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Duties and responsibilities:
1.Zonal Facilities Management - Support in sourcing available, appropriate, and secure office and team house facilities in the Zonal Office.
- Lead the committee for office/team house assessment and rental, ensuring facilities align with WV Sudan standards.
- Work closely with the Operation Lead/Manager to allocate office/team house space, furniture, telephone, internet, and utilities.
- Ensure Zonal Office and Team House have cleaning and maintenance services.
- Maintain an updated list of contact details for WV Sudan Zonal offices, warehouses, staff, government, and NGOs, reporting to HO Administration regularly.
- Coordinate with Zonal Security Staff and HO Administration, Fleet, and Logistics Manager to implement security requirements for office and Team House facilities (including guard services, procedures for office security and asset safekeeping, and equipment such as fire extinguishers and first aid kits).
- Ensure Team House SOP is adhered to by residents and visitors. Report incidents to the Zonal Operation Lead, HO Administration, and Security Department.
2.Fleet Management - Propose vehicle requirements for the Zonal response in consultation with Operations and Programs.
- Manage vehicles and communication devices allocated for the Zonal response area.
- Manage contracts for hired vehicles and ensure services are delivered according to agreements.
- Manage and train drivers assigned to the Zonal Response Area, ensuring fleet management procedures and security standards are strictly adhered to.
- Plan ground transportation for IAs, visitors, and local staff in the Zonal Response area.
- Ensure vehicle requests, log sheets, and maintenance expenses are well-documented and reported.
- Ensure fuel, maintenance, and related payments are made timely and expenses are allocated across projects.
- Ensure spare engine keys are kept safe, conduct spot checks, and follow up to ensure keys are not modified or duplicated, reporting immediately if observed.
- Ensure incidents are reported within 24 hours of occurrence to HO Administration and follow up for timely settlement of claim requests.
3.Logistics Management - Negotiate contracts with local (Zonal) vendors for transport, accommodation, and fuel at the Zonal level in collaboration with Supply Chain.
- Support warehouse management planning (location, layout, storage, tracking, etc.).
- Store Non-Food Items (NFI) materials effectively.
- Implement load, ship set, and throughput planning.
- Conduct warehouse inspections along with planned and impromptu stock audits.
- Prepare monthly reports on all supplies and inventories.
- Coordinate with other humanitarian actors (e.g., UN/WFP) for shared storage space (e.g., Humanitarian Staging Area).
- Coordinate with Operations Non-Food Items (NFI) and Goods In Kind (GIK) Coordinator regarding distribution of GIK.
- Maintain inventory records and share with program leads and Operations management.
- Ensure GIK is effectively tracked and monitored, including planned and impromptu stock inspections and audits.
4.Warehouse Management - Guide and work closely with the Warehouse Supervisor to ensure proper and secure storage of items at the warehouse, maintaining an updated monthly inventory scale. Conduct periodic checks to identify and recommend assets subject to disposal.
- Ensure seamless application of the warehouse management system and develop required work promotion plans according to the operations module.
5.Asset Management - Ensure fixed asset management systems are maintained for existing and new fixed assets, including asset identification, location identification, physical count, and departmental equipment custodians.
- Conduct periodic and annual fixed asset and stock item physical inventories.
- Ensure all property has insurance coverage and update the GC roster annually. Register, verify, review, and confirm annual global insurance surveys in collaboration with Field Admin and Logistics Officers.
- Ensure all rented office and store lease agreements are renewed and uploaded into REAM on time.
- Lead the Zonal level disposal committee to review proposed disposals.
- Conduct and review asset status at the Zonal level and propose assets for disposal.
- Ensure all donated and sold items are formally disposed of from the system.
6.Payment Process and Documentation - Ensure timely settlement of air tickets, hotels, meeting venues, and other related bills.
- Ensure ongoing reconciliation of hotel-related bills with vendors and Finance.
- Ensure ongoing reconciliation of fuel, water, office, and team house supply vendors with Finance.
- Maintain an updated staff phone list regularly.
- Produce monthly MMR and submit to supervisor and HO Administration.
7.People Management - Manage the work of the Administration, Fleet and Logistics Officer, ensuring all activities are handled efficiently and effectively.
- Conduct performance appraisals and provide feedback within P&C timelines and ensure proper documentation.
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Minimum Qualification, Skills and Experience Required:
Minimum Qualification, Skills and Experience Required - B.A. in Logistics & Supplies Management, Management, Business Administration, or related fields.
- Minimum 5 years of work experience, preferably holding a similar position.
- Knowledge of property and fixed asset management principles, disposal procedures, contract management, and experience in fleet operations management.
- Excellent communication skills with clear and brief email correspondence.
- Excellent English language skills and strong interpersonal skills.
- Excellent team-building skills, flexible, efficient, and cooperative.
- Strong computer skills essential.
- Honest, trustworthy, and demonstrating sound work ethics.
- Commitment to WVI’s aims, values, and principles.
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