Logistics Manager At Medair

Role & Responsibilities

The Logistics Manager is responsible for ensuring an effective supply chain is in place at all times, and that standard logistics and related administrative systems are established and implemented within Medair country programmes. The role provides strategic direction, management and evaluation of all aspects of logistics, ensuring relevant information, reporting and accountability requirements are met. The Logistics Manager also plays an important role in external representation, legal compliance, team leadership and capacity building of logistics staff.

Project Overview

Emergency health, nutrition and WASH projects targeting displaced, conflict-affected and vulnerable populations in NE Congo. Developmental projects aimed at long term and sustainable behaviour change in general population and state health employees to improve public health outcomes.

Workplace & Working conditions

Field based position in Congo.

Starting Date / Initial Contract Details

1st July 2024. Full time, 24 months.

Key Activity Areas

Logistics Management – Supply chain

• Provide the technical oversight and ensure proper supply chain management practices and procedures are
• in place and maintained according to Medair standards – to include sourcing and procurement, warehousing, transportation and management of logistics resources in fleet, equipment and facilities. Provide logistical support to all field bases by regular communication and field visits.
• Manage the procurement process in accordance with Medair policies and procedures, in a transparent, accountable, efficient and cost effective manner. Provide planning support and advice to project managers and others making procurement requests, identify optimum supply routes, and maintain continuous overview of supply needs by providing updated procurement and fulfilment plans in alignment with project activity plans and timelines. Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items. Ensure supplier qualification procedures are adhered to and a supplier database created and maintained reflecting supplier status.
• Locate and negotiate contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements. Oversee warehouse operations (with particular emphasis on medical and pharmaceutical stores) ensuring proper record keeping for the receipt, storage and issuing of items, physical inventory checks, storage conditions, security and facility maintenance. Conduct periodic ‘spot checks’ and put systems in place to increase stock reliability and reduce shrinkage through damage, loss or theft.
• Ensure international and national transportation of freight by land, sea and air is in line with programme budgets and needs; ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to projects. Actively engage with freight forwarding agencies, freight handling/clearance agents, and local customs, to ensure that cargo is managed at all points of the supply chain.

Logistic Management – Resources

• Ensure management of vehicle fleets is in line with Medair standards; ensure appropriate allocation and safe use of vehicles throughout the programme and ensure servicing and maintenance schedules are adhered to. Ensure usage of fuel is correctly supervised, logged and recorded. Liaise with security personnel on security-related transport issues, such as booking in/out, satcomms, radios etc.
• Supervise and coordinate all matters regarding all types of equipment and assets including communication, IT and power, to ensure that equipment are managed diligently, operated in the most cost efficient manner, and maintained appropriately.
• Support the proper management of existing field bases, establishment of new ones and closing of existing ones if required. Liaise as necessary with the landlord(s) to ensure proper maintenance and optimum availability of facilities and utilities (e.g. electricity, water, phone-lines, physical security and building repairs).

Representation

• Proactively engage with suppliers, partners, local authorities, other NGOs, clusters and any other stakeholders, in order to plan, organise, and schedule distribution of goods and material as well as to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions.

Financial Management

• Monitor spending of assigned budgets, and ensure they operate in line with Medair and donor guidelines for financial accounting and reporting practices.

Staff Management

• Manage and motivate staff with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism. This includes recruitment, appraisal, objective setting, performance review, producing development plans, determination of training needs, establishing and monitoring work plans, etc.

Security Management

• Ensure security procedures for Goma base are in place, guidelines are kept up-to-date and staff receive relevant security information. This includes reviewing security arrangements on a regular basis, maintaining communication, providing briefings and ensuring the availability of emergency equipment.

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith- based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayer, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

Qualifications

• Professional qualification in logistics or training in Supply Chain Management, Business Management or a related field
• Good French (spoken and written)
• Good English (spoken and written)

Experience

• Minimum two years relevant logistics and management experience in emergency and/or development context
• Experience of the management of budgets and the ability to prepare timely, complete, and accurate reports.
• Experience working in a cross-cultural setting, preferable in the logistics sector
• Proficiency with Microsoft Office 365
• Strong Christian commitment
• Enthusiastic with ‘can-do’ attitude
• Excellent interpersonal skills, ability to work both independently and as a member of a team.
• Strong organisational abilities, excellent written and verbal communication skills
• Able to develop and maintain effective relationships with internal and external stakeholders
• Capacity to work under pressure and to tight deadlines
• Creative, open-minded, flexible, self-learner
• Diplomatic, especially for working with authorities and suppliers
• Able to cope with basic living conditions in the field and during field trips
• Knowledge of Humanitarian Essentials, Sphere and HAP Standards and other international humanitarian guidelines and protocols
• Advanced planning, coordination, assessment, analytical and problem solving skills
• Technical understanding of mechanical and communication equipment
• Demonstrable knowledge of rules, regulations and donor policies governing the compliance/regulatory management of procurement rules from US, EU, UN and other agencies
• Strong leadership and project management skills
• Able to oversee multiple tasks, prioritising and delegating as required
• Ability to communicate effectively with programme teams and be able to represent Medair with UN organisations, other international NGO’s and local authorities world-wide