Logistics Coordinator

The Logistics Coordinator reports directly to the Finance Manager/ Officer and is responsible for procurement and Fleet Management in the respective country. The incumbent also manages store and fixed assets, support administration and oversee execution of rehabilitation projects. The incumbent works closely with the Program Manager, and Project Officers as required.

RESPONSIBILITIES:

Logistics and Fleet Management

• Ensures all maintenance and control of RTP/donor logistics and procedures are fulfilled
• Ensures that timely periodic vehicles/generators maintenance is conducted according to specific kilometre coverage and running time.
• Monitors the issuing and use of fuel by maintaining an accurate, clear and transparent record of fuel consumption.
• Advises on road conditions for country side travel to ensure the safety of passengers.
• Work closely with the Safety and Security Focal Point in regards to Emergency Cases that might occur inside the office and outside the office; e.g. Field locations.
• Coordinates transportation of staff and goods in the field.
• Ensures in coordination with Finance Manager/Officer to coordinate timely payment of all RTP utility bills, subscriptions and other bills and invoices.
• Liaises with relevant government ministries, customs authorities and other departments for the clearing of imported/exported goods.
• Facilitates arrangements for visitors, meetings, conferences, security check and special events.

Procurement

• Coordinates and facilitates the procurement requirements of the program office on the basis of the procurement policy guidelines.
• Reviews pre-qualification suppliers list against procurement policy.
• Ensures compliance with procurement procedures as per the Field Finance Manual.
• Provides guidance for the procurement committees’ constitution and for arranging meetings to make purchase decisions.
• Prepares purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.
• Ensures invoices received reconcile to purchase orders and matched receipts of purchase orders e.g.: GRN, Delivery Notes and others
• Handles contract management in regards to renewal, payment etc. 
• Ensures deliveries are processed in an adequate and timely manner.

• Rehabilitation project management

• Manages all technical and scheduling project aspects and coordinates with other team members toward an effective and efficient execution of the project
• Coordinates with construction managers to ensure proper and on time implementation of the project
• Follows up on the implementation of the rehabilitation work and provides Program Manager/Country Director with continuous updates. 
• Follows up with contractors on quality of delivery, delivery date, payment and project end 

Team management

• Supervises and monitors all Drivers in their daily duties such as daily vehicle inspections, preventative maintenance reporting, logbooks, cleaning of vehicles and adherence to safety.
• Ensures that the direct reporting team are familiar with their roles and responsibilities within their individual job profiles and provides all coaching and support to build their capacity.
• Ensures that Staff who drives RTP vehicles are familiar with RTP Polices in regards to Fleet Management and informs the Logistics of any accident, logbooks, etc.
• Carries out the performance appraisal of the direct reporting team.   

Performs other duties as assigned.

EXPERIENCE

2 years’ experience in logistics and/or procurement in national.

COMPETENCIES / PERSONAL ATTRIBUTES

• Excellent interpersonal and communication skills both written and verbal
• Excellent research and negotiation skills
• A solid team player with respect for others
• Effective organization skills
• Ability to manage a team and provide feedback

Computer literacy in Word, Excel and PowerPoint  

• Ability to use automated procurement systems
• Understanding of fleet management
• Skilled in record keeping and documentation

Fluency in written and spoken English and local language(s). French is also required in Francophone countries.

DESIRED QUALIFICATIONS (An Asset)

• Holding a driving license
• Degree in project management
• Experience in working with NGO or I/NGOs