MISSIONS AND ACTIVITIES
1. Procurement
Coordinate and ensure timely, efficient and transparent procurement of goods, works and services in line with SIF procedures, donor requirements and Sudanese regulations.
Prepare and follow up procurement documentation: Purchase Requests, RFQs, quotations, Comparative Bid Analyses (CBA), Purchase Orders, Service Contracts, payment files.
Maintain accurate, audit-ready procurement files, trackers, supplier databases and contract records.
Conduct market assessments, supplier identification, vendor pre-qualification and supplier performance monitoring.
Ensure open and fair competition, proper use of procurement ceilings and approval procedures.
Check the quality, quantity and conformity of goods received according to contracts and specifications.
Ensure weekly procurement follow-up with all departments and maintain updated procurement plans.
Track procurement pipelines and ensure programme teams are informed and prepared for incoming goods.
Identify new suppliers relevant to emergency and recovery projects.
Ensure timely completion of BCI, IRV and other donor-required documentation.
2. Stock & Warehouse Management
Manage stock, inventory and warehouse documentation (stock cards, bin cards, GRNs, waybills, delivery notes).
Ensure safe, organised and compliant storage of goods, including food items, NFIs, hygiene kits and emergency supplies.
Conduct periodic inventories and ensure proper stock movements and distributions.
Maintain accurate stock situation reports (deliveries, damages, requests).
Support programme teams during distributions, ensuring proper documentation and accountability.
Ensure warehouse access, safety and security measures are implemented.
3. Fleet & Transport Management
Organise and monitor transport, fleet movements, vehicle maintenance, fuel consumption and movement planning.
Ensure vehicles are insured, registered, maintained and safely operated.
Monitor and record fuel consumption, logbooks, maintenance and incident reports.
Consolidate fuel consumption reports and encourage efficient routing.
Organise field missions, staff movements, rental vehicles, flight bookings and accommodation arrangements.
Check humanitarian access / security notices before movements and plan accordingly.
Supervise rental service contracts for vehicles and transport providers.
4. Assets & Premises Management
Ensure proper registration, tracking, maintenance and use of SIF assets, equipment, premises and office supplies.
Maintain updated asset files including Asset Cards, Maintenance Cards, repair documentation and manuals.
Conduct regular asset documentation checks and inventories.
Ensure timely repairs and maintenance of office premises, equipment and generators.
Assess needs for additional equipment or premises based on programme expansion.
5. Procedures, Documentation & Reporting
Comply with all reporting requirements at field and country level.
Prepare monthly logistics reports (procurement, fleet, stock, assets).
Maintain accurate filing systems with documented records for audit purposes.
Track quality, quantity, stock levels, delivery times, transport costs and efficiency.
Keep line manager updated on all ongoing logistics activities and procurement status.
6. Compliance & Donor Requirements
Ensure compliance with SIF policies, donor regulations, national laws and humanitarian standards.
Ensure procurement and disposal of commodities follow applicable licenses and documentation requirements.
Conduct vendor eligibility screening and maintain updated records.
Manage all supplier and service provider contracts.
Meet ad hoc donor requirements in a timely and complete manner.
Maintain audit-ready documentation across all logistics functions.
7. Telecommunication & IT Management
Ensure compliance with communication and IT procedures.
Supervise effective use of telecommunication and IT systems.
Monitor and manage telecommunication costs.
Support IT troubleshooting and equipment management.
8. Security & Access Management
Ensure compliance with SIF humanitarian access / security and safety guidelines.
Maintain high-level security of SIF assets, property and resources.
Collect and compile weekly security information for all Sudan bases.
Ensure guards understand and apply safety and security regulations.
Support development and implementation of security plans.
Ensure safe movement of staff during field visits and distributions.
Support opening of new operational sites from risk assessment to office setup.
9. Human Resources (Drivers & Guards)
Manage drivers and guards, ensuring compliance with SIF regulations.
Conduct performance evaluations.
Track and report performance issues or complaints.
Support capacity building of logistics staff and ensure procedures are understood and applied.
10. Coordination & External Relations
Coordinate with programme, finance and admin teams to ensure logistical needs are integrated into project planning and budgeting.
Engage with suppliers, transporters, local authorities, partners and humanitarian actors to ensure safe and efficient delivery of goods and services.
Ensure effective information sharing and collaborative problem-solving.
