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Duties and responsibilities:
Responsibilities and related tasks Under the responsibility of the Field Coordinator, the Logistics Manager ensures the good functioning of the logistics activities of the base. - Team management
- Under the supervision of the Logistics Manager (expatriate), lead and manage the national staff logistics team in Geneina (West Darfur) and Zalingei (Central Darfur).
- Ensure appropriate division of roles and responsibilities; allocate tasks; monitor progress; and provide support to address obstacles which may arise.
- Provide guidance and mentorship on a daily basis; identify capacity-building needs and made recommendations about them to the Logistics Manager (expatriate), Field Coordinator, and Logistics Coordinator.
- Conduct performance evaluations of logistics team members.
- Fulfil HR administrative management functions including effective annual leave planning for logistics team members.
2- Procurement Management - Under the supervision of the Logistics Manager (expatriate) and in close coordination with the Logistics Coordinator and Deputy Coordinator, oversee the procurement process at Geneina and Zalingei bases.
- Ensure meticulous compliance with TGH logistics procedures and donor requirements; identify areas of weakness or non-compliance, and actively make recommendations to systematically address them.
- Check each stage of the procurement procedures, to ensure the correct process and documentation is followed; send back dossiers which do not meet the necessary standards.
- Support good communication with program team and other purchase requesters; ensure they understand and fulfil logistics team procurement process requirements; provide regular feedback on the status of procurements.
- Proactively monitor the progress of procurements; ensure the preparation and sharing of weekly Procurement Followups (PFU) to all relevant colleagues; address delays and obstacles to any procurements.
- Contribute and oversee management of supplier relationships; ensure proper compliance checks on potential and current suppliers; contribute to pre-qualification of suppliers; and active ensure appropriate quality checks of goods and services as part of continuous appraisal of supplier performance.
- Contribute to ongoing market survey and identification of potential new suppliers; maintain an up-to-date supplier database.
- Proactively negotiate with suppliers to obtain more favorable terms; contribute to the development of Framework Agreements (FWAs); make recommendations to ensure more cost-effective and quality procurement by TGH in West Darfur and Zalingei.
- Ensure full compliance with TGH procurement policies, staff Code of Conduct, anti-corruption policies, and other ethical standards; promptly report to his/her Line Manager or the Country Director any suspicions or red flags for incidences of fraud or corruption.
- Warehousing & Stock Management:
- Ensure proper setup and management of warehousing spaces (temporary or permanent) and stock storage in Geneina, Foro Baranga, Sirba, Zalingei.
- Establish a system of issuing and updating stock cards/bin cards, in- and-out records, and release orders
- Ensure the inventory is updated and sent monthly to the Logistics Manager (expatriate), Field Coordinator, and Logistics Coordinator.
- Supervise the loading / offloading of goods and materials and followup on truck movements to or from TGH locations.
- Ensure necessary fuel is ordered and stored properly.
- In consultation with Access & Safety Manager and the Field Coordinator, ensure adequate safety and security equipment and processes are in place for all storage areas.
- Promptly report any damage or loss of stock.
- Office & Guesthouse Management
- Supervise the logistics team to effectively manage the TGH offices and guesthouses in all locations.
- Ensure any needed repairs and maintenance are addressed promptly, including close followup with the landlords over issues which are their responsibility.
- Ensure continuous supply of utilities (electricity, gas, water, internet, etc) and essential office supplies (stationary, printer cartridges, etc), with prior anticipation of needs and planning to address them.
- Ensure proper management and maintenance of the generators and solar systems, including close tracking of fuel consumption for generators.
4. Asset Management - Ensure the institution and maintenance of a system for inventorying, labelling and tracking of all TGH assets (IT equipment, furniture, etc) in West Darfur and in Zalingei, Central Darfur.
- Maintain an asset register which is regularly updated and shared with Logistics Coordinator.
- Support the management of ICT equipment including printers and laptops, through coordination with the Logistics Coordinator and the ICT Senior Officer.
5- Vehicle Management & Transportation - Ensure effective management of TGH’s vehicles and drivers (contractors) on a daily basis, to ensure most efficient movements of staff.
- Supervise the state of vehicles by TGH to ensure they meet basic safety standards (seatbelts, tyre conditions, etc), in coordination with the Field Coordinator and the Access & Safety Manager.
- Ensure vehicles used by TGH have appropriate legal documents (registration, etc).
- For any TGH-owned vehicles, ensure that a log book, fuel consumption tracker, and maintenance of vehicles is in place.
- For the sending of goods and documents, ensure the preparation for packing lists, waybills and any other supporting documents.
- Track and track shipments, providing follow up on the movements to relevant colleagues.
6- Archiving & Reporting - Oversee the preparation and maintenance of accurate records for procurement, logistics, asset management, transportation, and staff management transactions, in coordination with the Logistics Manager (expatriate), Logistics Coordinator, Head of Finance & Administration and other relevant colleagues.
- Ensure timely and accurate reporting to line manager and mission senior management as requested.
7- Capacity-building - Proactively identify capacity-building needs of the logistics team as well as logistics-related training needs for other TGH at field level, and make recommendations on addressing them.
- Plan, conduct or participate in logistics-related training for TGH staff
- Participate actively in the training courses recommended by TGH, and share new skills and knowledge with his/ her team or colleagues
- Cooperate in the supervision and capacity-building of partner organizations according to TGH partnership agreements.
8- PSEA & Safeguarding - Ensure the logistics team staff fully respect TGH’s PSEA (Prevention of Sexual Exploitation & Abuse) and Child Protection safeguarding policies, and participate in all awareness-raising internal trainings as required.
- Promptly and confidentially report any PSEA or safeguarding incidents or concerns to the relevant TGH focal points.
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Minimum Qualification, Skills and Experience Required:
Required knowledge & skills: - University degree or equivalent in training and professional experience.
- A minimum of 3 years of experience in logistics including at least 1 year in a supervisory/team management role.
- Prior experience in an NGO is required.
- Demonstrated knowledge of procurement, stock and asset management, transportation and other logistics subjects.
- Mechanical, electrical, engineering and/or ICT training and skills are an asset.
- Excellent spoke and written English (essential) and Arabic.
- Strong computer skills (Excel, Word, Outlook, Internet)
Personal features: - Strong interpersonal skills (negotiation, diplomacy, etc)
- Honest, ethical and with impeccable integrity
- Demonstrated commitment to humanitarian values, and respect for cultural differences, and an affinity for working with people with differing backgrounds and skills
- Hardworking, flexible and adaptable, and with a problem-solving attitude.
- Team spirit and with a service-delivery attitude toward beneficiaries and colleagues.
- Willingness to work in an insecure environment and ensure that safety and security rules are followed.
I have read and understood the job description and I agree to perform the duties stated herein to the best of my ability and in compliance with TGH principles which are humanity, impartiality and independence. Furthermore, this job description can be updated during the time of the contract according to program needs.
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