PROGRAM LOGISTICS OFFICER - KIBONDO KIGOMA

Purpose of the position:

To provide support in Supply Chain, Logistics, security, procurement, , fleet management, office administration for WVT office and program/project in Kigoma based in Kibondo and other field locations.

The position ensures that the Kigoma refugees’ food assistance project office is well set and established to provide all necessary support to the field team. Prepare to receive GIK and NFI in the program, manage distributions and integrate disaster risk reduction to WVT programming to attain the Child Well Being outcomes in refugee camps. This should be done in accordance to set guidelines that ensure the allocated/set aside resources are used as per WV policies, HEA protocols, donor standards and procedures as well as other internationally accepted humanitarian standards

Ensure that all Goods in Kind (GIK) and Nonfood items (NFI) and food from donors to beneficiaries in refugee camps are managed as per agreed GIK standards.

To develop/ maintain a visionary leader status and be able to impart vision to others and manage changes.

Observe mission and core values of World Vision and demonstrate a quality of spiritual life that is an example to others.

Roles and Responsibilities:

Strategic Engagement in Logistics, supply chain and fleet management

• Ensure effective communication with various stakeholders on logistics and supply chain, office administration for smooth Refugee food management implementation and monitoring.
• Engage in preparation of NFI and GIK distribution plans.
• Ensure logistics for receiving NFI/GIK, logistics for distribution and logistics for returning balance items after distribution in stores/warehouse are in place.
• Manage and plan logistics such as to ensure availability of transporting vehicles and labour.
• Take lead to refugee HEA initiatives, proposal writing and fund acquisition. Coordinate and ensure that all non-food items and Gift in Kind (GIK) proposals and budget are in place.
• Submit GIK and NFI monthly report with executive summary to the commodities officer
• Prepare annual procurement plan for Kigoma refugees program and ensure all required items, equipment and tools are procured in time following all necessary WV procedures and process
• Ensure office and other warehouse, stores, distribution points are in working conditions with all required furniture, fixtures and equipment including office supplies and utilities.
• Supervise and manage vehicle running and maintained as part of fleet management
• Ensure all stores, vehicles and other capital items are insured and covered under risk management
• Ensure all necessary agreements are in place and payments are made to the service providers and stakeholders engaged by organization
• Develop transporter’s agreement and manage all transporters engaged by organization.
• Supervise and support security office
• Develop concepts for fund raising for the refugees response
• Support and ensure prepositioning for the response
• Maintain and mange inventory control and stores ledger for all NFI.GIK and capital assets and their usage and share report to commodities officer
• Ensure IT and other communication system and services are operational and working all the time
• Any other job assigned by supervisor related to refugees emergency response.

Security and safety of staff, infrastructure and equipment:

• Responsible to maintain security and safety of office premises, infrastructure in the field at EDP and FDPs
• Supervise and manage the security guards and ensure timely quality services are provided by the security guards
• Ensure necessary detailed agreement with service provider
• Liaise with UNHCR and other organization, government on use of VHS radio to be used in equipping the security system and communication all the time with you and security control room.

Staff management and empowerment:

• Organize and facilitate capacity building of staffs on GIK ( Gift in Kind).
• Facilitate and ensure all GIK shipping documentation is well kept from acquisition to distribution.
• Supervise and manage office assistants and Drivers reporting to you.

Networking:

• Facilitate networking relationships and participation with wide stakeholders such as government – Ministry of home affairs (MoHA), Camp commandants, other partners such as UN WFP and UNHCR, church, faith based organization leaders and other key partners at local and international level.
• Represent World Vision at various humanitarian platforms as directed by supervisor.
• Facilitate integration of relief activities in transformation development works by advising incorporation during planning.

Other Competencies/Attributes:

• Must be a committed Christian, able to stand above denominational diversities.
• Perform other duties as required.

Qualifications: Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

Minimum Qualification required: Bachelor logistics and material management, Business Administration, Economics, Humanitarians, Sociology, & related field is preferred,

Experience:

• Strong experience of managing logistics, supply chain and procurement etc.
• Operational planning experience
• Fleet management
• Experience in data analysis and report writing
• Previous experience in office administration and management
• Humanitarian and relief experience

• Added Value: Experience in working with refugee project/program and manage disaster.
• Technical Skills & Abilities:

• Working knowledge and skills in the field of humanitarians such as refugees and disaster management through formal education and on-the-job training.
• Must be conversant with internationally accepted humanitarian relief standards, disaster management cycle and concept.
• Working knowledge of humanitarian codes, standards, principals, and ability to mainstream leading cross-cutting themes.
• Proven track record for multi-sector program design and implementation in large and complex emergencies logistics and supply chain.
• Ability to facilitate appropriate information flow and coordination amongst a complex range of internal and external stakeholders.
• Proven staff supervision skills.
• Have the ability to analyses, problem-solve, persuade, network and negotiate.
• Excellent verbal and written communication skills.
• Experience in working with International donor funds and report writing.
• Analytical and Innovative in qualitative and quantitative data management.
• Computer literacy especially in data analysis programs such as database management, design SPSS,
• Ability to establish and maintain effective working relationships with staff at all level
• Ability to work and communicate with cross cultural environment.

Working Environment / Conditions:

• Travel Domestic: 20% Domestic (Especially to and from Kigoma refugee camps and other place where disaster will occur.
• Travel International: None.
• On call: 25%.

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