Logistics Manager

Role & Responsibilities

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care 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’s emergency response team was deployed in Chad in January 2024. The team has been ascertaining information on gaps and priorities to understand the humanitarian context, and identifying programmatic gaps for potential interventions. Location (s) for the implementation of project is being determined based on needs and assessments.

Workplace & Working conditions

Field based position in N’Djamena with frequent visits to field bases, including Adré.

Starting Date / Initial Contract Details

March 2024. Full time, 12 months.

Key Activity Areas

Logistics Management – Supply chain

• Ensure proper supply chain management practices and procedures are in place and maintained. To include sourcing and procurement, warehousing, transportation and management of logistics resources in fleet, equipment and facilities.
• Share information on the assessments and proposed interventions, provide overviews of logistics requirements for the development of project proposals and subsequent projects. Engage with key staff to ensure project planning and budgeting incorporates adequate funding for logistics capacity and resources.
• Manage the procurement process in an efficient and cost-effective manner. Provide planning support and advice to project managers and others making procurement requests, identify optimum supply routes, and maintain continuous overview of supply needs by providing updated procurement and fulfilment plans. Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items.
• Locate and negotiate contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements. Oversee warehouse operations ensuring proper record keeping for the receipt, storage and issuing of items, physical inventory checks, storage conditions, security and facility maintenance. Conduct periodic ‘spot checks’ and put systems in place to increase stock reliability and reduce shrinkage through damage, loss or theft.
• Ensure transportation of freight by land, sea and air; ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to projects. Capture pipeline information and coordinate the management of the supply chain ensuring regular transmission of order status, stock levels and shipment status to project and logistics staff.
• Maintain accurate filing systems, 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.

Logistics Management – Resources

• Ensure the management of vehicle fleets is in line with Medair standards; ensure appropriate allocation and safe use of vehicles throughout the programme and ensure servicing and maintenance schedules are adhered to.
• Supervise all types of equipment and assets including communication, IT and power, to ensure that equipment are managed diligently, operated in the most cost-efficient manner. Management of equipment will include procurement, registration, allocation, tracking, maintenance, repair, replacement, reporting, and training, authorisation, supervision and co-ordination to ensure optimum availability, & accountability. Ensure usage of fuel is correctly supervised and recorded.
• Support the proper management of existing field bases, establishment of new ones and closing of existing. Liaise with the landlord(s) to ensure proper maintenance and optimum availability of facilities and utilities. Implement and update logistics aspects of security plan to ensure resources and facilities are ready at all times for either hibernation or evacuation.

Representation

• Represent Medair in a positive and professional manner contributing to the continuation 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, clusters and any other stakeholders, in order to plan, organize, and schedule distribution of goods and material.

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 Medair and donor guidelines for financial accounting and reporting practices.

Staff Management

• Manage 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, establishing and monitoring work plans, etc.
• Ensure that all logistics and programme staff are adequately trained and create possibilities for capacity building, mentoring and coaching. Provide cross training to project managers and other staff on warehouse and supply chain procedures.

Quality Management

• Promote and use the Medair file storing and sharing systems, ensuring that all standardised formats are used and guidelines are followed.
• In conjunction with relevant manager’s review, develop and implement (as applicable) systems to improve transparency. Ensure adequate anti-fraud procedures are in place to detect and ultimately prevent loss or fraud. Carry-out regular inspections and spot-checks, both on systems and on-going work, to ensure the best use of Medair assets and resources.
• Ensure projects are implemented in line with donor proposals and requirements and in accordance with Medair, donor, country and international standards e.g. Sphere and HAP standards, WHO recommendations, etc. Follow the direction of GSO regarding quality, strategy and technical guidelines.

Delegated Responsibilities

• Development, implementation and adherence to the in-country logistics strategy and guidelines in consultation with other relevant field managers and GSO staff, including oversight of the logistics aspects of the projects
• Responsible for the field input to logistics sections of donor proposals, budgets and reports and for all administrative records for the logistics components of the projects with final technical review from GSO Global Logistics Advisors on all externally submitted documents
• Legal compliance of in-country logistical activities in accordance with Medair, donor, national and international requirements
• Take the lead in logistics aspects of external relations in the country with authorities and government ministries, UN agencies, partner NGOs and clusters, in consultation with the Country Director

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, prayer, and words of encouragement.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• Professional qualification in logistics or training in Supply Chain Management, Business Management or a related field.
• Good English (spoken and written). Fluent French (spoken and written).

Experience

• Minimum two-year relevant logistics and management experience in emergency and/or development context
• Experience of budget management and the ability to prepare timely, complete and accurate financial reports.
• Experience working in a cross-cultural setting, preferably in the logistics sector.
• Demonstrable knowledge of rules, regulations and donor policies governing the compliance/regulatory management of procurement rules from US, EU, UN and other agencies.
• Ability to communicate effectively with programme teams and be able to represent Medair with UN organisations, other international NGO’s and local authorities world-wide. Technical understanding of mechanical equipment.
• Able to develop and maintain effective relationships with internal and external stakeholders.
• Capacity to work under pressure & tight deadlines. Diplomatic, especially for working with authorities & suppliers.