1659 views43 applications

Logistics Manager

Main Purpose:

INTERSOS operations in Libya have been consistently expanding and logistics needs require more coordination in order to meet the increasing demands. For this purpose, a Logistics Manager needs to be appointed to put adequate mechanisms in place, and manage the work of logistics staff (i.e., Logistics Assistants, Drivers etc.).

Defining and implementing all supply and technical logistics strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply programmes, adequacy of the means provided and the compliance to INTERSOS standard, protocols and procedures in order to enable the development of the mission in perfect working conditions and optimize the impact of the projects. The Logistics Manager will work closely with Program and administrative staff to ensure comprehensive reporting, support and assistance to all INTERSOS activities. The Logistics Manager is responsible for the logistics management of IMP software.

Reporting to:

(Hierarchical): Logistics Coordinator (Head of Mission if Logistics Coordinator is not present)

(Technical): HQ Logistics Unit Coordinator

Tasks:

• Manage the Logistics team and participates to the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for
• Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission (HoM) in the translation of the identified logistics/technical needs into objectives, priorities and resources needed for the mission
• Responsible of monthly and weekly purchases, for monitoring the implementation of logistics/technical activities in the mission (construction and rehabilitation, stock and supply of medical and non-medical material, fleet management and transport, vehicles and engines, equipment/installation and infrastructures, Security rules (implementation and enforcement, ICT, assets etc.)
• Follow up and ensure compliance of INTERSOS standards, protocols and procedures, across the mission and according to donor requirements including procurement, and reporting to the HoM on the development of the ongoing programmes and proposing reorientation strategies when needed
• Provides monthly reporting to the HoM and Logistics Unit Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed
• Responsible for ensuring technical reference and support for all logistics/technical issues in the mission, providing coaching to logistics staff and representing INTERSOS in meetings with Authorities and other NGOs for technical/logistics related issues
• Responsible for ensuring installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition as well as all the equipment required
• Responsible for ensuring the proper purchase use, maintenance and registration of IT assets and office equipment (computers, software, backups, etc.) and communication tools as well as the communication means in the Mission (including numbers, frequencies), allowing permanent communication between capital, projects, bases and HQ. Ensuring all staff in the Mission benefits from proper training on how to use communications equipment available in the Mission (e.g. satellite phones, HF/VHF radios, computers, etc.)
• In collaboration with the HoM, is responsible for co-defining and monitoring the technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, monitoring on a daily basis the security rules observation and reporting to the HoM of any problem.

For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics Manager will have to create an appropriate environment to facilitate exchange of information on security situation and will be the security back up in the absence of the HoM

• Coordinate with the Admin and Finance Department to ensure that payment processes to suppliers are made on-time and respecting the financial systems
• Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained
• Supervise the overall procurement performance for the Mission. Ensure effective and cost efficient procurement planning by liaising with technical staff, Heads of Base and/or Project Managers to ensure that procurement plans are detailed, in place and up to date. Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality
• Develop and implement service contract management instructions, policies and procedures. Examine and re-evaluate existing service contracts and overseeing regular rent, utilities payments (i.e., electricity, water, gas, etc.), office and guesthouses maintenance contracts and running costs procedures. Ensure that they are properly handled by Logistics Assistants, Administration and/or Focal Points
• Maintain and update an established suppliers list per base, in coordination with logistics staff and Admin/Finance Department
• Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs
• Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored
• Ensure that the fleet is checked, regularly maintained and that vehicles are insured and taxes are paid
• Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
• Initiate regular fixed assets and inventory check on a quarterly basis
• Ensure the production of mission level’s SOPs (if needed) for the Logistics needs

Education

Bachelor’s degree, preferably in logistics, business administration, or relevant technical discipline.

Competencies (knowledge, skills and abilities)

Professional competencies:

• Minimum 5 years of relevant procurement/logistics work experience.
• Excellent knowledge of procurement process and third party management.
• Knowledge of car and office equipment maintenance.
• Proficient in MS Office (i.e., Word, Excel, etc.).
• At least 3 years of UN/INGO work in the logistics department
• Experience in Security Management
• Experience with Remote Working

Behavioral competencies:

• High integrity and transparency.
• High leadership skills.
• Excellent diplomatic communication and organizational skills.
• Talented in negotiation and networking.
• Experience and ability to train others, facilitate workshops and transfer knowledge.
• Resources management to optimize results.

Languages

• Arabic native speaker.
• Proficient knowledge of spoken and written and English.

How To Apply

Please apply using an up-to-date CV with job title (Logistic Manager) as the subject of the email to the following email address: admin.libya@intersos.org

Kindly note that any email not including (Logistic Manager) as its subject, will be disqualified.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse. We would encourage all applicants to apply early as this vacancy may close earlier than the stated closing date once we receive sufficient applications.

Due to the large number of applications, only the pre-selected candidates will be contacted.