Logistics Manager

Logistics Manager Responsible To: Country Director Location: North Sudan, frequent travel to Darfur Start Date: ASAP Contract Duration: 24 months Salary & Benefits: Between £36,600 and £37,350 per annum dependant on relevant experience

Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short listed on a regular basis and we may offer this post before the closing date.

Please note that this is an unaccompanied position.

Merlin International Profile Merlin is the only specialist UK charity which responds worldwide with vital health care and medical relief for vulnerable people caught up in natural disasters, conflict, disease and health system collapse. Each year, Merlin helps more than 15 million people in up to 20 countries.

Context and Background The goal of the Sudan mission is to address humanitarian and health crises within Sudan, with particular focus on Darfur (Western Sudan) while increasing capacity of local structures to deliver effective and quality primary health care services.

Over two million people are now thought to have been displaced since the commencement of hostilities in the Darfur region, many of whom continue to be in acute need of emergency assistance. These needs are further exacerbated by seasonal rains & food shortages due to interruptions of agricultural cycles. Developments at the peace process level may initiate population returns in certain areas, while other areas continue to experience displacement.

Merlin has been working in Darfur since late 2004, and currently runs 3 projects across South Darfur. Merlin’s primary health care interventions provide quality services through both static and outreach mobile clinic services. Activities increase community-level access to health care by establishing static primary health clinics in former mobile clinic locations, and starting new mobile sites where population movements indicate severe need. The programme will also extend health education: Merlin believes that preventive health care has significant impacts on health status. This is embedded in a context where Merlin collaborates closely with Sudan’s Ministry of Health and other government agencies for material and human resource support for projects. The focus for 2008 will be the continuation of the primary health care provision within the areas we’re already supporting with the addition of nutritional support on a CTC basis in Darfur and the view to expand into other states in Northern Sudan.

Main purpose of the role The Logistics Manager is responsible for managing and delivering an efficient and effective logistics service across all programmes and field sites. This includes implementing, monitoring and following-up across all logistics disciplines to ensure that Merlin’s standard policies and best practice is adhered to. The role will provide leadership, technical support and capacity building to the international and country logistics staff in all areas of their roles. The Logistics Manager represents logistics as an active member of the Country Management Team (CMT) and will ensure effective cross departmental interaction.

Overall Objectives (scope) This role will: • Develop the Country Programme Logistics Strategy and ensure its timely implementation. • Provide logistics guidance, advice and support to all programme and field sites and the logistics staff in those locations as necessary or as requested. • Ensure that Merlin’s policies, systems and guidelines are implemented, used and adhered to. • Ensure constructive and effective working relationships are developed and maintained with the CMT, Field Offices and Head Office. • Represent logistics as an active member of the CMT.

Responsibilities Program Support • Lead the logistics components of project planning and preparation of donor proposals and reports in collaboration with the CMT. • Provide input on logistics matters to the CMT for proposal and report writing. • Ensure donor compliance and produce regular, timely and accurate narrative and financial reports for Merlin • Identify areas of improvement in the organisation of logistics, and work with the CMT and local logistics teams to realise them. • Represent Merlin with relevant external organisations and networks (for example NGO Logistic Coordination fora, the UN Logistic Cluster), actively networking and building relevant relationships.

Security • Participate in development, review, implementation and monitoring of Merlin’s security measures in-country, in support of the Country Director (CD). • Monitor the security context and any deterioration in this that could affect operations and provide guidance to teams/sites as required. • Provide support and advice to the CD for improving security management to project field sites and the CMT. • Ensure proper functioning and maintenance of Merlin compounds in cooperation with the responsible department.

Technical • Responsible for the appropriate selection, installation, use and maintenance of equipment across the following technical disciplines: Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain. • Act as technical lead, advisor and manager of specific WATSAN, Healthcare Waste management or construction activities as required by the programme. • Ensure high quality, appropriate technology solutions, liaising with the Head Office Technology Manager where necessary.

Procurement & Supply Chain • Develop, in collaboration with the CMT and Project Coordinators, a coherent procurement strategy that takes into consideration Merlin’s Procurement Policy, donor requirements, project duration and needs, lead time and delivery constraints • Maintain a high quality, country-wide procurement system, which is accountable, transparent and compliant with Merlin’s Procurement Policy and donor requirements. • Ensure active monitoring of the purchasing process including overseeing local customs clearance of imports, until delivery of the goods and the official handover of items against signature of receipt. • Ensure that the filing system to record and archive all procurements is rigorously maintained. • Ensure the maintenance of a supplier database and develop robust local supplier relationships. • Ensure effective and efficient links with Merlin Regional Logistics Officer for all logistical matters.

Warehouse Management • Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner. • Ensure that the filing system to record and archive all stock movements is rigorously maintained. • Ensure, in collaboration with the medical teams, Merlin’s Drug Management Guidelines are adhered to country-wide. • Maintain control and accountability of all stock, monitoring storage, request and issuance in accordance with Merlin’s Warehouse Management Guidelines.
• Conduct physical stock checks periodically and investigate discrepancies.

Asset Management • Responsible for all asset and inventory management according to Merlin’s Asset and Inventory Management Policy.

Fleet Management • Ensure fleet requirements for the programme are met. • Ensure safe operation of the fleet through driver selection and training, quality maintenance to include routine checks and regular service and establishing / enforcing local fleet operating procedures. • Ensure appropriate use of the vehicle by all staff (e.g. use of seatbelts, adherence to speed limits, vehicle booking process and movement monitoring system) • Report monthly on fleet management according to Merlin’s Logistics Reporting policy. • Ensure appropriate provision of servicing facilities and management of spare parts.

Human Resource Management • Responsible for the line management of specified logistics staff in accordance with HR policies and procedures, including recruitment and performance management. • Responsible for the technical line management of all Field Logisticians. • Actively involved in all the recruitment and selection of the country logistics teams. • Responsible for the capacity building and training of all logistics staff to improve efficiency, awareness of, and compliance with, logistics systems and procedures.

Dimensions and Limits of Authority Implementing the ‘Asset & Inventory Management Policy’ throughout the Country programmes. Monthly reporting of accurate countrywide asset and inventory lists as required by ‘Merlin’s Logistics Reporting Policy’. This should include, but should not be limited to: Procedural Adherence - Due process, appropriate to the value of the SR-P, has been followed with all signatories appropriate and correct. The standard ‘Terms and Conditions’ are appropriate for the procurement, or the attached ‘Works’ or ‘Services’ contract is contractually/commercially appropriate. Technical Approval – The item (s) proposed for purchase is/are technically appropriate for the task/function for which it/they have been requested.

Person Specification Essential Qualifications, experience and competences • Substantial experience of undertaking a logistics role within an international NGO and within difficult operating environments (e.g. insecurity, lack of infrastructure, natural disasters) • Significant and demonstrable technical knowledge across a the following technical logistics disciplines: • Supply Chain • Information Technology • Communications • Mechanics • Energy & Electricity • Cold Chain • Substantial knowledge of at least one of the programme components: • Health Provision • Rehabilitation • Construction • Water and Sanitation • Good experience of implementing security guidelines • Good experience of leading and driving the development and implementation of a logistics departments strategy • Good experience in recruitment and performance management of staff. • Good, proven experience of training and developing staff • Experience as part of a Senior Management Team • Strong communication skills, with excellent written and spoken English • Confident and proficient in the use of MS Office (particularly Excel and Word) • Experience of establishing strong working relationships with colleagues from different functions and cultures • Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines • Experience of proactively identifying and addressing issues • An understanding of and commitment to Merlin’s mission and values

Desirable Qualifications, experience and competences • Experience of financial management • Experience of health related logistics / medical logistics • Experience of emergency preparedness planning from a logistical perspective. • Experience of working in the region

How to Apply

To apply for this job, please go to www.merlin.org.uk/jobs and apply using our online recruitment system. In order to apply for a job with Merlin online you will need to complete a short registration process and create an account – the online recruitment system explains how to do this. Once your account has been created, you will be able to save the information that you have entered in your application and re-visit it at any time before you submit it.

If you are unable to apply online please download and complete an application form and email it to: applications@merlin.org.uk.

Please note that we do not accept CVs and any application must therefore be made online or by completing our application form. Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted.

Data Protection In accordance with the 1998 Data Protection Act Merlin will hold and use personal information that you have given for the purposes of recruitment and employment should an offer of employment be made. This information will be stored in manual and/or computer form. This information may also be disclosed to third parties in accordance with the Data Protection Act. In cases where a job offer is conditional on ensuring that potential employees’ names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists.

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