Role Overview
The Logistics Manager oversees the provision of the logistical support for the programme. The Logistics Manager is responsible for ensuring an effective supply chain is in place at all times, and that standard logistics and related administrative systems are established and implemented within Medair country programmes. The role provides strategic direction, management and evaluation of all aspects of logistics, ensuring relevant information, reporting and accountability requirements are met. The Logistics Manager also plays an important role in external representation, legal compliance, team leadership and capacity building of logistics staff.
Project Overview
Medair implements WASH and Nutrition activities (with Protection & Inclusion dimensions) in the South that is chronically aff ected by drought, and in the South-East of Madagascar, that is regularly hit by cyclones. Medair also runs projects on Disaster Reduction Risk, from Antananarivo, and implements Emergency Response Projects in the country in collaboration with the National Disaster Government Management body.
Key Activity Areas
Logistics Management – Supply chain
- Provide technical oversight and monthly logistics status report, ensure proper supply chain management practices and procedures are in place according to Medair standards to provide optimum support.
- Proactively engage with key staff to ensure project planning and budgeting incorporates adequate funding for logistics capacity and resources. Provide support for and carry out logistics assessments.
- Support the management of the procurement process in an efficient & cost-effective manner.
- Locate and negotiate contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements. Ensure international and national transportation of freight by land, sea and air is in line with programme budgets and needs; ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to projects.
- Support the maintenance of accurate filing systems (physical and cloud based), with documented and supported records of logistics transactions for audit purposes and submit logistics reports to the in-country management team, and GSO logistics pursuant with Medair policies and procedures.
- Assist GSO in the transition to the newly implemented finance software, FIN4U and to the Supply Chain Management software proactively.
- Ensure efficient support in the implementation of emergency responses during the cyclone season by building the staff logistics response capacity and with close coordination with the emergency response management
Logistics Management – Resources
- Ensure management of vehicle fleets; ensure appropriate allocation and safe use of vehicles throughout the programme and ensure servicing and maintenance schedules are adhered to. Ensure usage of fuel is correctly supervised, logged and recorded.
- Serve as Asset Management Focal Point for the Country Programme through the supervision and coordination of all matters regarding all types of equipment and assets including communication, IT and power, to ensure that equipment are managed diligently.
- Liaise with the landlord(s) to ensure proper maintenance and optimum availability of facilities and utilities (e.g. electricity, water, phone-lines, physical security and building repairs).
Representation
- Represent Medair in a professional manner contributing to the creation of a positive image and overall credibility of the organization, notably through the application of Medair’s mandate, ethics and values.
- Proactively engage with suppliers, partners, local authorities, other NGOs and clusters to plan, organise, and schedule distribution of goods and material to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions.
Financial management
- Compile and validate the logistics component of all base and project budgets. Monitor spending of assigned budgets, and ensure they operate in line with guidelines for financial accounting and reporting practices.
Staff Management
- Manage and motivate staff with integrity and foresight, to ensure that they maintain the highest standards of accountability and professionalism. This includes recruitment, appraisal, objective setting, performance review, producing development plans, determination of training needs, etc.
- Ensure that all logistics and relevant programme staff are adequately trained and, if necessary, create possibilities for cap acity building, mentoring and coaching. Provide cross training to project managers and other staff on warehouse and (drug) supply chain procedures to enable monitoring and spot checking of remote warehouses and stock points. Coordinate the delivery of training for national staff to increase their responsibilities in order to build capacity and ensure sustainability of programs.
Security Management
- Give support to Country Director (CD) and Deputy Country Director (DCD) in ensuring that security procedures for Tana and field bases are in place, security plans and other guidelines kept up-to-date, and that staff receive relevant security information; This includes reviewing security arrangements on a regular basis, maintaining communication, providing briefings and ensuring the availability of emergency equipment for the Tana base.
- This includes reviewing security arrangements on a regular basis, maintaining communication, providing briefings and ensuring the availability of emergency equipment.
- Ensure that movement procedures are adhered to by Tana-based Medair drivers.
- Provide support in managing security incidents as required, including the writing of incident reports.
- Make sure that every Medair staff that wants to drive a Medair vehicle (car, motorbike, quad) passes an appropriate driving test.
- On request of CD or DCD, attend all relevant external coordination and security meetings and feedback information, as applicable, to the appropriate managers and staff.
Quality Management
- Promote and use the Medair operating procedures, ensuring that all standardised formats and guidelines are followed.
- Ensure designated projects are implemented in line with donor proposals and requirements, in accordance with Medair, donor, country and international standards
- Review, develop and implement systems to improve transparency. Ensure adequate anti-fraud procedures are in place to detect and ultimately prevent loss or fraud.
- Regularly assess and provide feedback and recommendations on the quality of the programmes and interventions during field visits and at other relevant times.
Team Spiritual Life
- Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
- Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
- Encouraged to join and contribute to Medair’s international prayer network.
Qualifications
- Professional qualification in logistics or training in Supply Chain Management, Business Management.
- Strong working knowledge of English and French (spoken and written).
Experience
- Minimum 2 years relevant logistics and management experience in emergency context.
- Experience of the management of budgets and the ability to prepare timely, complete and accurate reports.
- Experience working in a cross-cultural setting, preferable in the logistics sector.