Country: South Sudan
Closing date: 18 May 2018
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-41-521
Country: South Sudan
Duty Station: Juba, frequent travels to the field locations
Starting date: 01/09/2018
Contract duration: 12 months with possible extension based on performance
Reporting to: Head of Mission (HoM), functional links with INTERSOS Logistic Coordinators in HQ.
Supervision of: 15 national staff
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 conflict-affected 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 to supervise 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 operations of the INTERSOS South Sudan Mission, including: the timely procurement of goods, the provision of transportation services, the careful and frequent recording of movements and changes. The Logistics Officer 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.
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 Logistician 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
The Logistics Coordinator also works in close collaboration with the PMs (in charge of projects for INTERSOS in South Sudan) and coordinates in a systematic manner with the HoM and Admin/Finance Department.
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
• Guarantee the pre-qualification of the suppliers and their evaluation/review at least once every year
• Works in close collaboration with the log and program staff at field and Juba level
• Supports and helps the program managers to prepare their procurement
• 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 the mission’s operation areas
• Ensures that purchase files are complete and correctly archived
Shipment:
• 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
• Supervise the logistics aspects of the Humanitarian Hub Intersos is running in Pibor
• 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.. He/She is attentive to the use-by-date of products, if need be
• Warehouses management 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
Transportation/Fleet Management:
• Compound Driver Timetable management
• Fuel Management
• Support in Booking Passenger Ticket and Extra Luggage
• Manage Cargo shipment
• Support his team on Casual Worker management (up/off-loading)
• Manage Truck shipment
• Transportation Coordination and Optimization
• Log Cluster Focal Point (Logistics Coordinator)
Asset Management:
• Ensure Cars maintenance and logbooks, insurance documents management
• Compound maintenance (water, sewage, fence, power generator, solar system)
• Fuel management
• Ensure Equipment - Laptop, Phone, Thuraya, VHF etc. (reparation management, stocking, inventory registry)
• Networking monitoring (router devices, Wi-Fi password)
Staff Administration:
• Juba staff management Log (drivers and guards)
• 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)
• 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
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
Advanced university degree or similar academic field (a first level university degree with a relevant combination of academic qualifications and experience may be accepted in lieu of the advanced university degree) is required.
Professional experience
• At least five years of professional experience in the capacity as Logistician and humanitarian field in countries outside of his/ her residence, with at least two years as senior management level, is required
• At least two years of working in potentially insecure environment as expatriate staffs, with proven experience of security management, is required. Excellent writing, reporting and communication skills
• Experience to live and work in Sub-Sahara Africa for more than two years, including experience in South Sudan for more than one year
• Experience working with different donors and knowledge on procurement guidelines
• Proven experience of managing number of staffs with cultural diversity, with experience of local recruitment and remote management
Professional requirements
• 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)
Languages
• Proficient working knowledge of English – ability to coordinate with other actors and produce reports. Knowledge of Arabic an asset
Personal requirements
• Responsive, motivated, good communicator flexibility to respond to changing nature of humanitarian context and operational difficulties
• Ability to communicate openly and maintain good relationship within the team, government and other local authorities, donor, and other stake holders
• Willingness to take responsibility
• Ability to cope with stress, and live in environment with very basic living condition. Incumbent may be deployed to field location without internet and no diversity of food available
• Ability to work in an intercultural environment
How to apply:
For further information and to apply, follow the link below:
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-41-521 Logistics Coordinator - South Sudan**".
Only short-listed candidates will be contacted for the first interview.