Roving Logistics Coordinator – DRC At Concern Worldwide

About the role: This is a 12 month role with unaccompanied terms based in Kalemie, Tanganyika province, DRC with a salary of Grade 4 (€45,457 – €50,509). The position requires at least 50% travel to the field.

You will report to the Operations Director and work closely with Area Coordinators, Base Managers and technically manage the Logistics Team in DRC.

We would like you to start as soon as possible.

Your purpose: The Logistics Coordinator will be responsible for managing and coordinating the logistics activities in the DRC and will enhance the managerial and planning skills of the team. The position holder will also lead the continuous improvement of the logistics systems that are in place and amending as necessary. He/she will provide effective and timely logistics support to all programs in relation to procurement, stock management, assets, premises, fleet management and communications. He/she will also be responsible for anticipating needs and put in place logistical processes that will ease the function of every logistical area, in particular Fleet Management, stock tracking, and procurement optimisation.

You will be responsible for:

Supply management

• Support the management and tracking of project orders in the Supply Request (SR) tracking sheet, ensuring files are up to date, accurate and effectively managed by users.
• Assist in developing an efficient and effective supply chain; keep an updated database of local suppliers and prices of frequently needed goods and services.
• Carry out extensive supplier and market reviews and maintain a preferred supplier list.
• Ensure the coordination of procurement between the different bases in DRC.
• Manage the tendering process for framework contracts, pre-qualified suppliers list and large-scale procurement for programmes.
• Support programme teams in the development of procurement plans, and undertake a quarterly review of all procurement plans.
• Ensure project supply needs are accurately planned for, organised and prioritised.
• Ensure that all Area Coordinators and Base Managers have establish framework contracts as appropriate, and that these are reviewed and renewed in a timely fashion.
• Carry out spot checks on processes and procurement files when visiting bases
• Provide training and advice to staff on timely procurement.

Warehouse Management

• Support effective warehouse management in accordance with the Concern guidelines.
• Support the security of stock through the implementation of effective controls and spot checks in warehouses during field visits. Ensure storekeepers are equipped with what they need to do their job and that the stocks premises are adapted. Anticipate big needs.
• Submit timely and accurate stock reports.
• Strengthen staff capacity on warehouse management processes.
• Investigate all stock discrepancies and provide a report of the procedure and findings.
• Organize disposal of old stock and assets.
• Ensure the quality of documentation for stock management including: lists of stock by support/programmes and project, the accurate use of templates, and the effective and efficient tracking of goods received notes and release forms.
• Train storekeeper on effective and efficient stock management, systematically visiting stock and ensuring regular inventories, particularly at the end of programmes.
• Offer recommendations on the improvement of stock tracking between bases, ensuring stock in transit is correctly identified and located.

Asset management, IT and Communications

• Support regular maintenance of communications equipment in liaison with the Operations Director and the IT coordinator.
• Train staff on use of communication equipment and communication protocols.
• Ensure that the DRC Fixed Asset Register (FAR) is updated and verified quarterly and copied to the Operations Director.
• Ensure that all procedures and documents pertaining to Asset Management as per the Concern Logistics Manual are in place and being followed.
• nsure assets are safe guarded with physical checks in line with the Logistics Manual.
• Ensure donation certificates with recipient’s signature are obtained and filed for all assets and equipment donated to beneficiaries/partner groups or received from Donors.
• Ensure all required and available communication equipment is installed and fully operational: HF, VHF, Satellite, mobile network, etc. and functioning properly.

Reporting

• Review monthly logistics reports from all bases, provide feedback to logistics teams and Base managers and share with the Operations Director

Transport

• Ensure a robust vehicle maintenance system is in place and that maintenance works are property documented. Closely follow up on the maintenance of the fleet.
• Ensure well-maintained and functional transport fleet for staff and material needs, including vehicle allocation in DRC. Anticipating needs and analysing problems.
• Review monthly transport reports and monitor fuel consumption.
• Monitor the maintenance conducted on Concern vehicles by external service providers.
• Ensure training of drivers and putting in place a performance management mechanism to incitate them to take care of the fleet.
• Propose mid/long term solutions for bases where vehicle repeatedly lack, propose reorganisation of vehicles affectation in order to favour field activities.

Capacity building and management

• Give a special attention to the training of interns in the logistics department.
• Travel to field locations to conduct Systems trainings e.g. on logistics, procurement, transport etc.
• With the assistance of the Operations Director, develop and roll out reporting tools and templates.
• Identify training opportunities for the logistics staff.
• Review the logistics induction for new comers and conduct it whenever possible.
• Provide technical line management and strategic leadership for the Concern DRC logistics team.

Other Duties:

• Participate in country-level strategic planning initiatives and other duties as determined by line management.
• Adhere fully to the commitments and rules of Concern’s Programme Participant Protection Policy and Code of Conduct (P4 and CoC), including the respect of confidentiality.
• Take active measures to address equality issues, particularly relating to gender.
• Undertake any other relevant and reasonable work as requested by line manager.
• Actively participate in the gender mainstreaming strategy within the programme and operations
• Liaise with regional logistics advisor to implement good practices found in the Francophone region.
• Cover for positions in the field as required

Your skills and experience will include:

Essential:

• Primary degree in logistics, supply chain management, management or a relevant discipline,
• At least 3 years’ Systems/Logistics experience, with management experience, of which at least two years’ working overseas with an NGO; Logistics/Procurement/Transport/fleet management experience; stores management experience
• Proven ability in report writing
• Excellent communication skills in French, both written and verbal
• Strong communication, problem solving and analytical skills. Able to prioritize and handle a diverse and heavy workload.
• Proven analytical, planning and time management skills
• Good team player, flexible and capable of working with a multinational country team
• Politically and culturally sensitive
• Passion and self-investment for the quality of work, will to go the extra mile
• Ability and willingness to live in basic conditions for long periods of time
• Excellent computer skills, including Microsoft Word and Excel.

Desirable:

• Mechanical or Fleet Management degree/strong experience
• 2 years’ experience in management role
• Outgoing personality with excellent training skills
• Ability to work under pressure to meet tight deadlines
• Experience of working/living in an insecure environment
• Kiswahili or English would be an advantage