Logistics Manager at Solidarites International

Location: Monguno, Borno

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.

Main Tasks
Supply Management:

• Carry out a purchasing environment analysis at the local level
• Updating of price lists and supplier files on regular bases
• 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, observed and update LFU (Log follow up) for each project.
• 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
• Communicate and coordinate with coordination the purchase required Coordination and HQ validation.

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
• Update fuel follow up, register fuel consumption of on real time and integrate the fleet report.

Equipment/Telecommunications Management:

• Update statement of park (durable inventory) in real time
• Optimize distribution of materials according to task needs
• Update the responsibility follow up regularly.
• 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

Stock 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
• Update stock follow up on daily, weekly and monthly basis.

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
• Train teams in safety rules and procedures
• 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
• Line report(s) on base: Entire base logistics team
• Functional manager:  Logistics Coordinator
• Functional report(s):  Logistics Coordinator