Country: Yemen
Closing date: 11 Dec 2017
INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.
1.Terms of reference
Job Title: Logistics Expert
Code: SR-35-268
Country: Yemen
Duty Station: Sana’a and field visits
Starting date: 01/01/2018
Contract duration: 6 months – renewable
Reporting to: Hierarchically: Head of Mission (HoM). Functionally: HQ Logistics Coordinator. Close collaboration with PMs, HoM and Admin/Finance Department.
Supervision of: 1 national logistics coordinator (capacity building); the logistics department: 1 log coordinator, 2 main/bases logs, 4 log assistants, 4 logs for sub-offices, 2 operational risk assessment officers, 1 liaison officer, 1 IT officer and 1 data management officer.
Dependents: No
2. General context of the project
The Logistics Expert will assist the Head of Mission specifically following the overall country Logistics, procurements and operational risk assessment management in accordance with INTERSOS country strategies, plans and policies. The Log Expert will be primarily responsible for supervising and managing all country logistics operations and providing support in the management of the mission’s operational risks.
3. General purpose of the position
The Logistics Expert is responsible for all the logistics operations, including overseeing, monitoring and guiding/improving the logistics operations of the INTERSOS Yemen Mission.
The Logistics Expert will work closely with program and administrative staff to ensure comprehensive reporting, support and assistance to all INTERSOS activities.
In addition, the Logistics Expert is responsible for training and guidance on the management of the INTERSOS logistics management software.
The Logistics Expert shall monitor, supervise and seek to improve the quality for all the logistics office activities, coordinated by the national logistics coordinator:
- 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 Expert 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 Expert shall support the PM for the management of operational risks and help the HoM and the PMs update CPPs.
4. Main responsibilities and tasks
Managing INTERSOS supply chain
Purchases:
- Guarantees that purchase procedures are respected, and supervises the purchasing process for the whole mission
- Guarantees the pre-qualification of the suppliers and their evaluation/review;
- Works in close collaboration with the log and program staff at field and capital level
- Supports and helps the program managers to prepare their procurement plans
- Ensures that contracts signed are in line with INTERSOS rules and regulations
- Supervises the identification and referencing of suppliers
- Ensures that procurement dossiers and files are complete and correctly archived
Shipment:
- Supervises the shipment and delivery of materials up to their final destination
- Coordinates with the logistics department at headquarters for the shipment of merchandise coming from abroad and supervises the potential process involved with clearing customs, with special attention to ECHO/OFDA procurements for drugs, working to establish local procurement in line with DG ECHO guidelines for local procurement
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 quality
- Supervise fluxes of merchandise, makes sure that the goods received are recorded and in line with standards
- Warehouses management: ensures that all the movements of goods are documented
- Ensures the movement/transfer of documents is properly referenced
- Checks stock reports on a monthly bases and performs physical inventories
- Monthly materials stocking, inventory registry and reporting
Transportation/Fleet Management Supervision:
- Compound Driver Timetable management
- Production of Log Book for each vehicle
- Daily, weekly and 5.000 km maintenance are constantly and properly done;
- Trains drivers about check points, armed attack and transport of NON-INTERSOS staff
- Fuel Management
- Manages booking Passenger Tickets and Extra Luggage (UNHAS & WFP boat)
- Manages Cargo shipment
- Casual Worker management (up/off-loading)
- Manages Truck shipment;
- Transportation Coordination and Optimization
- Log Cluster Focal Point
AssetManagement Supervision:
- Cars maintenance and logbooks, insurance documents management
- Compound maintenance (water, sewage, fence, power generator, solar system)
- Fuel management
- Equipment - Laptop, Phone, Thuraya, VHF etc. (reparation management, stocking, inventory registry)
- Networking monitoring (router devices, Wi-Fi password)
Staff Administration Supervison:
- Compound staff management (Drivers and Guards)
- Supervises logistics department (logs, operational risk assessment officers (ORAOs) and liaison, IT)
- Asset Assignment management (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)
- Compound room plan management
Operationa Risk Managemetn overview:
- Support to Head of Mission in compound and guesthouse risk assessment
- Supervises 2 ORAOs and 1 liaison
- Equipment security documentation (purchasing, transportation) management
- Contact List updating, control and publishing (done by HR department)
- Support the HoM review of security guidelines and CPP are available for all locations
- Responsible for the implementation of all security rules and preparation of all security infrastructures (including safety food boxes, security rooms etc.)
General:
- Production of Standard Operating Procedures for all most important Logistics domains.
- To perform any other work-related duties if applicable.
5. Required profile and experience
Education
Minimum BA university degree in logistics or any related technical field
Professional experience
- Minimum 3 years of experience in logistics (min 1 year in an INGO setting with minimum of 50 staff)
- Prior experience working with humanitarian organizations
- Prior work experience in complex humanitarian settings
- Prior work experience in the Middle East is highly desirable
- Experience working with different donors and knowledge on procurement guidelines
- Demonstrated experience in staff supervision, local recruitment and remote management
Professional requirements
Excellent understanding of humanitarian principles and standards
Very good knowledge of Microsoft Office (including MS Word, Excel, Power-point or other presentation software, Outlook and Skype)
Demonstrated leadership and interpersonal skills
Readiness to commit and adhere to the values, mission and vision of INTERSOS
Languages
- Excellent written and spoken English
- Arabic would be asset (read and written)
Personal Requirements
- Strong team spirit, comfortable in a multi-cultural environment
- Ability to work independently
- Ability to adapt to different environments
- Readiness and ability to move around in Yemen
- Practical and problem-solver
- Ability to cope with stress, and live in environment with very basic living conditions
How to apply:
For further information and to apply, follow the link below:
https://intersos.knack.com/imp#intersosorg-vacancies/vacancy-details/59f...
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-35-268 Logistics Expert - Yemen".
Only short-listed candidates will be contacted for the first interview.