Logistics Coordinator – Nigeria At INTERSOS

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Logistics Coordinator

Code: SR-49-2787

Duty station: Maiduguri, Nigeria (with regular visits to field locations)

Starting date: 01/12/2022

Contract duration: 12 months

Reporting to: Head of Mission

Supervision of: 4 national staff

Dependents: Non-family duty station

General context of the project

According to the Nigeria Humanitarian Response Plan 2022, 8.4 million people are in need of humanitarian assistance in the north-east and north-west of the country, with the majority of them being women and children who are facing significant protection risks. The people in need is likely to increase due to continuation of insecurity in the intervention areas with IDPs fleeing to relatively safer places.

INTERSOS has been rendering humanitarian responses in Nigeria since 2016, providing life-saving support from the most affected communities such as health and nutrition, covid-19 response and vaccination, protection, food security and livelihoods, shelter, access to clean water and sanitation, camp coordination, and common warehouse management.

General purpose of the position

The Logistics Coordinator is a member of the Senior Management Team (SMT) of the Nigeria Mission, who is responsible for managing and controlling the Nigeria mission’s logistics processes to provide essential services with full compliance.

S/he will be managing/supervising resources within defined boundaries or a specialist area, which may include people, assets and/or budgets; will lead in the development of strategy and ensure and support operational implementation in an effective and efficient manner. S/he will monitor and ensure all logistics and procurement processes are performed in full compliance with Agency Policies and Guidelines. S/he will take the lead in making strategic changes to upgrade and improve processes, policies or procedures to attain better results.

S/he will develop solutions to diverse and complex problems within organizational policy; will interpret and apply operational and specialist information in a variety of formats from a variety of sources. S/he will have the flexibility to anticipate and resolve challenges to contribute to and influence operational planning; develop effective networks with external bodies; and spend at least 40% of the time at field visit to ensure substantive support to the team in the operational areas. S/He will be ultimately responsible for the smooth operations of all logistics functions in the country, whether in Abuja, Maiduguri, field level or satellite offices regardless of whether they are managed by local or international staff.

Main responsibilities and tasks

Logistics Coordination and Strategic Planning

• Lead and provide strategic advice on enhancement of logistics management of the mission, including strategies in enhancing logistics service quality and efficiency, compliance, and risks mitigation.

• Make assessments of the logistics issues of new situations e.g. transportation, new base set ups etc. with or on behalf of other staff and reporting with recommendations for Intersos.

• In close collaboration with the line manager, Security and Safety Coordinator and Project Managers, assess the need for, and ensure that appropriate physical means are in place (Facilities, communications, safe areas, etc.) to ensure safety of staff in their respective duty stations and also to manage evacuations when necessary.

• Facilitate cross-departmental coordination on logistics issues to enhance synergy and effectiveness.

• Analyze trends and issues related to logistics and provide recommendations in risk management to the SMT.

Project Supply Planning and review

• Oversee the whole supply chain management and to ensure it is implemented in an effective, efficient, compliant, and value-for-money manner.

• Ensure procurement plans are regularly reviewed, consolidated, and analyzed for more effective procurement planning.

• In collaboration with the project manager, design an appropriate supply structure, in line with INTERSOS standards and procedures:

• Throughout the project cycle, provide information for the (re-)planning of supply activities, including in the early stages of new programmes and donor proposals.

• Periodically review the effectiveness and quality of the supply process

• Maintain a risk register for the supply chain in projects and prepare mitigating actions.

• Use supply chain information systems to analyse and select data to prepare management information.

• Ensure market research and testing is done periodically to ensure value of money

Logistic System and Procedures Management

• Maintain an overview of Intersos policy, systems and procedures relevant to Programme logistics in field bases with Programme Project Managers.

• Ensure that logistics-related donor conditionality is met across the Programme response programme.

• Ensure that IMP is implemented in all Programme field bases location, and to make sure that all the logistics staff are trained in the usage of IMP system.

• Ensure that appropriate warehouse management is in place in all field bases locations and foresee that an updated and accurate monthly stock report is submitted. Implement sound monitoring systems on supplies movement in all the warehouses.

• Develop and maintain the fleet management and appropriate data entry into the system.

• Ensure that all data are collected on time and put into the system and the appropriate staff are well trained and are effectively using the system

• Ensure and monitor appropriate Master asset register and foresee that an updated asset register is included in reporting from all field bases.

• Lead in the development of analysis on transportation requirements in Nigeria and potential developments. Air, road etc

• Ensure that vehicle fleet management routines are established and maintained, including appropriate management of drivers.

• Ensure that there is an efficient system in place for the monitoring of fuel purchase and consumption, services and repairs for vehicles and other machines (engines) and that the system is scrupulously applied and reviewed.

Representation and Staff Management

• Represent INTERSOS in the Logistics Cluster.

• Establish and maintain good contacts with government offices, UN agencies and other NGOs with regards to logistical matters.

• Manage the logistics staff in the full process of recruitment, training and coaching, and staff appraisals.

• Contribute to the monitoring of the capacities of all Programme logistics staff in Nigeria. This will be achieved through mentoring and supervision and also through other learning forums and methodologies.

• Responsible for visiting the field teams and programmes regularly in order to monitor the systems, procedures and assess performance of logistic personnel (and make recommendations and plan of action with regard this).

• Ensure the implementation of actions in support of Intersos values and policy, including gender and diversity mainstreaming.

Security

• Support the Security Coordinator and Head of Base and Fields Security focal points to assess the risks in the areas of project implementation and develop context specific CPP, MOSS and SOPs.

Required profile and experience

Education

Advanced university degree from a recognized academic institution in Supply and Logistics Management or relevant streams.

Professional Experience

• Minimum of 5-7 years of professional experience for Masters-/Post graduate holders in Supply and Logistics Management or relevant streams; or
• 7-10 years professional experience for bachelor’s holders in Logistics Management or relevant streams

Professional Requirements

Professional qualification in Procurement management like Charter Institute of Procurement and Supply (CIPS)​​

Languages

Fully proficient in written and spoken English​

Personal Requirements

• Demonstrable knowledge of rules, regulations, and donor policies governing the compliance/regulatory management of procurement rules from US, EU, and key UN agencies

• Proficiency in MS Excel. Knowledge of MS Access is an advantage.

• Strong management, problem solving and communication skills