Deputy Logistics Manager - Supply at Solidarites International

Goal / Purpose

• The Deputy Logistics Manager Supply supports the Area Logistics Manager in implementing and monitoring the procurement and the stock management of his/her assigned bases in accordance with Solidarités International supply procedures.
• He temporarily takes on the basic tasks of the Area Logistics Manager in his absence.

List of main tasks
Procurement management:

• Coordinate the regular update of price lists and vendor databases for goods/services/work. Ensure data is exploitable and provide analysis upon request
• Contribute to the establishment of purchasing timelines and update them, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Ensure the collected documents are compliant with SI procedures: supplier stamp, signature, date, SI criteria
• Ensure that budgetary lines related to logistics are monitored and observed
• Support drafting the contract for any supply/service/work when needed
• Contribute to assessing the quality of the purchase/services/work in accordance with technical requirements and/or with the support of program teams or technical coordinators
• Prepare the treasury plan for all payments under the supervision of the line manager and send the request to the Admin department
• Supervise all procurement activities conducted by the supply team: LINK validation and processing, quote requests, bid analysis review, procurement planning…
• Challenge price negotiation, deadlines and methods of delivery
• Supervise and control the monitoring of relationships with suppliers. Steps in when needed.
• Report any difficulty/issue with the supplier to the line manager.

Stock management:

• Draw up warehouse layout plans according to the materials/goods to be stored and program allocation
• Establish staff and equipment forecasts required for loading/unloading
• Keep the stock forms updated
• Take a monthly inventory of stored goods and materials and reconcile it with the theoretical inventory
• Supervise the maintenance and securing of warehouses
• Support the Logistics Supply assistant in carrying out stock checks and physical inventories
• Manage the supply of consumables (printer cartridges, toner, etc.)

Compliance management:

• Apply, enforce and control SI procedures to all purchases of supply/services/work contract for North East Area
• Supervise the archiving of all the documentation relating to procurement and stock
• Conduct purchase files batch analyses following Area Logistics Manager demands
• Provide recommendations to the Area Logistics manager on identification and handling of irregular purchasing procedures.

Human resources:

• Participate in the hiring process for purchasers, logistics assistants and officers
• Ensure the continuous general training of purchasers, logistics supply assistant, field logistician
• Participate in the appraisal process of line report staff(s)
• Consult the line manager for any problem raised or caused by the logistics supply department or by the field Logistics Assistant Supply.

Reporting / Capitalization:

• Update relevant information or SOP in use (import-export, exemption, taxes, others)
• Ensure a smooth follow-up for the procurement folders and framework orders
• Contribute to the improvement and implementation of other procurement monitoring tools
• Consolidate logistics supply packs monthly and pass on to the area logistics manager for North East
• Provide the logistics manager with all information needed to draft intermediary and final external reports
• Conduct the procurement team meetings and be their representative at logistics department meetings.

Organizational Chart Position (Reporting and Functional Relationships)

• Line manager: Area Logistics Manager
• Line report(s) on base: Logistics Assistant Supply
• Functional manager:
• Functional report(s):  Field Coordinator Assistant.

Profile

• Education: Minimum of a Bachelor’s Degree or equivalent certificate in Logistics, Warehouse Management, Purchasing  or Supply Chain Management, or any related field of study.
• Experience: 2 - 3 years’ practical experience in a similar position with other INGO. Previous experience with SI will be preferable.
• Good Knowledge of MS Office Word, Excel knowledge, outlook.
• Quick leaner, ability to work autonomously, Excellent organizational skills, Flexibility to meet deadline, hard worker.
• Language: Fluent in spoken and written English, Hausa.

What we offer
Salary + Transport, Leave & housing allowance + social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government, festive bonus, Life insurance - covering death and permanent disability) etc.