Supply Chain and Logistics Manager (National) At Handicap International – Humanity & Inclusion

VACANCY ANNOUNCEMENT

Supply Chain and Logistics Manager

THE ORGANIZATION:

Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association: http://www.handicap-international.fr/en/s/index.html

OBJECTIVE OF THE POSITION:

Ensure smooth running of Mission logistics in compliance with Handicap International’s internal framework and institutional donor regulations so as to ensure on-going logistical support for the activities developed in the Egypt.

REPONSIBILITIES:

Responsibility 1: Steer Logistics Department through the active promotion of HI’s institutional policy and the optimisation of resources

Objective:To ensure the application of logistics procedures in compliance with the legal framework and internal and donor regulations

Benchmarks: Last update of Logistics procedures, Improved control on missions, Logistics reports prepared on time

Activities:

• Define and apply logistics procedures for the supply chain (purchase, stock, transport), equipment, vehicle fleets, power supply and telecommunications, in compliance with the legal framework and internal and donor regulations
• Set up monitoring tables to improve regular data follow up
• Set up indicators and internal controls for the implementation of logistics procedures
• Train HI staff in HI and donor logistics procedures and in the logistics, regulations applying to the programme and to partners, in compliance with the legal framework.
• Support project teams in the training and monitoring of partners with regard to the implementation of logistics procedures
• Ensure checks are conducted on partners’ logistics processes
• Ensure the filing and archiving of logistics documents.

Responsibility 2:Ensure cost–effective delivery of quality logistics and IT at mission level.

Objective:To cover the mission needs for materials, equipment and services.

Benchmarks: compliance with supply management procedures; project team satisfaction with the supply chain management, Nb of documents missing in purchase files

Activities:

• In liaison with the RLM and CM , define (adapted procedure) and supervise the programme’s supply procedures in compliance with internal and donor regulations and legal requirements
• Oversee the transport of merchandise and manage customs clearance procedures

• Organize national and international calls for tender.

• Set up and check on the regular updating of a supplier’s data base and purchase price list
• Supervise the monitoring of Purchase and Service Requests and check purchase files
• Supervise the reception of merchandise and the delivery of material to requesting parties
• Draw up contracts for suppliers and service providers and manage, archive and monitor suppliers and service providers
• Supervise the organisation of travel & visits.
• Compile logistics monitoring tables to improve regular data follow up.

Responsibility 3: Supervise the management and use of the vehicle fleet and other means of transport in compliance with internal regulations and the security plan

Objective:To provide safe and appropriate means of transport for the smooth running of activities

Benchmarks:Suitability of means of transport with regard to the programme’s context; monitoring of a vehicle fuel consumption table; existence of vehicle management procedures; quality of vehicle maintenance,utilisation rate and compliance with the user schedule; user satisfaction

Activities

• In liaison with the RLM and CM, define, organise/ensure the organisation of the programme’s transport needs
• Define the management and user rules for vehicles and other means of transport in compliance with local legislation, the highway code, the programme’s security rules and HI’s regulations
• Following up on road accidents
• Ensuring the supply of fuel for the vehicles
• Ensure the programme’s equipment, vehicles and premises are correctly insured at regional level
• Ensuring the filing and archiving of files, contracts and documentation associated with vehicles and transport

Responsibility 4:Supervise stock and equipment management

Objective:To introduce and monitor adequate means for the smooth running of the programme

Benchmarks:Existence of an equipment management procedure; IT equipment and applications that meet the programme’s needs; data security (back up); Nb of equipment not labelled

Activities:

• Validate the choice of adapted materials in compliance with procurement procedures
• Assist with the definition of equipment and stock management procedures and put them in place
• Set up and monitor Equipment Monitoring Charts (EMC); ensure the reliability of the data they contain and the filing and archiving of documents pertaining to them
• Liaise with the Programme Accounts Unit on the localisation of fixed assets and their monitoring in the EMC
• Monitor entries and withdrawals for each equipment group
• Supervise regular physical inventories and send them to RLM in compliance with deadlines
• Ensure the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication, etc.)
• Check the Technology Charter is properly applied and monitor email and internet access
• Train programme staff on how to handle equipment and draft procedures for use
• Assist with drafting donors’ financial reports, funding proposals and budgets/budget revisions for aspects concerning equipment management

Responsibility 5:Supervise the management of general services (expatriate staff accommodation, offices and storage facilities)

Objective:To provide the teams with suitable living premises and to avoid risk

Benchmarks: Security of the premises; suitability of the choice of premises and the quality of their management, level of staff satisfaction

Activities:

• Identify and anticipate programme needs for premises
• Define the criteria for choosing and selecting premises
• Supervise the fitting out, upkeep and maintenance of premises
• Analyse insurance coverage options and contact insurance companies
• Monitor the premises’ utility contract costs (water, electricity, etc.)
• Ensure the premises are secure (locking systems, watchmen, first aid kits, extinguishers)
• Manage the logistical organisation of project seminars and training

Responsibility 6: Manage Logistics team at mission level

Objective: Assumes the role and stance of manager with regard to his/her staff.

Benchmarks: Direct reports’ satisfaction with the management; quality of assessments carried out

Activities:

• Fosters a team spirit and team works to ensure the necessary synergies between the divisions. Encourages the exchange of practices within and between divisions
• Contributes towards the professional development of his/her team members: sets individual objectives, ensures that the know-how and motivations of his/her staff meet the organisation’s needs
• Provides individual and collective recognition
• Develops his/her staff ‘s ability to work autonomously

• Embodies and transmits HI’s values, ensures respect of its code of conduct and institutional policies and is vigilant with regard to expected attitudes and individual and collective behaviours

THE SUCCESSFUL CANDIDATE will have:

• Bachelors Degree or equivalent in technical studies.
• Substantial knowledge of standard logistics procedures and practices required.
• Good level of technical skills in mechanics / IT / Communications / construction or other desired.
• At least 3 years previous field experience in a relief NGO, ideally in a similar role.
• Previous experience in security management
• Fluent in English (French a plus)
• Excellent communication, diplomacy and negotiation skills
• Good organizational skills
• Good oral, written communication and presentation skills
• Ability to multitask and deal with stressful situations.

Initial contract will be for a period of one year renewable and the position is based in Cairo

Handicap International is an equal opportunity employer.

It welcomes applications from persons with disabilities and is ready to provide reasonable accommodation for their specific needs.

Basic salary range for the position : From 30,220 EGP to 32,686 EGP based on relevant experience.

Closing date: 12/04/2023

Only shortlisted candidates will be contacted.

Application should include CV and motivation letter. Incomplete motivation letters and applications received after the deadline will be disregarded.

Please address all applications through email to: recruitment@egypt.hi.org

PROFESSIONAL STANDARDS:

HI workers must adhere to the values and principles outlined in HI Code of conduct. In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.

DISABILITY INCLUSION:

The candidate or his/her representative must let the HR representative know that s/he needs an adjustment or change at the test and the interview for a reason related to a medical condition by sending a request for accommodation at the email mentioned above or by phone: +20(0)1 09 995 3135