Country Logistics Coordinator at INTERSOS

Job Code: SR-49-1433
Location: Maiduguri, Borno with frequent travels Abuja and other locations where needed.
Starting Date: 1 / 5 / 2020
Contract Duration: 30 / 9 / 2020
Reporting To: Head of Mission (hierarchically), Roving Regional log. Coordinator (technically)
Supervision of: Logistics Department
Dependents: No

Context of the Project

• The Borno State continues to be most the affected, with over 1.8 million internally displaced persons (IDPs) . Recent advances by the Nigerian Army and the Multinational Joint Task Force have improved humanitarian access in 26 of the 27 Local Government Areas (LGAs) in Borno but have also revealed the extent of the crisis.
• In newly accessible areas, basic infrastructure has been destroyed, essential services are non-existent, and most local governance systems are not functional.
• In support to the UN-led coordinated humanitarian response in the region, INTERSOS is proposing to continue provide services through integrated projects that will address critical gaps in health, nutrition, protection and WASH services for a highly vulnerable population in host communities and IDPs camps in the Local Government Areas (LGAs) of Ngala (Ngala-Gambaru), Bama (Bama), Dikwa (Dikwa), Magumeri and Kukawua LGAs, Borno State, Nigeria.

General-purpose of the Position

• The Country Logistics Coordinator will be providing professional advice to senior managers on areas of work covered in their remit.
• He/she will ensure gender mainstreaming through programme assessment, planning and implementation.
• He/she will be managing/supervising resources within defined boundaries or a specialist area, which may include people, assets and/or budgets; will lead in the development of strategy and ensures and supports operational implementation; will develop solutions to diverse and complex problems within organisational policy; will interprets and applies operational and specialist information in a variety of formats from a variety of sources.
• He/she will have the flexibility to anticipate and resolve challenges within corporate or divisional parameters, with moderate scope; to contribute to and influence operational planning; to influence coordinators and project managers, and in Intersos and develop effective networks with external bodies; to contribute in development of project requirements in programme development and design and to spend at least 40% of the time at field visit to ensure substantive support to the team in the operational areas.
• S/He will be ultimately responsible for the smooth operations of all logistics functions in the country, whether in Abuja, Maiduguri, field level or satellite offices regardless of whether they are managed by local or international staff.

Main Responsibilities and Tasks

Logistics Coordination and Planning:

• Responsible for providing technical oversight and support within assigned portfolio to ensure implementation of logistics, procurement and supply chain activities in full compliance with the organizations policies and procedures, donors’ regulations and local laws.
• Maintain an overview of the logistics needs of the Nigeria programme and work with the team to meet these needs in a timely and quality manner.
• Work with program managers / coordinators to identify logistics needs and develop strategies to meet them in a timely fashion.
• Work with programme teams to develop procurement plans for each donor contract, and collaborate with field logisticians on delivering to these plans.
• Support managers and proactively be involved in other aspects of programme planning, such as proposal writing, budgeting.
• Prepare country – level logistics summary and analysis reports.
• Undertake short periods of research or project work to document experience and build up institutional learning on logistical aspects of Intersos’s work.
• Make assessments of the logistics issues of new situations e.g. transportation, new base set ups etc. with or on behalf of other staff and reporting with recommendations for Intersos.
• In close collaboration with the line manager, Security and Safety Coordinator and Project Managers, assess the need for, and ensure that appropriate physical means are in place (Facilities, communications, safe areas, etc.) to ensure safety of staff in their respective duty stations and also to manage evacuations when necessary.

Project Supply Planning and review:

• In collaboration with the project manager, design an appropriate supply structure, in line with Oxfam standards and procedures:
• Throughout the project cycle, provide information for the (re-)planning of supply activities, including in the early stages of new programmes and donor proposals.
• Periodically review the effectiveness and quality of the supply process
• Maintain a risk register for the supply chain in projects and prepare mitigating actions.
• Use supply chain information systems to analyse and select data to prepare management information.
• Ensure market research and testing is done periodically to ensure value of money.

Logistic System and Procedures Management:

• Maintain an overview of Intersos policy, systems and procedures relevant to Programme logistics in field bases with Programme Project Managers.
• Ensure that logistics-related donor conditionality is met across the Programme response programme.
• Ensure that IMP is implemented in all Programme field bases location, and to make sure that all the logistics staffs are trained in the usage of IMP system.
• Ensure that appropriate stock management are in place in all field bases location and foresee that and updated and accurate monthly stock report is submitted.
• Develop and maintain the fleet management and appropriate data entry into system.
• Ensure that all data are collected on time and put into the system and the appropriate staff are well trained and are effectively using the system
• Ensure and monitor appropriate Master asset register and foresee that an updated asset register is included in reporting from all field bases.
• Lead in the development of analysis on transportation requirements in Nigeria and potential developments. Air, road etc
• Ensure that vehicle fleet management routines are established and maintained, including appropriate management of drivers.
• Ensure that there is an efficient system in place for the monitoring of fuel purchase and consumption, services and repairs for vehicles and other machines (engines) and that the system is scrupulously applied and reviewed.

Staff Management and Representation:

• Support the recruitment of logistics staff as well as recruit, train and supervise those under direct management.
• Responsible to visit the field teams and programmes regularly in order to monitor the systems, procedures and assess performance of logistic personnel (and make recommendations and plan of action with regard this).
• Establish and maintain good contacts with suppliers, government offices, UN agencies and other NGOs with regards to logistical matters.
• Ensure the implementation of actions in support of Intersos values and policy, including gender and diversity mainstreaming.

Matrix Management:

• Contribute to the monitoring of the capacities of all Programme logistics staff in Nigeria. This will be achieved through mentoring and supervision and also through other learning forums and methodologies.
• Support Programme Managers in Performance management of logistics staff according to Oxfam’s performance management system. Assist in the Matrix management line to set objectives, develop capacity, and evaluate performance.

Security:

• Together with Security and Core Thematic Coordinators, Head of Base and Fields Security focal points, assess risks in the areas of project implementation and develop context-specific CPP, MOSS and SOPs.

Qualifications
Education:

• Masters/Post graduate academic qualification on Logistics and Supply Chain Management or related disciplines.

Professional experience:

• Minimum of 5-7 years of professional experience for Masters- Post graduate holders or 7-10 years for bachelor’s holders in an International NGO out of which 4 years should be supervisory/managerial experience.

Professional requirements:

• Extensive experience in Logistics related skills as listed above (managing supplies, assets, team support, vehicle fleet management, and communication);
• Strong analytical and strategic planning skills;
• A proven record of effective management of people and resources, including planning and organisational skills
• Excellent negotiation skills, and good interpersonal and team skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
• Experience of management/supervisory responsibilities, including support to development of others (including mentoring/ coaching, and team building experience);
• Willingness to travel app. 40% to field bases;
• Experience in insecure environments, and knowledge of the principles of security management;
• Sympathy with the aims and objectives of Intersos;
• Commitment to humanitarian principles and action;
• Commitment to Intersos’s equal opportunity, Safeguarding and gender policies.
• Demonstrated experience of integrating gender and diversity issues into logistics programmes an advantage.
• Strong leadership qualities to manage the team, motivate them and to influence other colleagues to perform, both within logistics and across other functions.
• Excellent communication/networking skills to enable his/her team to articulate any issues to management as well as other stakeholders.
• Demonstrated problem-solving and organizational skills.
• Ability to prioritize, to make decisions independently and to analyse data and understand connections.
• Have a procedural mindset, understanding of quality management principles, and give attention to details.
• Be an individual with high standards of integrity, with excellent negotiating skills and ability to manage external relationships.

Languages:

• Fully proficient in written and spoken English

Personal requirements:

• A qualification in humanitarian supply and logistics
• Professional qualification in Procurement management like Charter Institute of Procurement and Supply (CIPS)
• Previous international work experience, ideally with non-governmental organisations