Afghanistan: LOGISTICS COORDINATOR - Afghanistan

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 Coordinator

Code: SR-28-294

Country: Afghanistan

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.)

2. General context of the project

INTERSOS has a long standing presence and experience working in Afghanistan (since 2001) and currently has 2 operational offices: Kabul and Kandahar. INTERSOS’ humanitarian response strategy for Afghanistan is paying attention to emergency needs of the conflict-affected population, in particular IDPs, documented and undocumented returnees (from Pakistan and Iran) and vulnerable/isolated host communities. INTERSOS’ strategy is to provide for emergency response capacity in 4 main sectors: protection (including Education in Emergency), health-nutrition, livelihoods and WASH. As such INTERSOS has also ongoing multi-sector humanitarian programs (with its 4 priority sectors integrated), opting for an area- and community-based approach.

3. General purpose of the position

The Logistics Coordinator is responsible for all the logistics operations of the INTERSOS 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 INTERSOS country programme, ensuring the pertinence and coherence of logistics programme, adequacy of the means provided and the compliance of INTERSOS and 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 INTERSOS 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 INTERSOS 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 INTERSOS 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 INTERSOS procedures and governance model: to assure the adherence to INTERSOS guidelines and procedures for admin, finance and procurement, in addition to INTERSOS 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 INTERSOS 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.

4. 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 INTERSOS 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 INTERSOS 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

Procurement

• Prepare, get approval, make orders and proceed to local purchase according to established INTERSOS and donor 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 for INTERSOS, 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)

Warehousing

• 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)

Fleet management

• Check and supervise the proper functioning and schedule preventive maintenance of INTERSOS 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 INTERSOS 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

Premises

• 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

Energy

• 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

Other

• 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

Education

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.

Professional experience

• 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

Professional requirements

• 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)

Languages

Excellent written and spoken English; local language is an added advantage

Personal requirements

• 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
• Readiness to commit and adhere to the values, mission and vision of INTERSOS

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

https://intersos.knack.com/imp#intersosorg-vacancies/

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-28-294 Logistics Coordinator - Afghanistan".

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