JOB PURPOSE
General Purpose of the Position
- Under continued guidance from Logistics Coordinator, the WFP Common warehouse Program Manager (PM) will be in charge of quality management of INTERSOS warehouse and air cargo projects in accordance with INTERSOS country policies and the Nigeria humanitarian Logistics Sector guidelines. The PM is responsible for quality assurance and control for supplies in the project, including compliance with standards, guidelines and SOPs that are already existing, and ensuring that operations of the warehouse are reported timely and effectively to the Logistics Sector.
- Under continued guidance from Logistics Coordinator, the PM is responsible for supervising the day-to-day operations of the WFP funded common warehouse and air cargo projects managed by INTERSOS.
- The PM is responsible for coordinating with the Logistics Sector and other humanitarian agencies who use the facility and for representing in logistics related meetings.
- The PM will work closely with programme and administrative staff to ensure comprehensive reporting, support and assistance to all humanitarian hub activities when required.
- The PM shall manage performance of national staff assigned to the projects, ensuring optimal performance and compliance with INTERSOS policies and humanitarian code of conduct, mitigating fraud and reporting any case of suspected fraud.
RESPONSIBILITIES
Tasks and Responsibilities:
To deliver the program management activities according with the mission requests in an efficient way (timing and financial) and sharing the information with the other stakeholders (PMs, LogCo, Administration, Programme Coordinator, Head of Mission / Base and the Logistics Sector);
Project Reporting/Monitoring and Reporting:
- Ensures quality Project Appraisal Tool (PAT) timely submission to M&E Manager/Logistics Coordinator and Head of Programme.
- Monthly project narrative/sitrep reporting to the Logistics Sector.
- Weekly activity reporting to the Log Sector.
- Management of INTERSOS and WFP Google Data Studio to supervise the activities and monitor (Release, receive and dispatch of consignments).
- Timely incident reporting if they occur.
- Visitors/Donor’s event report.
- Lead the communication and meetings with Federal Airport Authority (FAN) and UNHAS for the efficient and effective air shipment of consignments as well as smooth running of the project.
- Monitor project cycle and make proper adjustment to work plan.
- Ensure project user satisfaction through survey and reporting of survey result.
- Submission of the project final donor narrative reporting.
Budget Management and Reporting:
- Manage the budget of the WFP projects according to INTERSOS guidelines and ensure the submission of reports according to donor’s requirements.
- To perform any budget work-related duties if applicable.
- Tracking budget expenditure to ensure that the budget is spent fully by end of the projects and in line with INTERSOS and donor compliance requirements.
- Approving expenditures and follow-up with logistics to ensure that procurements are completed in time.
Asset Management:
- Overall project facility maintenance to guarantee quality, safety and security.
- Standard operations and maintenance of warehouse assets- water supplies, sewage, fence, power generator, solar system including inside the humanitarian common warehouses hubs and offices;
- Ensure Equipment – Laptop, Phone, Thuraya, VHF etc. (reparation management, stocking, inventory registry);
Staff Management:
- Supervise all WFP Logistics Program & Food Warehouse staff in the field bases involved.
- Supervise the management of (Data backup, email folder backup) of project staff.
- Supports HR on timely recruitment of the project staff.
- Ensures timely submission of timesheets.
- Staff leaves management.
- Transportation arrangements of staff.
- Staff welfare, safety, and security management**.**
Stock Management:
- Guarantees the management and monitoring of the mission’s stock, according to INTERSOS procedures and tools. ensures that these procedures are known and implemented on all the mission’s bases;
- Supervises the WFP Humanitarian Logistics Projects managed by INTERSOS.
- Ensures that stocking sites are appropriate to the mission’s needs and that merchandise is stocked appropriately in terms of location, layout and hygienic conditions;
- Supervises fluxes of merchandise, makes sure that the goods received are conform, and recorded. S/he is attentive to the use-by-date of products, if need be;
- Ensures that stocking sites are appropriate to the mission’s needs and that merchandise is stocked appropriately in terms of location, layout and hygienic conditions.
- Ensures quality warehouses management making sure that all the movement of goods are documented and shared with WFP / other donors all waybills;
- Ensures the movement/transfer of documents is properly referenced;
- Checks stock reports on a monthly basis and perform physical inventories.
- Monthly materials stocking, inventory registry and reporting,
Transportation/Fleet Management:
- Manage Cargo shipment.
- Support his team on Casual Worker management (up/off-loading).
- Supervise payment of Casual Worker workers in accordance with INTERSOS payment guidelines.
- Transportation Coordination and Optimization.
- Log Cluster Focal Point.
POSITION REQUIREMENTS
Requirements
- Minimum of B.Sc./HND in Project Management, Public Administration, Economics or related field from a recognized higher institution
- Certificate in PMD Pro and any other project management related studies
Professional Experience
- Minimum 3-year experience with recognized INGO (1) years as senior management level, is required.
- At least two (2) years of working in a potentially insecure environment, with proven experience of Logistics and security management, is required.
- At least two (2) years’ Experience in Proposal Development, Planning, Budget Management and Project Management
- Excellent writing, reporting and communication skills.
- Proven experience of managing number of staffs with cultural diversity, with experience of local recruitment and remote management
Professional Requirement
- Very good knowledge of Microsoft Office (including MS Word, Excel, PowerPoint or other presentation software, Outlook and Skype)
- Excellent organizational skills in highly complex emergency operation
- Able to ensure quick quality delivery in stressful environment
- Very strong interpersonal skills: strong communication and diplomatic skills
- Practical and problem-solver
- Excellent ability to establish interpersonal relations and good negotiation skills
Language
- Proficient working knowledge/speaking of English
Personal Requirement
- Responsive, motivated, good communicator flexibility to respond to changing nature of humanitarian context and operational difficulties.
- Ability to communicate openly and maintain good relationship within the team, government and other local authorities, donor, and other stakeholders.
- Willingness to take responsibility.
- Ability to cope with stress and live-in environment with very basic living condition. Incumbent may be deployed to field location without internet and no diversity of food available.
- Ability to work in an intercultural environment.
- Readiness to commit and adhere to the values, mission and vision of INTERSOS.
How to apply
HOW TO APPLY
Interested candidates should complete this form and attach their CV with Cover Letter following this format “Surname_ Position you applied for”.
ONLY applicants whose competencies meet the requirements of the position will be contacted.
Application Deadline: apply no later than Friday 7th June May, 2024 at 1:00 PM.
INTERSOS is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply”.
INTERSOS does not ask for any form of payment at any stage of recruitment. Applications are processed according to the order of arrival. INTERSOS reserves the right to close the offer before the term initially expressed in the advert if an applicant is accepted.
INTERSOS has a PSEA Policy that the successful candidate will be expected to comply with and promote.
For more information about INTERSOS, go to https://www.intersos.org/en/what-we-do/nigeria/