Logistics Coordinator At Concern Worldwide

About the role: This is a 12 month role with unaccompanied terms based in Northern Syria with regular travel to Dohuk with a salary of Band 4 €44,133 – €49,038 per annum.

We would like you to start as soon as possible.

Your purpose: To manage and co-ordinate the logistic function in Syria and Iraq. The role will focus on developing efficient and cost effective Logistics department that meets the logistics guidelines, policies and procedures of Concern. The position holder will lead the continuous improvement of logistics systems that are in place. You will report to the Systems Director (SD) and will line manage the logistics team and provide technical support to the logistics teams

You will be responsible for:

Procurement Management

• Supervise procurement functions ensuring that organizational procedures are followed and ensure Concern gets value for money.

• Ensure the Implementation of all policies and procedures as per the Concern Worldwide procurement manual.

• Develop the overall logistical systems and processes based on local capacity, cost-effective approaches and Program needs.

• Identifies and anticipates procurement risks impacting programme activities. Develops and implements related risk mitigation/reduction activities.

• Manage the tender process for national and international tenders. Ensuring compliance with Concern and donor guidelines and that the full process is documented.

• In conjunction with Programme Managers, identify those goods and services which are procured on a regular basis and ensure that framework agreements are in place.

• Ensure the involvement of Logistics staff in the Cash and Voucher programme activity to ensure compliance with Concern and donor guidelines.

• Follow the clearance process for imported goods and ensure all necessary documents are produced to facilitate the process with support from Programme Liaison Officer

• Manage the procurement of the food kits, including the food testing, inspections and quality reports and document this process in conjunction with the Emergency Coordinator.

• Ensure all contracts including Framework agreements, supply, service and construction contracts are technical and legally sound and compliant with Concern’s procedures and policies.

• Ensure that procurement files are stored electronically and in hard copy as per Concern and Donor regulations.

• In conjunction with the Systems Director and Programme Director ensure all project proposals have a procurement plan which will be prepared prior to and implemented immediately at the start of each new project while keeping the master procurement plan up-to-date on monthly basis

• At the start of any new donor contract identify and communicate all donor-specific logistics requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project.

• Maintain up-to-date suppliers database for Iraq and Syria. Following a competitive bidding process or market surveys, establish a preferred vendor listing. Establish procedures for six-monthly review and maintenance of the vendor listing, to include feedback on vendors and negotiation of preferred rates. Ensure that vendors are registered, assessed, and prequalified (as required).

• Ensure that vendors’ performance is monitored and documented to mitigate the risk of future engagement of under-performing vendors.

• Conduct monthly procurement KPIs analysis, and bi-yearly suppliers ABC analysis.

• Ensure Procurement Committee Members are involved in vendor selection and in the bidding process to ensure transparency of goods and services procurement.

• Support Systems Director in developing flow charts, improving procedures and developing SOPs. Ensure all standard operating procedures reflect the most up-to-date, accepted practices and ensure compliance with evolving innovations

• Prepare audit response to clarify queries and provide all necessary documents;

• When required, follow up with the partners to make sure they apply the proper procurement process from A to Z based on CWW Procurement procedures and donor regulations.

• In consultation with the Systems Director, establish mechanisms to monitor compliance with the policies and procedures.

• Collaborate with Finance Team to ensure that payments to suppliers and service provider are made on time.

Transport Management

• Ensure effective fleet management is in place in all locations, in accordance with Concern procedures.

• Ensure transport reports are being prepared on a monthly basis, analyse vehicle usage and ensure there is effective usage of all hired vehicles.

• Conduct yearly fleet rental costs survey and provide up-to-date fleet management strategies and applications

Stocks and deliveries:

• Supervise the delivery of goods to the various warehouses , liaising with suppliers on the packing, transportation and movement of goods, checking remotely the orders on arrival (on delivery from the supplier) and the quality and quantities of the goods against the order form, taking any measures if necessary in the case of discrepancies.

• Ensure appropriate storage network and stock management standards across the programme

• Coordinate with office Managers to identify and settle warehouses/storage space based on needs.

• Ensure goods transportation means are secured as per needs.

• Coordinate and follow-up deliveries and liaise efficiently with suppliers for problem solving.

• Maintain regular information across teams about stock levels, stock re order points and expected lead-times.

• Manage periodic inventories, stock clearance and investigations over discrepancies. Review the Warehouse Inspection checklist to ensure that warehouse management risks are highlighted and develop a plan to tackle them. Conduct spot checks and control evidence verifications as required.

• Carry out quarterly physical inventory process and end of year/end of project reporting to Donors

Assets Management:

• Maintain a consolidated up to date fixed assets register for Syria and Iraq programme.

• Carry out a semi-annual and annual assessment to advise SD on disposal and replacement as appropriate.

• Ensure that all assets and attractive items are correctly recorded, assigned to a custodian, tracked and reported until the final disposal in line with requirements from the CWW Asset manual and applicable donor regulations.

• Ensure all procedures and documents relating to asset management are followed and assets are safe guarded with physical checks in line with Concern Logistics Manual and in line with donor regulations.

Reporting

• Ensure the Supply Request Tracker is kept up to date, accurate and shared with all relevant staff

• Ensure the Framework Agreement Tracking is kept up to date, accurate and shared with all relevant staff, highlighting to relevant departments when contracts are due to finish.

• Review monthly stock reports to ensure that stock movements are reported accurately and on time and that warehouses as applicable are managed in line with existing Concern Logistic procedures.

• Ensure distribution reporting and reconciliation are been carried out assisting teams to ensure they understand the reporting and reconciliation process.

People Management

• Manage the logistics staff and set up Performance Development Plans with objectives every six months for all direct reports

• Ensure that all positions have up-to-date job descriptions and department organogram

• Ensure that Concern’s Performance Development Review process is carried out for each logistics staff member.

• Support and coach field based logistics staff, providing daily technical support as appropriate

• Carry out training in logistics for relevant staff in all locations, as required.

• Lead all Logistics team recruitments with support from Human Resource department.

• Be a focal point for the team’s troubleshooting

• Contribute to a culture of excellence, continuous improvement and performance optimization across all programmes;

• Maintain an effective working relationship with other members of the programme. Work to build the logistic support staff’s capacity throughout the operation through frequent in-house training sessions and mentoring support.

Accountability

In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

· Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);

· Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;

· Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Other

• Adhere to Concern’s Code of Conduct and associated policies and will report to the Country Director if there are any suspected breaches of these.

• Advise the Country Management Team of logistics issues affecting project implementation and propose cost effective and efficient solutions

• Undertake any other related duties as may reasonably be assigned by the Systems Director or Country Director.

Your skills and experience will include:

• A degree in Logistics, Business Administration or Management

• A minimum of 3 years of overseas logistics experience with an International NGO with 2 years’ experience at Logistics Coordinator level.

• Experience in emergency response programmes and in setting up emergency logistics operations

• Experience in supervising, managing and training others

• Previous experience in remote management

• Experience of setting up logistics systems and related administrative procedures; knowledge of international ordering procedures and documents i.e. cargo manifests.

• Experience of working in insecure environments and knowledge of security management systems and approaches by NGOs

• Excellent English oral and written skills essential (C1 Cambridge English level)

• Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions.

• Excellent communication skills and the ability to develop advanced logistics reports and SOPs

• Ability to implement road transportation plans and procedures, in compliance with in-country regulations.

We would also like:

• Good understanding of in-country customs and clearing procedures and supply line

• CIPS or CSCP holders

• Experience of and training on security management and procedures;

• Arabic language skills

• Previous work experience in response to the Syrian crisis

• Knowledge of Concern systems and procedures