Closing date: 07 Dec 2017
Duty Station: Kabul with frequent missions to Kandahar and other field locations if security allows.
Starting date: 01/12/2017
Contract duration: 12 months
Reporting to: Head of Mission
Supervision of: Direct supervision of national logisticians and other support staff (drivers, cleaners, etc.)
General purpose of the position
The Logistics Coordinator is responsible for all the logistics operations of the Afghanistan Mission, including: the timely procurement of goods, the provision of transportation services, the careful and frequent recording of movements and changes. The Logistics Coordinator defines and implements technical/logistics strategies and support to country programme, ensuring the pertinence and coherence of logistics programme, adequacy of the means provided and the compliance of international standards; guarantee appropriate working conditions at mission’s level as well as the proper functioning of the IT infrastructure.
The Logistics Coordinator will work closely with program and administrative staff to ensure comprehensive reporting, support and assistance to all activities. In addition, the Logistics Coordinator is responsible for managing the logistics management software used to manage the procurement process and the assets of the mission.
The Logistics Coordinator shall supervise all logistics including the Logistician department staff in order:
to deliver the Logistics office activities according with the mission requests in an efficient way (timing and financial) and sharing the information with the other stakeholders (Project Manager, Administration, Head of Mission)
to assure the compliance with the organization’s procedures and governance model
The Logistics Coordinator reports to the Head of Mission (HoM) on the daily tasks as described in this ToR. The Logistics Coordinator also works in close collaboration with the PMs (in charge of projects for in Afghanistan) and coordinates in a systematic manner with the HoM and Admin/Finance Department.
The Logistics Coordinator overseen/supervises/manages all logistics operations of the Afghanistan, activities implemented by a team of logisticians, assistant logisticians and other office support staff:
To ensure to deliver logistical support to office and program operations in an time and cost efficient way
To assure compliance with procedures and governance model: to assure the adherence to guidelines and procedures for admin, finance and procurement, in addition to mission security SOPs
To ensure the set-up of efficient communication channels and reporting mechanisms with the other stakeholders (Project Manager, Administration, Head of Mission)
In charge of warehousing, supply chain management, procurement, fleet management and management of support staff
Monitor the correct use of assets and IT equipment, provide technical assistance when needed and update inventory and allocation of assets on weekly and monthly basis.
Management of the support staff (logistics assistants, drivers, guards and cleaners), including training and recruitment, and delegation of daily tasks to maximize the efficiency of the logistical operations.
Main responsibilities and tasks
Coordination, planning, reporting and team management
Assist the Project Managers, Heads of Base & Head of Mission in all logistic aspects of activities in Afghanistan: ensure weekly & monthly needs mapping per project team, to ensure grouped purchases, where possible and relevant
Participate in staff coordination meetings and provide updates per project and per purchase order, especially for competitive negotiated procurements
Oversee the planning of fleet management and security procedures
Supervise performance of logistic staff
Report any problem or inconvenience related to the logistics team or any of its members to the line management
Ensure detailed and orderly record keeping and filing
Monthly delivery of logistics report to Head of Mission
Prepare, get approval, make orders and proceed to local purchase according to established procurement procedures, using correct formats and collecting/filing correct documents.
Execute and follow up all procurement procedures (bids, offers, appraisals of quality and price) and follow-up with PMs and admin-fin department for the preparation of contracts with awarded suppliers, and accordingly follow-up on contract signing and document/payment delivery and collection
Assure well arranged and updated all logistic files and documents in proper archives (digital and hard copies)
Ensure the establishment and regular updating of the supplier list , in coordination/upon verification with the admin-fin department for goods, services and suppliers.
Organize and supervise all logistic aspects and documentation for good/supplies transport and distributions together with PMs: way-bills, packing lists, final delivery/distribution records
Oversee bookings and reservations of events and venues, per 3 quotations
Follow up and assure regularly (minimum once a month) update of the inventory of materials and equipment (office and project related, in hard and electronic copies)
Ensure the proper functioning of warehouse procedures (in/out registration), check of stocks on a regular basis and report to the immediate supervisor
Ensure teams keep at base level updating on daily basis stock cards, bin cards and stock reports, reporting on monthly basis or as when required, to project managers and Head of Mission
Set up emergency stock levels for key consumable items and alert the project managers and Head of Mission to process the purchase requests and avoid shortages.
Ensure each base prepare emergency fuel stocks and report to Head of Mission when the levels are below acceptable levels (vehicles and generator)
Check and supervise the proper functioning and schedule preventive maintenance of fleet
Check and supervise the proper use of log books for each vehicle, recording fuel consumption and sufficient fuel stock levels.
Supervise the correct use of the vehicles, only by staff and authorized individuals and strict adherence to no weapons or unauthorized items policy.
Supervise the preparations of travel arrangements to project sites and any other location (check-up vehicles conditions, fuel, radio, drivers, etc.), including movement plan, permits and safe travel
Ensure logs check on weekly basis the status of the emergency kits and tool boxes in each vehicle
Ensure logs check and maintain properly the office, warehouse and guesthouses conditions (building, electricity, plumbing, equipment etc.) and report eventual problems to the immediate supervisor
See that logs pro-actively schedule preventive maintenance works (in office, drop in centre, warehouse and guesthouse)
Ensure and check on regular rent, utilities payments (electricity, water, gas, etc.) and running costs are paid (upon approval of PMs for direct activities related cost & approval of HoM for support costs), per prior approval received on the weekly liquidity planning/cash request
Seek and supervise to schedule preventive maintenance for all generators in the base (oil change, air filter, oil filter, fuel filter)
Ensure all teams keep generator logbook updated on daily basis and check the fuel consumption to detect abnormalities
Ensure preventive maintenance and to solar systems at office
Security and liaison
Closely coordinate with Security Officer to exchange updates and understand risks, hurdle and/or impediments that might obstruct operations’ delivery and project implementations.
Check and supervise the proper functioning of communication necessary for safety traveling
Ensure the presence and quality of first aid kits and fire extinguishers in office and centers (and cars)
Attend meetings and trainings related to security and safety and ensures timely information and knowledge transfer
Ensuring proper purchase, registration and maintenance of IT assets and office equipment (i.e., IT materials, communication materials, etc.)
Coordinating IT support in the field offices and ensuring assets are used properly
5. Required profile and experience
Advanced university degree or similar academic degrees (a first level university degree with a relevant combination of academic qualifications and experience may be accepted in lieu of the advanced university degree) in technical fields (logistics, business administration, etc.) is required.
At least 5 years of experience in leading logistics department of INGO
Experience working with different donors and knowledge on procurement guidelines
Demonstrated experience in supply chain management and fleet management
Proven experience in staff supervision, including local recruitment and remote management
Significant knowledge and experience in logistics
Excellent level of understanding in humanitarian and human rights principles and standards
Very good knowledge of Microsoft Office (including MS Word, Excel, Power-point or other presentation software, Outlook and Skype)
Excellent computer skills (proven computer literacy, in particular Excel knowledge is a must) and good knowledge on computer soft and hardware
Holder of a valid driving license (minimum 1 year)
Excellent written and spoken English; local language is an added advantage
Ability to cope with stress, and live in environment with very basic living condition
Very strong interpersonal skills: strong communication and diplomatic skills
Flexibility to respond to changing nature of humanitarian context and operational difficulties
Readiness and ability to move around in Afghanistan
Strong team spirit, comfortable in a multi-cultural environment
Excellent analytical skills, observation and analysis capacity
Attention to detail and structured way of approaching tasks
Ability to plan ahead and output oriented (pro-active)
Practical and problem-solver
Ability to adhere to deadlines and respect line management
Sending your CV, motivation letter and 2 references via email to : firstname.lastname@example.org (Email available to subscribers ONLY)
Only short-listed candidates will be contacted for the first interview.