Head of Logistics and Supply Chain – Somalia/Somaliland Country Office
*TEAM/PROGRAMME: Programme Operations Team*
*LOCATION: Nairobi or Somalia/Somaliland*
GRADE: TBC
*POST TYPE: International or National*
Child Safeguarding:
Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The Head of Logistics is heading the Logistics department and has overall responsibility and accountability for the Logistics activities of the Somalia/Somaliland Country Programme. His/her role is particularly to lead on responding to and managing the growing needs within the Somalia/Somaliland Country Programme for effective logistics capacity to support emergency interventions while at the same time developing core logistics capacity within the Country Programme to support ongoing programmes. In this to ensure that all policies and procedures of the Save the Children are strictly adhered to and also to ensure that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, though reference to the Sphere Charter, Save the Children minimum standards and the NGO code of conduct.
SCOPE OF ROLE:
Reports to: Deputy Country Director for Programme Operations.
Technical Line: Regional Head of Logistics
Staff directly reporting to this post: 1 Logistics Coordinator, 1 Admin Coordintor, 1 Supply Chain Manager
KEY AREAS OF ACCOUNTABILITY
Strategy
· Work with the Deputy Country Director for Programme Operations and Regional Office Logistics team to ensure supply chain efficiency in the country programme and develop Country Supply Chain & Logistics Plan (SCALP) for next 2 years.
· Prepare monthly management analysis on Logs to support Country SMT make informed decisions.
Compliance
· To ensure compliance with Save the Children’s minimum standards and procedures related to logistics. This includes reviewing and updating the in-country procedures and policies for the management of the supply chain, vehicle fleets, communications systems and emergency preparedness.
System Developments.
To ensure that the following systems are put in place and are working effectively.
· Co-ordination of all programme logistics; manage and develop as required the country procedures and policies for the management of the supply chain, vehicle fleets, Assets and communication systems, emergency preparedness in line with Save the Children guidelines and procedures
· Ensure that Save the Children minimum standards of logistics procedures and country policies are adhered to throughout the Country Programme, briefing and training all relevant staff as required.
- Centralize the Country Programme’s supply chain by setting up effective Procurement Hubs at National level to use resources effectively and be the focal point for International Orders placed through NPU, RPU and IPU. Ensure that local and National procurement practices are compliant with SCI and Donor’s regulations.
· International transportation of freight by land, sea and air is in line with programme budgets and needs: ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to projects.
· Management of vehicles fleets in in line with Save the Children International standards; ensure appropriate allocation and safe use of vehicles throughout the programme and ensure servicing and maintenance schedules are adhered to.
· Ensure proper Stock management and administration systems are implemented throughout the Programme as per needs. Monitor projects stock levels and advise on appropriate stocking and replenishment to meet project demands.
· That stock management and administration systems are implemented throughout the programme. Monitor projects stock levels and advice on appropriate stocking and replenishment to meet donor demands.
· To liaise closely with the Security Manager and ensure that all Security Guidelines and procedures are integrated fully into Logistics Guidelines and procedures.
· In consultation with Security Manager and Operations team, to ensure the programme’s communication systems in all programme locations work effectively and ensure standardization of all communication systems in all programme locations work effectively and ensure standardization of al communication equipment throughout the country.
- In consultation with Security Manager and Operations team, to ensure the programme’s communication systems in all programme locations work effectively and ensure standardization of all communication equipment throughout the country.
· Ensure centralized programme asset register is maintained; ensuring that all programme assets are logged, issued with unique Save the Children International asset number and ID cards, and are tracked throughout the country programme.
· Ensure that for all programmes at proposal stage and ongoing until completion, there is a supply chain plan which will deliver the necessary commodities, services and infrastructure necessary for success. This means engaging with the rest of the programme stakeholders as required, to understand the programme needs and from this developing a plan which will be shared with them. If necessary, being capable of communicating the inability to deliver the programme as required due to constraints identified in the planning process and then developing a new programme and plan together with the other stakeholders.
· Ensure that inventory levels are managed to be appropriate and that shelf life/expiry dates are managed.
· Ensure that appropriate supply chain management and controls are in place for pharmaceuticals and food.
Operational and capacity strengthening:
In close collaboration with the Programmes and Operations team to:
· Ensure the Country Programme as a whole has the capacity to manage effectively core logistics to gear up logistics capacity to respond effectively to emergencies.
· Participate in the development of all new proposed interventions providing overviews of logistics requirements in the development of project proposals and subsequent projects.
· Develop logistical aspects of the Country Programme emergency preparedness plan
· Provide direct management support, training and mentoring to the Somalia Logistics field logisticians and providing feedback through the review process as to their performance and capacity to undertake their role.
Liaison
· Liaise closely with the logistics unit in the Regional Office and London in general to support head office initiatives around global logistics systems as required.
· Participate in the logistics cluster meetings held in Nairobi and represent Save the Chidren’s position and interests.
· Liaise with governments, local administration, the UN and other agencies as necessary.
Staff Management, Mentorship, and Development – Logistics
· To technically line manage the 4 Area Logistics Coordinators (1 in Nairobi is direct line management)
· To provide day to day technical support to logistics staff in the field offices, to monitor their performance and provide skills training to fill any gaps in logistics capacity to Logistics staff, Programme staff and Partners.
· Ensure appropriate staffing within logistics, including sub office staff.
· Ensure that all staff understand and are able to perform their role in an emergency.
· Manage logistics team; define expectations, provide leadership and technical support as needed and evaluate direct reports regularly.
· Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities to staff.
· Manage the performance of all staff in the logistics work area through:
o Effective use of the performance Management System including the establishment of clear, measurable objectives ongoing feedback, periodic reviews fair and unbiased evaluations.
o Coaching, mentoring and other developmental opportunities:
o Recognition and rewards for outstanding performance.
o Documentation of performance that is less than satisfactory, with appropriate performance improvements/work plans.
COMPETENCIES AND BEHAVIOURS (our Values in Practice)
Delivering Results (Accomplished):
· Maintains a broad strategic perspective at the same time as an awareness of the detail of a situation
· Establishes clear and compelling objectives with teams and individuals and monitors progress and performance
· Creates and applies measures and metrics to track performance
· Holds others accountable for achieving results and challenges underperformance
· Demonstrates financial awareness and a concern for cost effectiveness
Applying Technical and Professional Expertise (Accomplished):
· Makes decisions based on professional expertise and experience without deferring unnecessarily to others
· Shares knowledge and best practice on technical solutions so that others can make best use of that expertise
· Actively seeks new ways to develop the application of technical and professional standards within the team
Problem Solving and Decision Making (Accomplished):
· Gathers the right information and uses critical thinking to make effective and timely decisions
· Knows when to involve others in a decision
· Demonstrates awareness of the wider external influences that impact on decision making
· Analyses and exercises judgment in challenging situations in the absence of specific guidance or knowledge of the full facts
· Evaluates the opportunities and risks of each idea and solution to make informed strategic decisions
Working effectively with others (skilled)
- Actively listens to new and different perspectives and experiences of those they work with
- Proactively supports team members and trusts their capabilities
- Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups
· Clarifies their role and responsibilities within the team to maximise impact
Networking (Accomplished)
· Builds trust with contacts through openness and honesty
· Participates effectively in sensitive, complex and/or high impact relationships and networks
· Builds strong relationships with a broad range of stakeholders
· Spots opportunities to bring together partnerships/working alliances that have not been used before
QUALIFICATIONS AND EXPERIENCE
· Relevant degree or masters in logistics or related field
· At least 8 years’ experience with NGOs or other development/aid agencies in supply chain management including procurement, transport and distribution, warehouse and stock management at a senior level.
· Proven experience in providing logistics support in an emergency response including experience in Distributions of NFI’s and food.
· Experience in vehicle and fleet management.
· Experience in the set up and use of HF & VHF radio systems, satellite phones and development of communications procedures.
· Experience of building and developing the capacity of logistics staff through the use of training, performance management frameworks and development plans.
· Excellent interpersonal and team skills.
· Excellent IT skills.
· Fluency in written and spoken English
· Commitment to and understanding of Save the Children’s aims, values and principles.
We work with children, communities and governments all over the world and we believe in the right person for the job regardless of where you come from and how you identify yourself. We need to keep children safe so our selection process reflects our commitment to ensuring that only those who are suitable to work with children are considered for these posts. All successful applicants will therefore be required to complete a Police Check and must sign onto our Child Protection Policy and organizational Code of Conduct.
Female candidates are encouraged to apply
Only shortlisted candidates will be contacted
HOW TO APPLY:
Application procedures:
Interested candidates are required to submit a CV and mandatory cover letter quoting the Job Title and Vacancy Announcement No. SCI/SOM/06/16 on the subject line. The file name of the CV and attachments must be the applicants name and sent to Somalia.vacancies@savethechildren.org. For more information please visit www.somaliangoconsortium.org
Applications close on 7th March 2016
