Multi Country Logistics Manager Burkina Faso and Mali

Position: Multi Country Logistics Manager Burkina Faso and Mali

Responsible for: Logistic and Supply Chain Management of Burkina Faso and Mali Missions to ensure the efficient operations of the Department including Procurement, Fleet, Asset and Equipment Stock, Warehouse and Base Management, archiving and reporting.

Location: Ouagadougou, with fields visits in the areas of intervention in Burkina Faso (depending on security conditions) and Bamako (Mali)

Deadline: 26/09/2024

Starting date: ASAP

Family Duty Station: NO

R&R: YES

Working context:

WeWorld supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. WeWorld is an independent Italian organization that has been working in international cooperation and humanitarian aid for 50 years. WeWorld began its activities in Burkina Faso in 1985. Following a break, it resumed its activities in 2012 focusing on the promotion of women empowerment and support to vulnerable groups to provide emergency relief to the most vulnerable, support displaced populations and to strengthen the resilience of local populations. The sectors of intervention spans from food security and nutrition to protection and local development. WeWorld currently works in the provinces of Soum, Oudalam and Kadiogo with offices in Ouagadougou, Djibo, and Gorom Gorom. In Mali, WeWorld has been working with development and emergency projects since 2019, with a focus on women’s empowerment, education in emergencies, child protection, food security working with vulnerable communities and IDPs to strengthen their resilience. WeWorld interventions are mainly in in the urban and sub-urban areas of Bamako and in the regions of Douentza, Bandiagara, Bankass and Mopti

Purpose of the Role

WeWorld is recruiting a Multi-Country Logistics Manager based in Ouagadougou. She/He works under the direct supervision of the Country Representative and under the technical management of the Regional Logistics Manager. She/He manages the Logistic team in both Burkina Faso and Mali and works in coordination with the Country Finance teams, Program Managers and the Country Representatives.

Main tasks and responsibilities

General Responsibilities

• Ensures strict adherence to WeWorld and Donors’ procurement procedures and guidelines
• Reviews relevant mission level SOPs and Guidelines to ensure their relevance within the Countries context
• Ensures active participation and contribution of the logistics team throughout the supply chain and project cycle, aiming for high quality and efficiency in implementation
• Supports and enhances the capacity of the logistics team through tailored training plans and follow-ups to enhance their procurement and logistics capabilities
• Ensures adequate staffing levels for the logistics team across all three bases based on operational requirements
• Ensures periodic training of the logistics team on the Code of Ethics and Conduct, with a focus on procurement activities
• Facilitates efficient coordination of logistics information at the mission level through effective systems (meetings, reports, procurement, and budget tracking)
• Promotes proactive collaboration between program, finance and logistics teams, facilitating swift coordination and planning
• Strengthens the organization’s presence in the Countries to foster collaboration with stakeholders such as technical working groups, partners forums, authorities, communities, and vendors
• Collaborates closely with the Logistics Cluster, partner agencies, government, and other relevant stakeholders to identify and capitalize on common service opportunities within the Countries

Procurement Management

• Oversees and provides support for the implementation of Procurement Procedures, aligning with WeWorld’s Global Procurement Manual and Donor Guidelines, from initial planning to completion
• Takes direct responsibility for managing high-value procurement processes, stepping in to address any gaps or specific requirements as needed
• Implements a structured Contract Management framework throughout the project cycle, with particular emphasis on closely monitoring complex contracts
• Ensures that procurement documents and records are archived and organized according to Archiving Guidelines, facilitating efficient organization and compliance for audits and reviews
• Develops Performance Management protocols for assessing both new and existing vendors, systematically recording pertinent information
• Devises a tailored Procurement strategy aimed at ensuring the attainment of high-quality procurement processes and outputs
• Proactively forecasts upcoming launches and status updates to effectively balance the Procurement workload in alignment with project objectives and timelines

Fleet Management

• Oversees the optimization of the fleet’s performance
• Ensures adherence to standard vehicle management procedures
• Supervises the overall monitoring of mission vehicles and related reports, including consumption checks and maintenance scheduling
• Conducts periodic spot checks

Asset/Equipment Management

• Ensures compliance with standard procedures and oversees the implementation of specific controls and checks
• Manages and tracks mission equipment effectively, including maintaining the asset/equipment management database, coding, distribution, and handover processes
• Conducts regular inventories and integrates the findings into the mission’s procurement strategy

Stock, Warehouse and Base Management

• Oversee and assist the Logistics team in maintaining adequate supplies and equipment for the office, ensuring all items are well maintained
• Oversee and assist the Logistics team in maintaining necessary supplies and equipment for the international staff guest houses, ensuring they are well maintained
• Provides advice and guidance on warehouse management matters and conduct on-the-job training sessions for warehouse management

Reporting

• Gathers all available logistics information within the mission and compiles a consolidated monthly report
• Evaluates the quality of intra- and inter-departmental logistics reporting for accuracy, timeliness, and effectiveness, supporting the logistics coordinator in establishing an efficient reporting structure
• Prepares a database of supplies/service providers and drafts a resource map for current projects.
• Oversees the creation and updating of the Procurement Plan
• Inputs procurement data for interim and final procurement reports in accordance with donor requirements

Security Management

• Collaborates with the Country Representative and the Safety & Security focal point to contribute to the execution of safety & security guidelines, SOPs, and plans
• Assists in ensuring preparedness for evacuation and contingency plans, including checking contingency kits and first aid kits
• Actively participates in logistics and security coordination meetings, as well as information-sharing sessions

Bases opening

• Formulate a detailed plan for establishing new bases within the countries
• Oversee the assessment of necessary supplies and equipment for the bases to support operational activities
• Take charge of evaluating and implementing safety and security standards for new premises in coordination with the security focal person
• Manage the procurement and logistics structure for the new base in collaboration with the Country Representative and the Regional Logistics & Procurement Manager, which includes defining Terms of Reference (ToRs), assisting in recruitment, and facilitating the capacity building of new staff

Emergency response

• Tasked with collaborating with the Project focal points to develop an Emergency Response plan for procurement and logistics activities, providing support throughout
• Conducting market assessments to expand the vendor database, enhancing procurement efficiency and effectiveness for emergency response
• Engage extensively with clusters, working groups within the sector, and government authorities to stay informed about current regulations and facilitate resource-sharing among various stakeholders

The duties and responsibilities set forth above are not exhaustive and the role holder may be required to perform additional duties.

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