Terre des Hommes

Logistic Coordinator

Terre des Hommes

Job Description

Position Start Date: 1 October 2021 Duration: 6 months Working time 100% Location: Maiduguri - Nigeria (none family posting) Terre des hommes does not set closing dates for this position; recruitment is on-going until the position is filled Tdh:

Terre des hommes (Tdh) is the leading Swiss organisation for children’s aid. Since 1960, Tdh has helped build a better future for deprived children and their communities, making an impact with innovative and sustainable solutions. Active in around 40 countries, Tdh works with local and international partners to develop and implement field projects which improve the daily lives of over 4 million children and members of their communities, in the domains of health, protection and Emergency relief. This engagement is financed by individual and institutional support, with administrative costs kept to a minimum.

Context:

Tdh has established a Country Office in Nigeria since the last quarter of 2017 to join the Lake Chad Basin Crisis whole Humanitarian Response from this country. Up to now, the organization is operating only in Borno State, essentially in the Eastern Part of the State. Tdh is targeting people affected by the crisis by addressing humanitarian gaps related to the access to certain primary needs or social basic services.

You are responsible, under the supervision of the Country Representative (CR), of the overall management of all the support services currently under the scope of the Logistics Unit.

You ensure that the Logistics Unit provide to the Program Units and the other Support Units the requested needs. You can also anticipate or propose the necessary solutions according to the final aim to be reached. You ensure the smooth functioning of Logistics Unit, by setting up the necessary additional logistics process on the field and you are responsible of the issuance of all the internal and external supporting documents/reports required. You are deeply involved in the audits.

Lastly, you actively participate to the implementation of safety and security management in line with security division guidelines/directives.

Responsibilities:

Project Cycle Management

  • Participate actively in proposal and budget construction and, taking in consideration the context, to Design the National Logistic Strategy to meet project requirement
  • Participate to Exploratory and Evaluation of the mission in your field of expertise
Supply Chain Management

  • Participate actively to design the National Supply Strategy, elaborate the Procurement Plan for each Funding contract/grant
  • Supervise National Call ForT ender and the procurement process for the Program and other Support Services Units. Guarantee that procurement procedures are applied and respected
  • Ensure that the Logistics Units work in close collaboration with the person procurement requesters, with strong technical specificity, and carry out the appropriate conformity tests
  • Ensure that contracts signed are adequate in terms of effectiveness and protection of the Tdh procedures
  • Centralize and optimize the procurement, according to the volume of request done for the different items/service provisions
  • Supervise the identification and referencing of suppliers and provide detailed invoices for recurrent procurement.
  • Ensure to open market and review framework agreement at least once a year
  • Plan and supervise the shipment and delivery of materials up to their final destination
  • Coordinate with the logistics department at headquarters for the shipment of merchandise
  • Determine stock strategy and potential emergency stock preparedness (seasonal, epidemic…)
  • Guarantees the management and monitoring of the mission’s stock, according to the Tdh’s procedures and tools
Assets/Equipment Management

  • Define the mission’s technical needs on each base and make sure that their funding is possible
  • Ensure a policy of equipment’s renewal is in place and that technical recommendations on the choice of equipment and energy supply are in line with Tdh guidelines. Authorize the choice of the suppliers for the purchase of new equipment
  • Authorize the use of equipment, create use of procedures and train staff on how to use them.
  • Ensure the monitoring of equipment, supervise the installation of equipment and control the consumption of equipment
Fleet Management

  • Define transport means adapted to the needs of projects associated with the mission and make sure that the funding of this transport is possible
  • Ensure that vehicles are monitored and that monitoring tools are regularly updated
  • Control the use of vehicles and, if necessary, make any necessary changes to utilization procedures
  • Ensure plans and monitoring tools for the management of omissions are put in place and respected and that they are maintained using logbooks and, above all, that questions of safety related to the utilization of vehicles (authorized people, exceptional circumstances, safety equipment) are appropriately addressed
Facilities Management/maintenance

  • Actively contribute to the opening and the closing of base(s) and potential redeployment. Support the potential future Head of Base(s) in the organization of logistics factors (installing equipment, building research)
  • Plan and support the necessary rehabilitation and installation on the different sites of intervention
  • Support the Project Manager in the realization of the project in a functional and not hierarchical relationship
Security and Safety of persons and goods

  • Support the Country Representative and the Security Coordinator in the implementation of the delegation’s Safety Management tools/process/equipment, in collaboration with the other safety stakeholders
  • Ensure that general safety rules for the mission and for the sites of intervention are setting-up and applied, and make sure everyone (Int’l and Nat’l) is familiar with them. Monitor these rules and ensure they are updated
  • Support the CR and the SC in ensuring that the material and personnel resourced on-site are sufficiently adapted to the level of safety
  • Participate in collecting safety information in the Tdh’s operation areas and communicates these in accordance with the channels defined
  • Participate in analyzing the mission’s safety circumstances and conditions, alerts and issues recommendations to the CR concerning potential changes relating to risks as well as measures to be put in place
  • Ensure that the Logistics Unit communicates, on a regular basis, with the guards and the drivers concerning accidents, risks and behavior to be embraced (regular meetings and training if necessary)
  • Participate to the evaluation of the safety conditions
Information Management/sharing

  • Ensure that logistics information is effectively circulated between field teams, the country management team and head office.
  • Ensures logistics Coordination at mission level by regularly visiting sites of intervention
  • Participate to the financial and administrative management of your area of work. Ensure that the budgetary allowance is respected in the logistics department and establish monthly cash-flow needs
  • Externally, represent Tdh among authorities for any questions concerning logistics order, develop and maintain relationships with partners, especially concerning NGOs, for any questions related to logistics and integrity of persons and goods
Team management (Logistics Unit)

  • Supervise the whole logistics team. Contribute to work meetings, mediate potential conflicts, define priorities and plan activities
  • Participate to the recruitment of the logistics team as well as in any decision to terminate an employment contract
  • Ensure and/or supervise continued training of local and international members of the logistics team
  • Support the Head of Base(s) in the realization of logistics activities, in a functional and not hierarchical relationship
  • Create a plan of action for the logistics department in accordance with the objectives defined
Reporting

  • Participate to the monthly situation report (SITREP) and to donor reporting, centralize all logistics information and consolidate weekly and monthly reports
  • Provide regular reporting on your activities to the Head of Mission upon solicitation (coordination meeting, workshop meeting, etc.)
Profile:

  • Education: Professional diploma or university degree in Logistic field and/or in other relevant field (Supply chain, IT, mechanic,…)
  • Language: Fluent in English
  • Experiences: At least 3-5 years in a similar position in an international NGO required, and ideally, experience in Emergency Response
  • Knowledge of the Nigerian context would be a distinct advantage
  • Advanced IT knowledge (hardware and software, Microsoft Office, Internet)
  • Organized, sense of human relations, diplomacy, communication skills, proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context
Salary:

Expatriate contract under Swiss labour code 3’700 CHF (~3’050 €) < > 4’800 CHF (~4’000 €) net salary/month according to experience x 13, Annual Leave: 25 days per year. Contract includes also local accommodation and transportation, health and repatriation insurance, return flight.

Tdh Global Code of Conduct and Risk Management Policies:

  • Fully complies with Tdh’s Global Code of Conduct and systematically reports any breach to the Code through the whistleblowing procedure: raises awareness within the Foundation on abuse and violence and the rights deriving therefrom, respecting the rights and dignity of children, members of the communities and our own Staff
  • Commits to respecting Risk Management Policies including: Safeguarding Policies (Child Safeguarding Policy, Policy on the Protection against Sexual Exploitation and the Directive on Staff Misconduct at the Workplace), Safety and Security Policy and Anti-Fraud/Corruption and Prevention of the Financing of Criminal Activities Policies
  • Commits to reducing the risk of abuse and harm by developing a culture of open and informed leadership within the organization and in our work with children and the communities in which we intervene in.
We offer an exciting and varied work, useful and meaningful, in a team that wants to make a difference for vulnerable children.

Are you interested? Do you want to face this challenge?
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