Logistics Manager

ABOUT THE STRUCTURE…

Solidarites International is an International NGO working with vulnerable populations, mainly victims of armed conflicts and natural disasters. Specialized for nearly 40 years in the coverage of vital needs, S.I. takes charge of emergency and reconstruction programs.

With respect for cultures and close to the people, Solidarites International implements its programs by combining its skills with those of its employees and local managers.

Solidarites International's teams, made up of around 270 expatriates and nearly 2200 local employees, are today present in 18 countries in Asia, Middle East, Africa and South America where they are particularly committed to fighting diseases related to unsafe water but also in the essential area of food security and livelihoods.

ABOUT THE JOB

General objective:

• The Logistics Manager will implement and supervise all logistics operations at his/her assigned base.
• He/she will organize logistic support for programs, in keeping with Solidarités International procedures.
• He/she will assist the field coordinator in the implementation of safety rules.

The main challenges:

• Multi sectoral supply with need of developing/renewing framework contracts, and dealing with different interlocutors: markets analysis and strong and timely supply chain to be established
• Effective planification and coordination with all departments such as program, operations, finance through regular follow-up meetings
• To monitor prices and constantly adjust (if need be) Logistics budget follow-up due to prices variation on the market
• LINK procurement software, being specific. Meaning that it should be learned and mastered to perform the required tasks, and to provide technical support to the teams.

Priorities for the 2/3 first months:

• Launching strong procurement processes for several projects, covering different and sensitive markets (including new ones for SI Bekaa), in coordination with new teams (administrative and program) with tight deadlines.
• To get quickly familiar with LINK software (procurement management) with high expected workload (especially procurement)
• To ensure archiving of previous logistics files (until 2021).

Responsibilities and main activities:

Goal / Purpose:

The Logistics Manager will implement and supervise all logistics operations at his/her assigned base.

He/she will organize logistic support for programs, in keeping with Solidarités International procedures.

He/she will assist the field coordinator in the implementation of safety rules.

List of main tasks:

Supply Management

• Carry out a purchasing environment analysis at the local level
• Supervise the update of price lists and supplier files
• Manage the Solidarités International purchasing procedures and those from donors funding the programs.
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Receive, approve and process requests for quotes and internal order forms
• Ensure that budgetary lines related to logistics are monitored and observed
• Supervise the preparation of purchasing documents and draft the contracts 
• Participate in the drafting the call for tenders
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Select suppliers and negotiate prices, deadlines and delivery methods
• Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures
• Ensure that dealings with suppliers are monitored

Vehicle Fleet Management

• Negotiate vehicle rental contracts
• Supervise the planning and execution of maintenance and repair work on mission vehicles
• Establish vehicle movement schedules
• Ensure that a complete breakdown kit is available on board all vehicles
• Permanently ensure that all drivers have received general training and carry out regular testing
• Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures
• Check that vehicle log books are in place and are used correctly
• Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
• Prevent the misappropriation of fuel and spare parts
• Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored

Equipment/Telecommunications Management

• Update inventory in real time
• Optimize distribution of materials according to task needs
• Organize the installation, safe-guarding and monitoring of materials
• Install communication means and ensure that they are regularly maintained
• Train teams in the use of these communication means

Management and Monitoring of IT Equipment

• Update antivirus software

• Implement backup and data-protection procedures
• Ensure the maintenance and correct use of IT equipment
• Provide technical assistance to teams and organize training sessions

Supplies Management

• Select storage locations and create a plan for the development and security of these sites

• Ensure material is stored under suitable conditions and monitor expiration dates

• Ensure procedures are followed as stock is checked in and out

• See that all documentation linked to stock is complete and correct
• Supervise monthly physical stock inventory

Human Resource Management

• Analyse and quantify logistics personnel needs
• Recruit, train and supervise the logistics team
• Conduct performance reviews for members of the logistics team
• Organize formal team meetings at regular intervals

Security

• Implement team safety measures as determined by the coordination team
• Pass on any security-related information to his/her line manager

Reporting/Capitalization

• Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
• Ensure that internal order forms are monitored and that the status of each order is given to the person waiting
• Consolidate logistics packs monthly and pass on to the logistics coordinator
• Provide the logistics coordinator with all information needed to draft intermediary and final reports
• Pass on purchasing reports for closed programs to the coordinators at the established frequency

ORG CHART POSITION (reporting and functional relationships)

Line manager:  Field coordinator/Base manager

Line report(s) on base: Entire base logistics team

Functional manager:  Logistics Coordinator

Functional report(s):  -

YOUR PROFILE

Specific skills and experience:

Bachelor’s Degree in Logistics/Supply chain/Procurement; it can be balanced by experience.

At least 2-year experience in a similar position, for INGO/NGO sector with mandatory experience in logistics management including supply chain.

Experience with major humanitarian donors and donor compliance rules.

Proven experience in team management, with strong training/capacity-building skills

Knowledge and technical skills

Strong experience in compliant supply chain processes, as well as knowledge in fleet, equipments, IT, and premises management.

Excellent negociation skills

Knowledge of humanitarian donors’ rules is an asset

Proven experience with budget proposal and budget follow-up related to logistics costs is an asset

Experience with LINK or any supply chain management software is an asset

Solid competences in MS Office, advanced Excel

Excellent in reading, writing, and speaking both Arabic and English

Soft skills

Excellent prioritization and organization skills to work independently

Ability to work under pressure and to handle multiple tasks at the same time

Work accurately with close attention to details

Maintain confidentiality of sensitive information

Excellent interpersonal, analytical, communications and diplomatic skills

Strong capacities on team management including training and capacity building

Motivation and commitment to humanitarian work and values

Language:

ARABIC LANGUAGE: Fluent

ENGLISH LANGUAGE: Good

FRENCH LANGUAGE: None

SI WILL OFFER YOU

A salaried post: 2300 USD – Basic salary

Vacation: 1.5 Paid Leaves/month

Social and medical cover.