Deputy Log Coordinator at Solidarites International

Location: Maiduguri
Contract Duration:3 months (with possibility of extension)
Beginning of Contract: 5/8/2019
Probation period: 1 months

Mission
Under the supervision of the Logistics Coordinator, the Deputy Logistics Coordinator will:

• Guarantee the implementation of all logistics related procedures, rules according to Solidarités International and or donors’ guidelines
• Build the capacity of the logistics teams (at base and coordination level) through coaching, training and providing on-going and ad hoc technical assistance
• Back up the Logistics Coordinator in guiding the mission logistics activities.

Main Tasks
Supply Management:

• Carry out and supervise a purchasing environment analysis at Maiduguri in close collaboration with Logistics coordinator. Review supplier files and price lists’ update.
• Guarantee compliance with Solidarités International/donors’ purchasing procedures and ensure that approval rules and procedures are observed.
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines, contextual and procedural logistical constraints.
• Participate in the drafting of the procurement tables during the proposal editing process under Logistics coordinator supervision.
• Supervise the preparation of purchasing documents.
• Participate in the drafting of call for tenders documents as well as framework agreements or contracts necessitating a coordination validation.
• Take part in suppliers’ selection, prices’ negotiation, deadlines and delivery modes definition.
• Ensure the suppliers’ relationships monitoring.
• Ensure a regulatory monitoring about customs procedures and legal documentation enforced in Myanmar.
• Participate of logistics team members’ training and capacity building.
• Participate, in close collaboration with logistics coordinator on durable equipment purchasing according to Solidarités International standards, and have them validated by the headquarters Desk logistician.
• Ensure that purchasing documents are complete, archived and compliant with Solidarités International procedures/guidelines for audit purposes. Ensure their regular sending to coordination or upon request in case of audit.
• Organize and monitor with the requesting base, the deliveries to ensure a smooth and timely process.

Vehicle Fleet Management:

• Participate to scaling up the vehicle fleet according to activities, ensuring homogeneity within the fleet.
• Ensure the sharing of the vehicle resources at base level under logistics coordinator supervision.
• Participate to the planning and execution of maintenance and repair tasks on mission vehicles.
• Participate to the definition of a vehicle’s tool kit content and ensure compliance by all bases.
• Participate to the compilation and analysis of the monthly fuel consumption on the base.
• Participate in the implementation of a supply strategy for fuel, spare parts and consumables.
• Supervise that the administrative management of vehicles (log books, contracts, insurance, etc.) is correctly done and follows Solidarités International rules and guidelines.

Equipment Management:

• Participate to the equipment strategy definition (purchase, renewal) in close collaboration with logistics coordinator.
• Assign a logistics code to all equipment entering the park in accordance with SI procedures.
• Monitor equipment (condition, localization, person in charge of...) through, proper documentation of each asset (accordingly to Solidarités International’s procedures) whenever equipment is bought and/or transferred to the base. Keep hard copy records of inventories and complete identification files for each equipment (asset ID, procurement file, maintenance and repairs follow up, invoices, loss/theft reports, donation forms…).
• Help to optimize the equipment allocation, according to requesters’ needs.
• Ensure proper installation and setting of equipment and manages their good operation, maintenance, repairs.
• Participate to the monthly update of the mission park statement.
• Participate to scaling up the mission’s communication resources according to the field capacities and constraints
• Ensures that all users are correctly following Solidarités International guidelines regarding backup and data-protection procedures.
• Ensure that the computer park, at base level, is well maintained and used correctly.
• Offer technical assistance to the teams and organize training sessions if needed or required by logistics coordinator.

Human Resource Management:

• Participate to the logistics personnel needs’ analyse and ensure that the team under his/her supervision matches with the operational needs and with the budgetary constraints of the base (recruitments, reorganization, promotion…).
• Participate in the drafting or updating of job descriptions for the log team members.
• Brief when necessary the logistics team members on arrival and support them in accomplishing their objectives throughout their mission.
• Provide support and training materials to logistics team members.
• Conduct performance reviews for members of the logistics team under his/her direct supervision and ensure the follow up of his/her team in terms of holidays.
• Ensure that the staff under his/her supervision is following their respective team in terms of evaluation and holidays follow up.
• Organize regular formal meetings with team members.

Security:

• Assist the Logistics Coordinator in implementing security rules as determined by Solidarités International guidelines.
• Train teams in safety rules and procedures.
• Pass on any security-related information to his/her line manager.

Reporting / Capitalization:

• Under the supervision and in close collaboration with logistics coordinator:
• Compile and analyze bases’ monthly logistics packs and carry out logistics reporting to logistics coordinator on a predefined schedule.
• Participate in drafting proposals and donor reports for logistics related sections/annexes.
• Centralize information on transport companies, distances, prices and methods.
• Ensure that price and supplier lists are compiled, along with documentation requirements in effect (import – export, exemptions, taxes)
• Transmit procurement files for completed programs to headquarters according to established schedules.
• Participate in coordination meetings related to logistics when asked and/or delegated to do so.
• Participate to the archiving of logistics documents.

Requirements
Personal Abilities:

• Dynamic, organized, methodical, team player, with sound communication skills
• Languages: fluent in English (additional languages a plus)
• Personal qualities: reliable, honest, very good organization, resistance to stress, capacity to delegate and to manage, initiative and autonomy, capacity of prioritisation of tasks, work under tight deadlines

Technical Competences:

• Professional experience: at least 3 year of experience in similar position in Logistics especially with INGOs
• Bachelor's Degree in Logistics and Supplies or any related fields
• IT skills: Microsoft software practice, sound Excel skills

Salary and Conditions

• In accordance with SI’s Terms of Employment; for national staff in Nigeria
• Delocalized status and related benefits: Applicable