Logistics Manager at Save The Children

Ref Id: 190000S6
Location: Abuja
Employee Status: Fixed Term

Role Purpose

• The Logistics Manager is responsible for managing all programme logistics, including logistics staff, vehicle fleet, warehouses, assets, communications and properties, to ensure efficient, effective, transparent and accountable logistic support to Save the Children programmes in Nigeria.
• Ensures that Save the Children and donor minimum standards of logistics procedures and country logistics policies are implemented and adhered to throughout the programme, briefing and supporting relevant staff as required.
• Provides technical support and guidance to field program teams on logistical elements of warehouse and distribution, fleet and assets management and proper planning. Supports program teams to deliver, on time, on budget, with compliance.

Key Areas of Accountability
Transport & Fleet Management:

• Ensure management of vehicle fleet is in line with SCI minimum standards; ensure appropriate allocation and safe use of vehicles throughout the programme.
• Ensure vehicle servicing and maintenance schedules are in place, adhered to and ensure accountability by fleet team, in particular with fuel consumption.
• Responsible for all SCI transport fleet and locally hired vehicles, if applicable.
• Supervise fleet staff at the country office and provide technical support to field fleet staff.
• Co-ordinate with programme managers to ensure transport requirements are being met at all times.
• Manage all transport requirements including Vehicle log books (VLB), fuel, and maintenance and servicing, ensuring all vehicles are fully equipped with tool kits, First Aid kits, and other relevant equipment for short or long journeys.
• Ensure vehicles are maintained as per SCI fleet manual and security standards.
• Manage and coordinate performance of drivers and make regular inspection of vehicles and vehicle logbooks.
• Liaise with and make recommendations to Head of Supply Chain on repair and maintenance of vehicles based on the reports submitted by fleet team at CO.
• Carry out monthly checks on all tools and vehicle spares in all SCI vehicles and recommend replenishment.
• Provide monthly evaluation reports on all transport logistics issues to the Head of Supply Chain: fueling system of SCI vehicles, monthly transport analysis of vehicle cost and efficiency, as per SCI standard Vehicle Log Book and Fleet summary report formats.
• Implement an efficient vehicle booking and movement planning system (daily, weekly, late, personal use, etc.) and usage of the vehicles for programs as per SCI standard tools of vehicle booking and allocation.
• Ensure all SCI vehicle safety and security procedures and measures are strictly adhered to at all times across the country programme.
• Ensure the regular collection and dissemination of mails and courier.
• Prepare and submit to the Head of Supply Chain, vehicle disposal and fleet replenishment reports, as necessary.

Assets Management:

• Responsible for full implementation of SCI minimum standards for assets management across the country programme, including adherence by all staff to asset management policies and procedures.
• Ensure timely physical verification and update of the centralized master assets register, including tracking of donor, value, and location, etc.
• Oversee issuing of assets to staff and recording of asset movements across the country programme.
• Monitor the condition of assets and maintain asset condition reports.
• Prepare SCI and Donor asset disposal plans to ensure timely disposal of assets, including damaged and obsolete assets, in line with SCI and Donor policies and procedures.
• Ensure timely submission of annual asset disposal reports for the country programme.

TIM and Warehouse/Stock Management:

• Ensure SCI stock management and administration systems, policies and procedures are implemented throughout the programme.
• Monitor programme stock levels and advise on appropriate stocking and replenishment to meet programme demands.
• Enter all new items purchased are entered in SCI’s Total Inventory Management (TIM) software and ensure timely reconciliations with Stock/Assets register.
• Manage and maintain the physical warehouse and TIM online stock management software.
• Ensure monthly, quarterly, and bi-annual stock checks and reconciliations are conducted on schedule.
• Ensure all stock and assets purchased are entered in TIM and TIM generated GRN is used for payment.
• Ensure all program stocks are released through TIM and accompanied with a waybill to Beneficiaries/point of usage.
• Ensure BHs and field TIM focal persons are informed about all expired, expiring SOF and other irregularities or discrepancy in TIM and corrective measures are implemented in a timely manner.
• Ensure stock reports are submitted to all Budge Holders and other programme staff on a monthly basis across the country programme.

Communication and Security:

• Ensure adherence by logistics team to communication protocols at CO and field level.
• Ensure all fleet communication systems are maintained and staff trained in their proper and effective use.
• Report all fleet security incidents in writing in a timely manner.
• Ensure all logistics equipment and supplies at CO and Field Offices are maintained in a safe and secure manner.

Coordination, Training and Capacity Building:

• Support the Head of Supply Chain with training and capacity building for all logistics, programme and partner staff on SCI Logistics Policies and Procedures and key aspects of logistics to ensure efficient and effective programme implementation.
• Coach and Mentor all Logistics Staff across the country programme.
• Maintain and where necessary develop shared electronic & manual files to ensure easy access to information.
• Co-ordinate and maintain the SCI resource centre documentation system: receiving and filing official documents, publications, manuals, text and other materials in an easily retrievable manner and ensuring the security of all materials, text and documents at the country office.

Administration & Reports:

• Prepare monthly summary reports on the logistics support functions, identifying problems in operations and submit proposed solutions.
• Monitor logistics support costs in liaison with the Head of Supply Chain and field teams to ensure expenditures remain within approved budgets.
• Maintain all logistic files in an organized, accurate and up to date manner.
• Line manage, coordinate, monitor and guide the work of direct reports and field logistics support staff by managing performance on an on-going basis.
• Produce logistics site report, vehicle and generator cost performance report.
• Update and submit the Country Master Asset Register to HoSC and CO SCM on a monthly basis.
• Update the vehicle cost schedule and produce regular vehicle performance and cost reports monthly. 
• Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit.
• Carry out any other tasks required by the line manager.

Qualifications and Experience
Essential:

• Master's Degree in Logistics, Supply Chain Management, Business, Engineering, IT, or Related Field.
• Bachelor's Degree + Post Graduate Qualification in Procurement/Logistics/Supply Chain Management accepted in lieu of Master’s Degree.
• 5+ years of proven and practical experience in logistics management, including ability to review logistics requirements and trends and development of strategies to meet identified needs.
• Significant field level experience in logistics or supply chain management with INGOs in development and humanitarian programmes in Nigeria.
• Knowledge of key institutional donors and their compliance requirements for logistics and procurement.
• Substantial experience in all technical areas of logistics and supply chain operations, including transport/distribution, warehousing and stock management, fleet management, asset management, communications, and security.
• Experience of developing / implementing complex logistics to support different types of programmes, and coordinating resources to meet diverse programme needs and objectives.
• Experience of working in remote field bases with limited infrastructure.
• Proven track-record in managing and supervising others in logistics and supply chain, including training and capacity building.
• Experience of advising and supporting others at all levels with logistics and supply chain aspects of a programme, including strategic thinking and planning. Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy-in.
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Excellent planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities.
• Strong communication (written and spoken), and interpersonal skills in English with experience in managing multicultural teams.
• A high level of computer literacy (word, excel, ppt. etc.).

Desirable:

• Technical experience/training in specific areas of supply chain e.g. fleet mechanics, IT/communications networks, warehousing and assets management.
• Technical experience/knowledge in specific types of humanitarian interventions e.g. Health, WASH, Food Security, etc.
• Formal management training.
• Previous experience with Save the Children in a similar capacity.