Job Details
The Logistics Manager reports hierarchically to the Country Director and Technically to Logistics Advisor.
The Logistics Manager’s core responsibilities will include;
General Objective:
The Logistics Manager is a member of the Senior Management Team (SMT) and as such is one of four department heads who are expected to provide strong leadership and management and support to the Country Director.
It is expected that the Logistics Manager continue defining clear key strategic directions and ensure that these strategic directions are translate into concrete actions.
To do so, it is expected that the Logistics Manager:
Be a strategic leader and provide vision and direction, not just for the Logistics department but contribute also actively to the vision and direction of the entire Mission, jointly with the other SMT members.
Optimize the mission’s logistics department, in collaboration with the logistics team in the field, in line with the validated logistics strategy & building on previously developed best practices.
Continuously analyse logistics needs & expenditures. This will involve forecasting financial needs for the running of our programs operations, providing monthly fund forecast, optimizing equipment use.
Champion systems reform in the department and build very strong and effective linkages with all other departments.
Lead a process of skills review and capacity building for the department; facilitate and guide the performance management process for the Logistics staff.
Manage all aspects of mission security as delegated by Country Director, and to follow security developments in Kenya. Propose and develop updates to the security plans and security procedures when needed.
Objective 1: Participates in the design and implementation of the Mission’s Projects and Proposals
Contribute to and participate in the design and implementation of projects and proposals regards to the supply and means required to ensure project viability and sustainability, while also and particularly bringing the whole department to be able to efficiently and adequately contributes to and participate in the design and implementation of projects and proposals regards to the supply and means required to ensure project viability and sustainability.
In collaboration with technical staff, elaboration of the logistics implication in the proposals:
Assessment of logistic needs
Evaluation of the costs and feasibility for the supplies
Draft of the procurement plans & logistics budget
Review of any donors specific rules
Preparation of necessary derogations
Involvement in donor report.
Ensures that supply constraints and needs are well taken into account when the project is being designed.
Represents the mission externally on all supply related issues and develops his/her network to exchange on best practices and information
Advise other departments on logistics requirements and trends.
Objective 2: Organization, coordination & performance monitoring of logistics at national level
Elaboration, implementation and monitoring of the Logistics Country strategy & annual plan of action;
Ensure optimal functioning of Logistics department and compliance with logistic procedures as defined in the kitlog V3.7 in all sectors of activities including, but not limited to, supply chain management, movements of peoples and goods, equipment and fleet management, IT, construction and premises management with special emphasis on proper archiving;
Specification and forecast of the needed logistics means through:
Elaboration of the logistics financial plan and contribution to the mission funding plan
Control of the monthly expenditures forecast of the bases and review of budget follow up
Planning & management of logistic budget lines including fleet planning & equipment plan
Ensures that ACF procurement procedures are correctly understood and implemented on the mission
Works closely with the Logistics Centre to ensure all Mission procurement complies with Mission requirements
Ensures compliance with donor rules
Anticipates and alerts relevant stakeholders on risks linked to procurement (delays notably)
Define the equipment needs of the mission and appropriate forecast of the funding
Supervise the IT Officer to ensure proper use and maintenance of the equipment present on the bases
Optimize the utilization of equipment (fleet included) across the mission
Objective 3: Human Resources
Coordination, training, support of the logistics staff for the bases and direct supervision for the capital;
Forecast of the HR logistics needs in collaboration with other coordinators and collaborate with the Finance department for staff financial plan;
Ensure sound management at all level with clear levels of authority and responsibility well defined in up to date job descriptions and organizational chart;
Proactively promote performance management by ensuring that clear objectives are set by all managers, and that objectives & performance is regularly, objectively reviewed through constructive feedback, mid-term and final formal appraisals;
Contribute to the building and implementation of the Mission training plan according to Logistics needs defined through direct observation, appraisal review and Mission Country strategy.
Objective 4: Management of the security (as delegated by and under direct supervision of the CD)
Collect information at mission level and with various external stakeholders, conduct formal security assessments and audit in all field locations to generate in collaboration with the Country Director regular and comprehensive updates of the mission security analysis;
Propose revision of the national and local security Plans and annexes in collaboration with field teams in a participatory approach each time needed according to the follow up tool or context changes (validation by CD);
Build capacity of security and safety managers in the mission to ensure they have appropriate skills, attitude and knowledge to fulfil their responsibilities through internal and or external training, continuous monitoring and sensitization;
Contribute to the building of a security culture in the mission;
Ensure all mission staffs are formally briefed about ACF rules and regulations regarding security and ensure all operating procedures regarding security and safety are in place on the mission;
Support in crisis and incident management under the supervision of the Country Director.
Objective 5: Prevents and Manages Fraud and Corruption
Identifies risks of fraud and corruption in area of responsibility and sets up preventive/mitigation and control measures
Sensitizes colleagues on risks of fraud and corruption
Alerts the CD in case of fraud and corruption and proposes corrective measures
Implements and follow up on recommendations from Audits
Objective 6: Reporting and Analysis
Review, analyse and share with Country Director, Head of Departments and HQ logistics advisor the compiled & consolidated Mission Logistics Report including all annexes as defined in collaboration with Country Director and HQ logistics advisor;
Prepare and share with Country Director and Finance Head of Department all pre-final & final donors reports needed according to donor’s guidelines;
Prepare annual security and Logistics reports as requested by HQ.
Objective 7: Representation
Representation of ACF for in-kind donations aspects to the donor agencies as delegated by the Country Director;
ACF representation in existing forums regarding Security or Logistics at national level.
QUALIFICATIONS
Bachelor degree in supply chain & Logistics Management or other relevant academic studies
Master degree is desirable
SKILLS & EXPERIENCE
5-10 years of demonstrated experience in a Senior Management position with focus on supply chain and logistics management
Previous INGO experience in staff management, Logistics, finance and project follow up
Experience of security and risk management within a volatile context
Results driven and demonstrable ability to set and communicate goals and ensure effective and appropriate decision making and problem solving
Good team player, able to organize, train and motivate a multicultural team
Excellent written and verbal communication skills to motivate and influence
Fluent in English (professional English needed)
Good general knowledge in field of IT, mechanic, radio & satellite communications
PREFERRED
Advanced knowledge of Logistics and Finance related donors’ guidelines and procedures (ECHO, EU, UNICEF, DFID, BPRM etc.)
Good level of IT literacy and an understanding of how new developments in technology can positively contribute to the aims of an INGO
