Country Logistics Manager at ACTED Nigeria

Ref: CLM/NIA

You will be in charge of

1.Supply chain management

• Procurement: Ensure that any need should be delivered according to the defined chronogram, requested quality standards, and proper procurement scenario.
• For any procurement, guarantee the compliance of the supplier selection & related documentation as per ACTED & donor’s procurement guidelines.
• Build the sourcing capacity in the country and in the region, and maintain a supplier database accordingly.
• Coordinate the procurement cycle across the country with all stakeholders (program, finance, coordination, suppliers, etc.) from the planning stage, to contract signature until delivery completion; the Senior CLM is in particular arranging Procurement Committee sessions.
• Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc. through framework contracts in particular.

• Manage traceability & reconciliation between orders, contracts & deliveries, and liaise with finance for problem solving.

• Stocks & deliveries: Ensure appropriate storage network & stock management standards across the country

• Identify & settle warehouses/storage space based on needs.

• Ensure goods transportation means are secured as per needs.

• Coordinate & follow-up deliveries & liaise efficiently with suppliers for problem solving.

• Maintain a regular information across teams about stock levels & expected lead-times.

• Manage periodic inventories, stock clearance and investigations over discrepancies.

2.Transversal logistical management

• Fleet & transportation: Deploy efficient transportation means across the country
• Anticipate vehicles needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.
• Maintain efficient monthly, weekly & daily planning & movements follow-up tools.
• Identify reliable external transportation companies.
• Control & optimize fleet costs.
• Coordinate an efficient maintenance framework across the country (in terms of operations as well as in terms of costs).
• Ensure administrative requirements are met toward customs and any other local authority when transporting goods/staff.

• Organize regular drivers training and refreshers.

• Fuel: Manage fuel supply across the country; anticipate & mitigate fuel supply risks, including quality requirements.

• Asset: Deploy an efficient asset allocation & maintenance plan across the country

• Anticipate needs for assets and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly;

• Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.

• Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions.

• Manage asset maintenance plans, control & optimize related costs.

• Organize regular staff trainings and refreshers (right use of computers & radios, installation & use of generators, etc);

• Manage assets donations, obsolescence & replacements over the time in compliance with internal & external regulations.

• Premises: Ensure proper working & living conditions for all staff in each premise, at all times, by maintaining an efficient general services approach

• Identify & settle premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with Country Director and Country Finance Manager.

• Coordinate monthly inventories of other goods.

• Ensure that security & safety guidelines are applied in premises.

• *Communications & IT management:** Deploy an efficient IT plan across the country based on ACTED global standards.

• Anticipate communication & IT needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.

• Control & optimize communication & IT costs.

• Ensure administrative requirements are met toward local authorities for communication means in use.

• Ensure monthly data back-up (server, computers local data, emails, etc.).

• Guarantee that IT security standards are applied, and lead crisis management in country in close liaison with HQ if required.

• Organize IT staff regular training & refreshers.

3.Compliance & transparency

• Ensure ACTED logistics manual is applied across the country and donors’ specific requirements for logistics & procurement are met.
• Enforce a zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy.
• Coordinate logistics TITANIC reporting on a monthly basis, and ensure checking the reliability & relevance of data reported.
• Organize a 6-month planning for field visits with clear ToRs, including ad hoc checks and written report following each visit.
• Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. across workshops or field visits.
• Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of logistics compliance in country.
• Follow-up & update internal & external audit report for logistics.
• Ensure a timely and accurate logistics document flow in liaison with other FLAT departments.

4.Leadership

• Update the organigram of the logistics department according to the mission development;
• Plan & conduct logistics staff recruitments & appraisals; train & build capacities of logistics staff in country; identify staff with potential, and contribute to internal mobility strategy;
• Always actively promote strong & structured articulations with all teams for all logistics operations (program & finance in particular).
• Manage Implementing Partners relationship on logistics aspects such as procurement, stock & asset management, logistics reporting. In particular, ensure the timely & exhaustive review of IPs logistics documentation.
• Represent ACTED with relevant logistics and communication networks, actively building relevant relationships (logistics cluster, etc.)
• Actively participate in country level coordination meetings by reporting on progress, and risks.
• Contribute to donor proposals, budgets and reports.
• Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution.

Expected skills and qualifications

• At least 2-3 years of working experience in insecure environments
• Extensive experience in logistics and/or security management and procedures;
• Demonstrated communication and organizational skills;
• Ability to train, mobilize, and manage both international and national staff
• Flexibility and ability to multi-task under pressure;
• Ability to work well in unstable and frequently changing security environments;
• Proven ability to work creatively and independently both in the field and in the office;
• Advanced proficiency in written and spoken English

Conditions

• Salary defined by the ACTED salary grid depending on education level, expertise, security level and experience
• Living allowance of 300 USD
• Lodging and food provided in the ACTED Guesthouse / or housing allowance (depending on the contract lenght and country of assignement)
• Flight tickets in and out + Visa taken in charge by ACTED
• Provision of medical and repatriation insurances