JOB DESCRIPTION Objectives of the Job: - As part of the Country Operations functions, the Logistics department led by the Logistics Co-ordinator (LC), works towards the Country Program Quality Improvement Plans of Customer Service, Decentralisation and Compliance.
Summary of Responsibilities
Reporting to the Deputy Director, Operations (DDO), the Logistics Coordinator is ultimately responsible to ensure all the field offices (Nairobi, Kakuma, Dadaab, Ga’alkacyo and Lodwar) have sound logistics, procurement and administrative management including Security, Asset, Fleet and Supply Chain management. The LC will directly manage and supervise the logistics team in the Nairobi Office and support the Somalia program.
Major Responsibilities
- Compliance:
• Logistics polices & procedures are in compliance with applicable IRC, funding source & government policies, procedures and requirements. • All locations and staff act in accordance with the policies. • DDO is promptly informed of any areas of concern or potential or suspected violations. • Presence of documented in-country policies as required by IRC to support effective logistics services. • In-country Logistics polices & procedures are developed/documented in compliance with the IRC standards & are reviewed / approved by Country Director. • Compliance with policies is documented through systematic and random verifications of policy implementation and logistics records, based on a schedule agreed with DDO. • Compliance checks are documented in a monthly Logistics report submitted to DDO. • Consistent & constructive support to other departments to ensure effective, compliant polices & procedures. • Related operating policies and procedures are compliant. • LC effectively communicates all relevant compliance issues during program design / development and Grant Opening & Closing Meetings, or as encountered.
- Training & Outreach:
• The LC proactively develops the skills of logistics staff to understand and utilize logistics management tools to design and implement quality programming. The LC proactively provides orientation to non-logistics staff to optimize support effectiveness. • Logistics workshops schedule & plan for all staff & units is developed &documented. • Every field office receives (minimum) one visit from the LC every four months. Each field visit includes at least one day of formal training, reflected in the plan. • Main office training plan to appropriately target all departments and staff levels on a four-monthly basis. • LC develops and maintains an effective orientation package, and ensures that new staff members are appropriately orientated in a timely manner. • LC ensures that the logistics department maintains cooperative relations with other departments, and interacts with them in positive manner. • LC actively participates in regularly scheduled meetings to enhance and develop integrated operations support to program activities.
- Staff Management:
• Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff. • Logistics department is structured according to a current and approved organizational chart and set of JDs which clearly define the functions and responsibilities of each position. • LC mentors and works with senior Logistics staff to develop technical and managerial skills to assume greater responsibility. Constructive semi-annual and annual performance reviews, including capacity development plans, are prepared for and discussed with each direct report. • All logistics staff have performance objectives established and reviewed in a timely and constructive manner in accordance with policy. • LC promotes a positive work environment in the department, including transparent decision-making through open communication and regular departmental meetings (at minimum) every two weeks. • Ensure senior staff has the capacity to effectively manage the logistics function during LC planned or unplanned absence.
- Technical Management & Systems:
• Effective logistics management systems support the design and implementation of quality programming without compromising compliance. • Procurement plans are developed and maintained, in collaboration with program staff for major grants. • PR lead times are minimized as demonstrated by the PR tracking and average procurement times. • Country Office has established, and maintains an approved authorized supplier list which facilitates procurement. • Country Office has established contracted suppliers, as appropriate, for frequently purchased items and services (travel). • Procurement files are completed and maintained in accordance with IRC Policy. • An asset replacement plan is developed, maintained and used as input to new budgets • Asset records are maintained in accordance with IRC procedures and regular spot check confirms the completeness and accuracy of the records. • Property and assets are safeguarded through consistent implementation of access control and security protocols.
• Essential systems are routinely backed up as required to support regular operations and to facilitate emergency relocation.
- Coordination, communication with Logistics, Security Clusters and other stake holders:
• Participate on the monthly Security management meeting with UN and other NGOs in Nairobi level and report to the country office. • Attend and participate in the Logistics cluster meetings with UN and NGOs and get use of the information and lessons learned. • Coordinate with NGOs who operate in Nairobi, Lodwar, Kakuma and Dadaab in any logs and security related issues.
REQUIREMENTS • Masters degree in a related field or relevant field experience; Logistics and supply chain management is a plus. • At least three years of oversees experience (ideally in Africa), preferably in post-conflict/development work with management and supervisory responsibilities in logistics; Experience with security policy and management; • Excellent organizational and analytical skills; • Experience with remote technical management of field and satellite offices; • Systems and process oriented - ability to design, implement and train; Strong communication, interpersonal and diplomatic skills when in contact with the staff, and representatives of other national and international organizations; • Experience with training and developing national staff; • Ability to work well under potentially unstable security environments, and administrative and programmatic pressures. • Must demonstrate flexibility, and ability to readily adapt to changing requirements and environments; • Experience in training and capacity building; • Team builder, sense of humor, excellent interpersonal skills and the ability to resolve disputes and conflict; • Excellent English oral and written skills a must.
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