Logistics Coordinator

  Job purpose   As a member of the Country Management Team, he/she works in close collaboration with the Head of Mission and Heads of Base, in addition to relevant staff in the Mission and at the Headquarter. He/she is responsible for supporting and advising the country programme on the various logistics processes and systems, including procurement, storing and movement of goods, vehicle fleet, management of offices, guesthouses, etc.   Generic duties   -          Establishing, harmonizing and maintaining appropriate standardized logistics procedures and policies across the mission and according to donor requirements including procurement, fleet management and IT procedures and mechanism. -          Seeking for guidance and validations from the Head of Mission and relevant staff at Headquarters when needed, and recommending needed changes. -          Ensuring proper implementation of logistics policies and procedures at the field level. -          Anticipating unfavorable events through analysis of data and prepare control strategies. -          Coordinating with the Admin and Finance Department to ensure that payment processes to suppliers are made on-time and without any unnecessary strain on the financial systems. -          Managing staff and systems to maximize programme efficiency and delivery. -          Coordinating recruitment, training and support of field logistics staff. -          Developing a standardized logistics staff induction programme, in consultation and collaboration with the Head of Mission and/or Heads of Base. -          Advising both managers and employees about policies and procedures. -          Planning and performing field audits to ensure consistency in process application and proper documentation and filing are maintained. -          Fulfilling other duties of similar level as needed.   Specific duties   Procurement responsibilities   -          Developing procurement processes and forms (i.e., purchase request, purchase order, delivery check, payment, service and supplier evaluation, etc.), and ensuring they are standardized and properly used. -          Monitoring overall procurement performance for the Mission. -          Ensuring effective and cost efficient procurement planning by liaising with technical staff, Heads of Base and/or Project Managers to ensure that procurement plans are detailed, in place and up to date. -          Carrying out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality. -          Developing and implementing service contract management instructions, policies and procedures. -          Examining and re-evaluating existing service contracts and overseeing regular rent, utilities payments (i.e., electricity, water, gas, etc.), office maintenance contracts and running costs procedures. Ensuring that they are properly handled by Logistics Assistants, Administration and/or Focal Points. -          Maintaining and updating an established suppliers list per base, in coordination with logistics staff and Admin – Finance Department. -          Checking and coordinating with logistics staff that goods deliveries are done as planned and properly stored.   Fleet and asset management responsibilities   -          Developing fleet management process, standard operating procedures (SOPs) and forms (i.e., car use policy, maintenance tracking sheet, insurance policy, etc.). -          Ensuring that the fleet is checked, regularly maintained and that vehicles are insured and taxes are paid. -          Following-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. -          Ensuring that proper documentation of vehicles (i.e., lease, insurance, mechanical inspection, etc.) is properly handled by logistics staff. -          Supervising drivers’ conduct and training them when needed. -          Initiating regular fixed assets and inventory check on a quarterly basis.   IT management responsibilities   -          Recommending information technology strategies, policies, and procedures by identifying problems; evaluating trends and anticipating requirements. -          Implementing disaster recovery and back-up procedures and information security and control structures. -          Planning, organizing, controlling and evaluating IT and electronic data operations. -          Ensuring proper purchase, registration and maintenance of IT assets and office equipment (i.e., IT materials, communication materials, etc.). -          Coordinating IT support in the field offices and ensuring assets are used properly.   Competencies (knowledge, skills and abilities)   Professional competencies   -          Minimum 5 years of relevant procurement/logistics work experience. -          Excellent knowledge of procurement process and third party management. -          Knowledge of car and office equipment maintenance. -          Resources management to optimize results. -          Previous experience and able to train others, facilitate workshops and transmit knowledge -          Proficient in MS Office (i.e., Word, Excel, etc.).   Behavioral competencies   -          High level of integrity and transparency. -          High leadership skills. -          High planning and organizing skills. -          High level of strategic and analytical thinking. -          Excellent communication and negotiation skills. -          High level of relationship building and networking.