Location (Country & Base): Nairobi, Kenya
Contract duration:24 months
Starting date in-country: July 15, 2014
Direct Line Manager:Country Director
Technical Supervisor: HQ Logistic Advisor
General objectives of the role
- To co-ordinate and supervise logistics activities at mission level and provide effective support to programs. Coordination with programs will be given special emphasis.
- Introduce, regularly sensitize & build the capacities of all staff involved in logistics activities (including logistic users from all departments). Train new logistics staff.
- To optimise the mission’s logistics department, in collaboration with the logistics team in the field, in line with the validated 2012/15 logistics strategy & building on previously developed best practices.
- Continuously Analyse logistics needs & expenditures. This will involve forecasting financial needs for the running of our programs operations, providing monthly fund forecast, optimising equipment use.
- To manage aspects of mission security as delegated by Country Director, and to follow security developments in Kenya.
- To propose and develop updates to the security plans and security procedures when needed.
- To brief and sensitize the staff (international, regional and national) on security and strengthen ACF information network including all the parties.
Detailed Roles and Responsibilities:
The Logistics Coordinator is responsible for implementing a sound and relevant management and delegation system (with appropriate control mechanisms in place), which will allow him / her to be accountable for all the following key responsibilities:
Objective 1: Organisation, coordination & performance monitoring of logistics at national level
Activities:
- Elaboration, implementation and monitoring of the Logistics Country strategy & annual plan of action;
- Ensure optimal functioning of Logistics department and compliance with logistic procedures as defined in the kitlog V3 in all sectors of activities including, but not limited to, supply chain management, movements of peoples and goods, equipment and fleet management, IT, construction and premises management with special emphasis on proper archiving;
- Specification and forecast of the needed logistics means through:
- Elaboration of the logistics financial plan and contribution to the mission funding plan
- Control of the monthly expenditures forecast of the bases and review of budget follow up
- Planning & management of logistic budget lines including fleet planning & equipment plan
- In collaboration with technical staff, elaboration of the logistics implication in the proposals:
- Assessment of logistic needs
- Evaluation of the costs and feasibility for the supplies
- Draft of the procurement planning & logistics budget
- Study of any donors specific rules
- Preparation of necessary derogations
- Involvement in donor report.
Objective 2: Equipment management
Activities:
- Definition of the equipment needs of the mission and appropriate forecast of the funding
- Supervision of the use and maintenance of the equipment present on the bases
- Follow-up of the equipment on the mission (Equipment list)
Objective 3: Human Resources
Activities:
- Coordination, training, support of the logistics staff for the bases and direct supervision for the capital;
- Forecast of the HR logistics needs in collaboration with other coordinators and collaborate with the Finance department for staff financial plan;
- Ensure sound management at all level with clear levels of authority and responsibility well defined in up to date job descriptions and organizational chart;
- Proactively promote performance management by ensuring that clear objectives are set by all managers, and that objectives & performance is regularly, objectively reviewed through constructive feedback, mid-term and final formal appraisals;
- Contribute to the building and implementation of the Mission training plan according to Logistics needs defined through direct observation, appraisal review and Mission Country strategy.
Objective 4: Management of the security (as delegated by and under direct supervision of the CD)
Activities:
- Collect information at mission level and with various external stakeholders, conduct formal security assessments and audit in all field locations to generate in collaboration with the Country Director regular and comprehensive updates of the mission security analysis;
- Propose revision of the national and local security Plans and annexes in collaboration with field teams in a participatory approach each time needed according to the follow up tool or context changes (validation by CD);
- Build capacity of security and safety managers in the mission to ensure they have appropriate skills, attitude and knowledge to fulfil their responsibilities through internal and or external training, continuous monitoring and sensitization;
- Contribute to the building of a security culture in the mission;
- Ensure all mission staffs are formally briefed about ACF rules and regulations regarding security and ensure all operating procedures regarding security and safety are in place on the mission;
- Support in crisis and incident management under the supervision of the Country Director.
Objective 5: Reporting and analysis
Activities:
- Review, analyze and share with Country Director, Head of Departments and HQ logistics advisor the compiled & consolidated Mission Logistics Report including all annexes as defined in collaboration with Country Director and HQ logistics advisor;
- Prepare and share with Country Director and Finance Head of Department all pre-final & final donors reports needed according to donor’s guidelines;
- Prepare annual security and Logistics reports as requested by HQ.
Objective 6: Representation
Activities:
- Representation of ACF for in-kind donations aspects to the donor agencies as delegated by the Country Director;
- ACF representation in existing forums regarding Security or Logistics at national level.
Internal & External relationships
Internal
- Technical departments capital teams: exchange of information and coordination
- Support departments capital teams: exchange of information and collaboration on HR, financial and planning matters
- Field Logistic teams: Technical advisory role
- Capital Logistic team: Technical advisor role and direct supervision (hierarchal link)
External
- Local partners and stakeholders: exchange of information mainly about security related matters
- Local representatives of international aid organisations: Exchange of information and coordination
REPORTING RESPONSIBILITIES
- Monthly Logistics report
- Monthly Sitrep
- Term of References and report for each field visit (position require extensive travel to field offices)
- Donor reports
POSITION REQUIREMENTS
QUALIFICATIONS
- Bachelor degree in supply chain & Logistics Management or other relevant academic studies
- Master degree is desirable
SKILLS & EXPERIENCE
ESSENTIAL
- Previous INGO experience in staff management, Logistics, finance and project follow up
- Experience of security and risk management within a volatile context
- Results driven and demonstrable ability to set and communicate goals and ensure effective and appropriate decision making and problem solving
- Good team player, able to organize, train and motivate a multicultural team
- Excellent written and verbal communication skills to motivate and influence
- Fluent in English (professional English needed)
- Good general knowledge in field of IT, mechanic, radio & satellite communications
PREFERRED
- Advanced knowledge of Logistics and Finance related donors’ guidelines and procedures (ECHO, EU, UNICEF, DFID, BPRM etc.)
- Good level of IT literacy and an understanding of how new developments in technology can positively contribute to the aims of an INGO
How to apply:
Apply with resume and cover letter at http://actionagainsthunger.theresumator.com/apply/rv7Zm7/Logistics-Coord...
