute to the definition of the Logistics component of the Mission´s strategy with information, hard data and clear planning.
• Develop, update and disseminate the Mission´s Logistics Strategy.
• Contribute to the implementation of the carbon footprint reduction plan over the mission and ensure collection of data to measure our contribution to Co2 emissions
• Contribute to discussions within the Mission´s Coordination Team as needed.

Objective 3: Line-management of the Logistics team in Manila, and technical management of and support to Base Logisticians in the Bases

• Ensure the cohesion and good communication within the department.
• Develop and monitor individual action plans for every member of the department.
• Contribute to the Mission Training Plan, and monitor its implementation within the logistics department.
• Provide technical support to the Base Logistics Officers through weekly calls and regular field visits.
• Evaluate the performance of every team member, and contribute to the development their relevant skills.

Objective 4: Support humanitarian activities of Action Against Hunger

• Support any emergency interventions by Action Against Hunger in Philippines.
• Be available to be deployed in the field for new emergencies as requested by line manager
• Ensure emergency supply/service (framework) agreements in place to support timely emergency response

Objective 5: Operational support to the Mission´s security management

• Advise the Country Director on matters related to security management.
• Contribute to analyse the Mission´s operational context.
• Contribute to the design and on time update of the operational component of the Mission´s Security Plan package.
• Contribute to monitor the compliance of all staff with the Mission´s security regulations.
• Ensure the compliance of all personnel under his direct management with the Mission´s security regulations.
• Ensure physical status and availability of contingency measures and equipment (e.g. hibernation boxes, back-up vehicles).
• Coordinate and ensure regular updating of Business Continuity Plans of the mission, including bases
• Coordinate and ensure timely revisions/updating and validation of Security plan of the mission, including bases and SOPs are revised on regular basis
• Support Risk Assessment and Management in the mission

Do you meet the profile required criteria?

• University Degree
• Experience of logistics management with an INGO in the Philippines.
• Knowledge of donor guidelines and procedures.
• Ability to work strategically.
• Good analytical skills.
• At least 3 years previous field experience in a relief NGO in the logistics department.
• At least 2 years of experience as Head of Logistics.
• Experience working with and supporting people remotely.
• English is a must.
• MS Office very strong command.
• Advanced level of Excel.
• Valuable prior experience in issues related to the promotion of gender equality or personal commitment to gender equality.

Our remuneration package:

• Compensation: based on Action Against Hunger grid.
• Benefits: health insurance, accident and life insurance, leave entitlement, government-mandated benefits
• Fixed-term Employment

Action against Hunger is committed to preventing any type of unwanted behaviour at work such as but not limited to sexual harassment, sexual exploitation and abuse, lack of integrity and/or financial misconduct; We expects all staff and volunteers to share this commitment through endorsing our code of conduct and other related policies and only those who share our values and code of conduct will be recruited to work for us.