Logistics Manager- Syria 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 Manager

Code: SR-53-9636

Duty station: Syria, Damascus

Starting date: 01/01/2025

Contract duration: 6 months with possible extension

Reporting to: Logistics and Supply Coordinator (if not present, Head of Mission)

Functional Supervisor: Regional Logistics Coordinator

Supervision of: Logistic team

Type of Duty Station: Non-family duty station

General context of the project

The Country logistics and supply manager will be responsible of the mission logistics department. Supervise logistics and supplies team including drivers and cleaners. Ensure proper sturcture and strategy for the log department to improve procurements and compliance with the mission/donors needs.

General purpose of the position

Plan, coordinate and monitor all logistics-related activities in the project or capital and provide support to activities, according to INTERSOS protocols and standards to ensure an optimal running of the logistics activities.

In the absence of the Logistics & Supply Coordinator (LSC) the Logistics Manager assumes provisionally some of the LSC’s responsibilities and tasks, with a focus on coordination tasks.

Main responsibilities and tasks

Coordination and support

• Assist the LSC in the definition and follow-up of logistics activities in the projects or capital, to identify and give a response to the needs of the targeted population
• Ensure technical reference for all logistics/technical issues in the projects and provide coaching to logistics staff under his/her responsibility.
• Participate in monthly reports according to guidelines
• Ensure and monitor the implementation of logistics/technical activities in the project/capital including the following:
• logistics: (construction, transport of goods and staff, communications, water and sanitation, vehicles and engines, equipment/installation and infrastructures, communications, installation and maintenance of functional office spaces and lodging facilities for international staff adequate living conditions.

WHS: implementation of water, health and sanitation activities

• Participate actively in the definition and monitoring of annual project planning and budgets and the Emergency Preparation Plan, defining strategies and advising the Logistics Coordinator in the translation of the identified needs into objectives, priorities and resources needed for intervention
• In collaboration with the Logistics Coordinator define the Warehouse and Stock Management activities and plan the annual budget to identify and optimise the response to the needs of the mission and the targeted population

Logistics Information Management

• Ensure that data reported in INTERSOS Logistics software by the Field Logistics Officers (Intersos Management Platform – IMP) is correctly used and accurate. Provide training to mission staff if required and support the implementation of INTERSOS Logistics software in missions.
• Ensure that data reported in INTERSOS Inventory Management System (IMS) are correctly used and accurate.

Supply-Chain and Procurement Management

• Implementation and maintenance of an appropriate supply chain for the projects in collaboration with the Supply team and support on administrative related tasks.
• In the absence of the Country Supply Manager the CLSM has responsibility over the supply activities described on the CSM JD.

Transportation Management

• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual are applied in all bases – the fleet is checked, and regularly maintained and that vehicles are insured and taxes are paid
• Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by field logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staff
• Support the different bases by providing solutions for the movement of goods within the mission.

Facilities and Communications Management

• Support the Field Logistics Officer in the installation and maintenance of functional office space(s) and guesthouse facilities in adequate living conditions and accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities.
• Support the Base Logistics Office in ensuring that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and are in line with policies and procedures – allowing permanent communication between capital, projects, bases and HQ and proper management of the bases. Guarantees that all staff in the mission have proper training on how to use the communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.).

Assets Management

• Support on the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all base assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures.
• Support the CLSC on reporting asset list at the end of the project and oversee asset rollover according to the defined destination with the Programs Department.
• Oversee regular fixed assets check every quarter

Human Resources Management

• Participate in the planning and implementation, together with the Logistics Coordinator, the Project Manager and the HR Coordinator, the HR-associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the logistics staff in the project/capital to ensure both the sizing and the amount of knowledge required to correctly perform all logistics activities
• Evaluate the workload of supply and warehouse staff and the performance proposing re-dimensioning where necessary

Applied Security

• Define and monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the security policy and guidelines, evacuation plan and contingency plan, monitoring day-to-day the application of security rules and reporting to the CLSC and HoM any problem that may arise. For this purpose, the Country Logistics & (Supply) Manager has to create an appropriate environment to facilitate the secure exchange of information

General

• Perform any other task, specific to his area of speciality, according to the line manager
• In absence of the Logistics and Supply Coordinator might assume temporarily some tasks to fill the gap

Required profile and experience

Education

• Essential secondary education and technical diploma or technical university degree, preferably as an engineer

Professional Experience

• Essential working experience of at least two years in logistics-related activities
• Desirable previous experience with logistics departments in NGOs, and working experience in developing countries

Professional Requirements

• Mission language is essential. Local working language desirable

Languages

• Fluent English (written and spoken)

Personal Requirements

• Planning and organisational skills and ability to meet deadlines
• Initiative and service orientation
• Leadership, people management and development
• Planning and organizational skills
• Teamwork and communication skills
• Negotiation and networking skills
• High integrity and transparency
• Commitment to INTERSOS principles