South Sudan: Logistics Coordinator - South Sudan

1.Terms of reference

Job Title: Logistics Coordinator

Code: SR-41-869

Duty station: Juba, with frequent travels to the field locations

Starting date: 11/02/2019

Contract duration: 6 months

Reporting to: Head of Mission

Supervision of: 10 national staff

Dependents: N/A

2.General context of the project

The situation in South Sudan continues to be very fragile. The collapse of the Government of National Unity in July 2016 precipitated triggers for conflict, insecurity, economic crisis and food insecurity across the country, with the currency in free fall and inflation skyrocketing. In February 2017, the Government of Salva Kiir and United Nations declared famine in parts of the country with nearly 5 million or 40% of the population at risk. Besides civil conflict and drought, other key internal displacement hazards include flooding and health epidemics especially cholera.

South Sudan is a country which has been affected by complex emergencies, both natural and conflict-related, for decades. INTERSOS has been present in South Sudan since 2006 with a country office in Juba and field bases in six States of the country, namely Jonglei, Upper Nile, Unity, Eastern Equatoria, Western Equatoria and Central Equatoria. INTERSOS focuses on implementing emergency response and relief programs in different sectors: Protection, Education, NFI/Shelter and WASH with a special focus on serving the conflictaffected population, which were forced to displace from their homes by the conflict but also the hosting communities, which often are equally vulnerable.

3.General purpose of the position

The Logistics Coordinator will assist the Head of Mission specifically following the overall country Logistics, including supplies and procurements, in accordance with INTERSOS country strategies, plans and policies. The Logistics Coordinator will be primarily responsible tosupervise and manage all country logistics operation, and provide support in the management of the mission’s on day to day applied security.

The Logistics Coordinator is responsible for all the logistics operationsof the INTERSOS South Sudan Mission, including: the timely procurement of goods, the provision of transportation services, thecareful and frequent recording of movements and changes.

The Logistics Officer will work closely with program and administrative staffto ensure comprehensive reporting, support and assistance to all INTERSOS activities. In addition, the Logistics Coordinator is responsible for managing the logistics management software.

The Logistics Coordinator shall supervise all the Logistics office activities including the 3 national Logistician 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 shall also be accountable of the correct utilization of the web platform used to manage the procurement process, the assets of the mission and the contact list.

• The Logistics Coordinator shall support: The HoM for the management of security, in collaboration with the mission’s Security Focal Point;
• The other Logistics assistants/officers in the day by day delivery activities.

4.Main responsibilities and tasks

Management of INTERSOS supply chain:

Purchases

• Guarantees that purchase procedures are respected, and supervises the purchasing process for the whole mission;
• Guarantee the pre-qualification of the suppliers and their evaluation/review at least once every year;
• Supports and helps the program managers in their procurement processes;
• Ensures that contracts signed are adequate in terms of effectiveness and protection of INTERSOS interests;
• Centralizes and optimizes purchases;
• Supervises the identification and referencing of suppliers;
• Consolidates/updates the mission’s price catalogue for themission’s operation areas;
• Ensures that purchase files are complete and correctly archived.

Shipments

• Supervises the shipment and delivery of materials up to their final destination;
• Coordinates with the logistical department at headquarters for the shipment of merchandise coming from abroad and supervises the potential process involved with clearing customs.

Stock management

• Guarantees the management and monitoring of the mission’s stock, according to INTERSOS procedures and tools. He/She ensures that these procedures are known and implemented on all the mission’s bases;
• Ensures that stocking sites are appropriate to the mission’s needs and that merchandise is stocked appropriately in terms of location, layout and salubriousness;
• Supervise fluxes of merchandise, makes sure that the goods received are conform, and recorded.
• Ensures that all the movement of goods are documented;
• Ensures the movement/transfer of documents is properly referenced;
• Checks stock reports on a monthly bases and perform physical inventories.
• Monthly materials stocking, inventory registry and reporting,
• He/She is attentive to the useby-date of products, if need be;

Transportation/Fleet Management

• Ensure that compound Driver Timetable is managed properly;
• Ensure effective fuel management for INTERSOS South Sudan fleet
• Support in booking of passenger tickets and extra luggage;
• Manage cargo shipments;
• Support logistics team on management of casual workers(up/off-loading);
• Manage truck shipments;
• Coordinate and optimize all transportation needs of the mission

Staff Administration:

• Management of Juba logistics staff (drivers and guards);
• Management of four (4) field logisticians (one [1] in Yambio, one [1] in Bor and one [1] in Malakal and one [1] hub manager assistant in Pibor);
• Management of asset assignment (Laptop, Phone, Thuraya, ID card,etc.);
• Expat immigration liaison (Work permit, Passport Registration, VISA renewal);
• Expat personal information management (Contact List, Blood type, Picture, etc.);
• Handover management (Data backup, email folder backup);

Other:

• Supervise the logistics aspects of the Humanitarian Hub INTERSOS is running in Pibor;
• Play the role of the focal point for Logistics Cluster for INTERSOS South Sudan.
• Any other duties assigned by the manager

5.Required profile and experience

Education

• University degree in Logistics, Construction or Civil Engineering

Professional Experience

• Minimum 3 year of working experience in implementing log activities

Professional Requirements

• Excellent ability to lead a team, work in a team and to mediate
• Ability to work under pressure and emergency
• Good knowledge of technical drawings
• Multi-tasking, coordination, organization, prioritization skills essential. Demonstrated strengths in
• analytical skills, monitoring and evaluation
• Good knowledge of report writing
• Highly-developed computers skills, with strong familiarity with MS Office, Power point, Outlook,
• Excel, Word, and infrastructure design software

Languages

• Excellent command of written and spoken English

HOW TO APPLY:

For further information and to apply, follow the link below:

https://intersos.knack.com/imp#intersosorg-vacancies/vacancy-details/5c1e308cc97e6c09b30bff49/

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In case you encounter difficulties applying through INTERSOS' platform, you can also apply by sending your CV, motivation letter and 2 references via email to recruitment@intersos.org , with subject line: "SR-41-869 – Logistics Coordinator – South Sudan".

Only short-listed candidates will be contacted for the first interview.