The Systems Department is committed to implementing and maintaining the highest standards of efficiency and integrity in service delivery to both internal and external stakeholders. The Systems Department facilitates and manages organizations Procurement, Transport, Warehouse and Assets functions in line with formulated internal frameworks and being compliant with set donor regulations and guidelines. The overriding objective for all Concern Worldwide System’s activity is the prompt and effective provision of materials, goods and services to Concern Worldwide beneficiary populations in compliance with donor specifications.

The Logistics Officer - Transport, Warehouse & Assets Management will be responsible and accountable for the coordination of Transport, Warehouse and Assets Management activities in Sudan. He/she will execute his/her duties in accordance to Concern Worldwide Policies & Procedures and donor guidelines. He/she will effectively and efficiently support logistics systems, processes and activities to deliver quality programing on time in line with organizational strategy, donor requirements and within allocated budgets.

Documentation & Compliance:
Ensure that all Transport, Warehouse & Assets Management related activities are well documented, are in compliance to all logistics frameworks and laid down policies and procedures by:

• Ensuring that the Transport, Warehousing and Assets Management functions in Sudan are standard and aligned to the Concern Worldwide protocols.
• Ensuring that all Transport and Warehousing documentation are updated and tracked in line with Concern’s policies and procedures. (I.e the proper use of GRNs, GDNs, Stock Release Requests, Stock Cards, Fuel Vouchers, Assets Issue Sheets etc.) And maintain both hard and soft copy filing systems for ease of retrieval. 
• Ensure assets are properly tagged, issued and tracked as per laid down guidelines.
• Inducting new staff on all Transport, Warehouse & Assets Management related policies and procedures.
• Reviewing, managing and tracking all Contracts relating to Transport & Warehousing.
• Logging in newly procured Assets to the assets register , appropriately tagging them
• Implementing any outstanding Transport, Warehouse & Assets, related audit recommendations in Port Sudan in liaison with Logistics Coordinator and assist with such follow up in all field offices. 
• Ensuring appropriate concern and donor guidelines are followed during Assets Disposal.

NB: The Transport, Warehouse & Assets Management Officer should travel to the field offices to ensure that these are being implemented at the field offices.

Reporting

Ensure that Transport ,Warehouse & Assets Management functions are managed in the most cost – effective and efficient way by being responsible for monitoring, collating, analyzing and compiling the following reports:

• Monthly Fleet and Fuel Consumption Reports
• Monthly Warehouse Reports.
• Monthly Transport Vendor payments tracking Reports
• Monthly UNHAS Flight Statements.
• Monthly Movement of Goods & Supplies Schedules reports
• Monthly Updated Assets Register.
• Monthly analysis of Transport , Warehouse & Assets Management KPIs
• Any other Transport & Warehouse related reports and KPIs that may be requested by the Logistics Coordinator.

NB: These reports should be monitored and collected from all field offices by the Transport, Warehouse & Assets Management Officer.

Internal & External Business Partnerships:
Ensure that the Logistics Department works better together with both internal and external stakeholders by:

• Coordinating with the Government Liaisons Officer to ensure all Government related procedures are managed timely and systematically eg. Transportation of goods permits, vehicle registrations, renewal of Drivers licenses etc.
• Ensuring that Concern’s Offices has prepositioned stocks of fuel to facilitate smooth operations at all times.

Documentation & Compliance:
Ensure that all Transport, Warehouse & Assets Management related activities are well documented, are in compliance to all logistics frameworks and laid down policies and procedures by:

• Ensuring that the Transport, Warehousing and Assets Management functions in Sudan are standard and aligned to the Concern Worldwide protocols.
• Ensuring that all Transport and Warehousing documentation are updated and tracked in line with Concern’s policies and procedures. (I.e the proper use of GRNs, GDNs, Stock Release Requests, Stock Cards, Fuel Vouchers, Assets Issue Sheets etc.) And maintain both hard and soft copy filing systems for ease of retrieval. 
• Ensure assets are properly tagged, issued and tracked as per laid down guidelines.
• Inducting new staff on all Transport, Warehouse & Assets Management related policies and procedures.
• Reviewing, managing and tracking all Contracts relating to Transport & Warehousing.
• Logging in newly procured Assets to the assets register , appropriately tagging them
• Implementing any outstanding Transport, Warehouse & Assets, related audit recommendations in Port Sudan in liaison with Logistics Coordinator and assist with such follow up in all field offices. 
• Ensuring appropriate concern and donor guidelines are followed during Assets Disposal.

NB: The Transport, Warehouse & Assets Management Officer should travel to the field offices to ensure that these are being implemented at the field offices.

Reporting

Ensure that Transport ,Warehouse & Assets Management functions are managed in the most cost – effective and efficient way by being responsible for monitoring, collating, analyzing and compiling the following reports:

• Monthly Fleet and Fuel Consumption Reports
• Monthly Warehouse Reports.
• Monthly Transport Vendor payments tracking Reports
• Monthly UNHAS Flight Statements.
• Monthly Movement of Goods & Supplies Schedules reports
• Monthly Updated Assets Register.
• Monthly analysis of Transport , Warehouse & Assets Management KPIs
• Any other Transport & Warehouse related reports and KPIs that may be requested by the Logistics Coordinator.

NB: These reports should be monitored and collected from all field offices by the  Transport, Warehouse & Assets Management Officer. 

Internal & External Business Partnerships:
Ensure that the Logistics Department works better together with both internal and external stakeholders by:

• Coordinating with the Government Liaisons Officer to ensure all Government related procedures are managed timely and systematically eg. Transportation of goods permits, vehicle registrations, renewal of Drivers licenses etc.
• Ensuring that Concern’s Offices has prepositioned stocks of fuel to facilitate smooth operations at all times.
• Coordinating and supporting Field Teams to process & arrange for flight bookings (Commercial & UNHAS) in a timely & systematic manner ensuring staff have relevant flying documents prior to departure.
• Internally coordinating & liaising with other support functions (HR, Admin, Procurement and Finance) to effectively provide support to program implementation and to get relevant information relevant to Transport, Warehouse and Assets Management.
• Managing logistics related external communications with vendors/suppliers in liaison with the Logistics Coordinator and (or) with Systems Director.

People Management: 

Effectively manage the performance of the direct reports in Port Sudan by:

• Contributing to the capacity building and career development (Of all staff under supervision) through technical support and on-the-job training and coaching, including in particular a thorough induction at the start of their contract.
• Ensuring that all Drivers have accurate job descriptions and that each member of the team fully understands outcomes expected of them, by setting SMART objectives, and that they are aware of the success criteria relating to their work.
• Ensuring that all Drivers are aware of and comply with all of Concern’s policies and procedures.
• Monitoring and reviewing performance of the Drivers and holding them accountable for meeting their success criteria; giving corrective feedback where required and taking decisive action in the case of poor performance.
• Ensuring that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.
• Overseeing the Driver’s Leave Planning and monitoring staff attendance.

Capacity Building:   

• Design, plan and implement capacity-building plans for all relevant Concern Sudan staff on key elements of the different components of the Logistics department. 
• Contribute to the daily capacity building and strengthening of decision-making capacities of Sudan national staff.

Other:

• Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives. 
• Take active measures to address equality issues, particularly relating to gender, in programme as well as operational activities.
• Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organization.
• Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and its associated policies, finance, logistics, HR, security management etc).
• Contribute to ongoing security management and planning as necessary.
• Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).
• Undertake other related duties as may reasonably be assigned by the Logistics Coordinator.

Essential

• Bachelor’s Degree required, preferably in Logistics, Administration or related field with demonstrated experience in Logistics and (or) Administration in Sudan.
• At least three (3) years of progressive experience with at least two (2) years’ experience with an International NGO in Logistics.
• Demonstrated working Knowledge of Transport, Warehouse, and Assets management. 
• Demonstrated ability to manage multiple staff and coordinate Logistics activities 
• Excellent teamwork including abilities to coordinate well with diverse individuals and teams and to negotiate effectively with colleagues and stakeholders to achieve results;
• Comprehensive knowledge of operations and logistics systems procedures for donor/client-funded projects.
• Strong computer skills in basic, office programs.
• Fluency in English, knowledge of Arabic is an asset.

Desirable

• Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholders
• Excellent interpersonal and communication skills, facilitation skills and writing skills.

Essential

• Managing yourself
• Leadership
• Communicating and working with others
• Delivering Results
• Planning and Decision Making

Desirable:

• Creativity and Innovation
• Influence, Advocacy and Networking

Change Management

Concern Code of Conduct and its Associated Policies.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s

Core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies

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