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Logistics Manager
GOAL Ireland

GOAL believes in a world where poverty no longer exists, where vulnerable communities are resilient, where barriers to well-being are removed and where everyone has equal rights and opportunities. Join our team and help bring this vision to life.
 



 


 Vacancy No: Re advertisement
 Section/Unit: Logistics
 Grade Level: Grade 6, Monthly Gross Salary starting range from 948 USD. - 1,016.51 USD.
 Supervisor: Area Coordinator
 No. of Post: 1
 Duty Station: Kutum North Darfur
 Duration: One-year renewable, with three-month probation
 Closing Date: 25 Nov 2020

 
 Background:

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL has been working in Sudan since 1985, towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition,  healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS.

GOAL is currently working directly in North Darfur and South Kordofan States, managed by GOAL offices in these states and in Khartoum. The current GOAL programmes focus on four main sectors:  Primary Health Care, Nutrition, Water Sanitation and Hygiene (WASH) and Food Security and Livelihoods (FSL).

 



 
 Duties and responsibilities:

General Description of the Role:

The main purpose of this position is to support GOAL Elfasher office in the provision of dependable service to programs team with particular responsibility for procurement, transport, receipt, storage & distribution of goods, fleet, facilities, communications, security, assets, in order to achieve GOAL’s current programme objectives and ascertain areas for development.

Key Duties:

  • Manage Logistics, act as focal point for safety and security with support from Khartoum office.
  • Discuss and agree any changes in project arrangements (including guidelines, protocols, forms and procedures) with the ACDS/ CD prior to implementation.
  • Ensure all GOAL guidelines are adhered to and adapted as necessary, maintaining proper systems of filing and ensure that the field office has all relevant technical material on site.
  • To work at all times in a manner that promotes teamwork within GOAL and assists in the achievement of GOAL’s programme aims.
  • Any other duties as instructed by the CD.

Procurement:

  • Receive quotation requests from field and provide info as requested.
  • Where requested, help requester develop specifications, advising on type of equipment needed, what is available, rough costing etc;
  • Receive orders from field sites and Khartoum Office, checking that order has been correctly filled, that quantity/specification is possible, that coding that has been provided and that order has been properly authorised;
  • Acknowledge orders received and where possible provide initial feedback on costing estimates and delivery times;
  • Receive and check items, follow up with suppliers/transporters on items missing or damaged in transit.
  • Handover received goods to the stores and warehousing department.
  • Communicate with field sites on status of orders using the existing tracking list system.
  • Ensure comprehensive Procurement records are maintained as per guidelines. Advise field sites on procurement systems, availability of goods etc;
  • Coach the procurement officers, monitoring progress of their work and providing ongoing training in roles and procedures.
  • Assist the PM in drawing up supplier agreements and selecting preferred suppliers.
  • Assist the PM in regional procurement through developing supplier contacts in Dubai and Nairobi and maintaining relationships with logisticians in other GOAL offices.
  • Assist the PM in international and national tenders for high value procurement, in line with GOAL Logistics Manual procedures.
  • Understand and learn all donor rules and ensure all GOAL procurement complies. A clear understanding and knowledge of GOAL procurement procedures is required and  an advisory role towards other departments of GOAL would be necessary.
  • Assist the PM in managing international procurement and orders to GOAL international procurement staff  based in Galway, Ireland.
  • Liaise with the Administration Manager and follow up on importation of items ordered from outside, ensuring Customs Exemptions are obtained.
  • Make sure all authorization levels and standard procurement regulations are respected.
  • Ensure payment is made promptly and that Finance receive all necessary documentation.
  • Organize regular surveys of local market and ensure Vendor Roster and other supplier information is kept up-to-date;
  • Replace the procurement manger during his absence.

Logistics

  • Oversee all GOAL transport within Elfasher and manage the drivers
  • Ensure all movements by road transport are properly planned and executed and that standard GOAL procedures are adhered to
  • Track all cargo and monitor and ensure that they are cross checked with waybills
  • Review monthly flight report and monthly fleet report and submit to Khartoum Office
  • Set up and maintain the GOAL Elfasher stock report on monthly basis and carry out regular stock checks
  • Review distributions recorded and send monthly report to Khartoum
  • Manage GOALs communication systems in Elfasher ensuring network meets operational and security requirements, costs are controlled, and systems and procedures are established and followed
  • Ensure all vehicles travelling to / from field have at least one means of communication whether VHF radio or Thuraya
  • Set up and review GOAL Elfasher Assets register and ensure it accurately records GOAL assets in Elfasher and is compliant with GOAL Logistics Manual
  • Complete physical check on assets every 3 months and report to HO.
  • Ensure all assets in office / in transit and in store are comprehensively insured
  • Review all logs requests for local procurement ensuring all purchases include the correct paperwork
  • Review the local procurement tracking sheet weekly and ensure it is updated
  • Set up and monitor Framework agreements / contracts where required
  • Prepare plans for future office and program needs and ensure timely procurement of necessary goods
  • Stay in regular contact with Khartoum logistics department and monitor any requests made to them
  • Ensure that all logistics activities adhere to GOAL procedures and are fully document using GOAL logistics forms and templates and maintaining on file

Security

  • Ensure all office and accommodation meet basis security standards, including fire prevention, lockdown and evacuation procedures
  • Ensure that all Elfasher staff are familiar with and follow GOAL Security Guidelines and the GOAL evacuation plan
  • Provide a security briefing to all staff / visitors arriving into the site for the first time
  • Monitor the security situation and provide regular information to the CD / Security Advisor of any incidents, changes or adverse conditions affecting staff safety or project operations
  • Full adherence to GOAL field communication protocols and standard operating procedures, informing fellow team members and the Area Coordinator/ OIC immediately of any security incident.
  • To behave at all times in a manner which positively promotes GOAL and its work

Coordination

  • Liaise with other team members to ensure the smooth running of the GOAL programme by updating information regarding activities and difficulties encountered and contributing to shared solutions.
  • Arrange for and accompany donor representatives and other official visitors, when requested by the CD and provide information as required.

Training

  • To assess the training needs of GOAL and Partner staff and assist in developing their supervision, training and management skills.

 


 
 Minimum Qualification, Skills and Experience Required:

  • Hold a bachelor’s degree in business administration or equivalent
  • At least 3 years work experience at field manager level which includes role in logistics / finance and managing a team
  • Experience in volatile security environment
  • Outgoing personality with excellent communication skills.
  • Good team player, flexible and capable of working with a diverse team.
  • Ability and willingness to travel to rural locations and live in sometimes basic and insecure conditions.
  • Appreciation of and sensitivity to local culture.
  • Excellent written and spoken English / Arabic
  • Good computer skills, including familiarity with Microsoft Word and Excel.

 

Interested applicants should submit their applications and credentials to the Elfasher labour office. The closing date is 1 weeks after the advertisement

 









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