Logistics Manager at TearFund

Job Overview

• To be responsible for the logistics function for the country programme, managing the logistics staff at the programme head office and overseeing logistics staff at the project sites.
• Responsible for supply chain, asset management, transport, communications, IT and office/accommodation infrastructure, the Logistics Manager ensures policies and procedures are understood by staff and complied with.
• As part of the programme’s Senior Management Team, the Logistics Manager contributes to strategic decision-making and shaping the overall strategy of the programme.

Position in Organisation

• Grade: BG-9
• Reports to the Country Director.
• Direct Reports: Line manages the logistics and other support staff in programme office, including Procurement Officers, Storekeeper, Mechanic, Drivers, Guards and others where appropriate.
• Dotted line management for Logistics Officers at each field site.
• Dotted line responsibility to: Regional Logistics Business Partner
• Liaises with Global Logistics Team
• Works closely with Finance and HR Managers to provide the coordinated support functions.
• Works closely with Project Managers and project staff
• Liaises closely with government (e.g. Customs) officials and other INGOs on logistics matters.

Tearfund’s Christian Culture:

• We believe that prayer and discernment is fundamental to Tearfund achieving its mission of restoring relationships, ending extreme poverty and transforming lives. As a Tearfund staff member, you are encouraged to:
  • Engage with Tearfund Prays and the Prayer hub
  • Lead or participate in spiritual sessions of prayer and biblical reflection within your group
  • Be committed to Tearfund’s Mission, Values and Beliefs statement and to be actively working and living in accordance with Tearfund’s Christian beliefs and theory of mission
  • Maintain your own spiritual development, discover your gifts/callings and grow in discipleship.

Organizational Requirements:

• All staff are expected to live out Tearfund’s values as they represent Tearfund externally
• All post-holders are expected to fulfil their personal objectives set by their line manager, contribute to their team’s overall objectives, take responsibility for reviewing their ongoing personal development and maintain an awareness of Tearfund's strategy.
• All Tearfund staff share responsibility to promote and maintain a strong safeguarding culture, including identifying the key actions, they should take given their role and responsibilities.

Key Responsibilities
Programme Strategy:

• As a member of the programme’s Senior Management Team (SMT), help to shape the overall strategy for the programme as articulated in the Programme Strategy.
• Ensure Tearfund’s purpose, values, and the programme objectives are communicated amongst logistics staff and facilitate input from them in the strategic planning process.
• Represent the logistics function in SMT discussions, ensuring logistics considerations are taken into account in reviewing and planning programme and project planning and activities.

Project / Support Function Management:

• Work with the Country Director and project staff to ensure that the logistics needs of programme are identified and met to a high standard.
• In conjunction with the Country Director, other senior managers and project staff, ensure project proposals and budgets reflect logistics considerations and that procurement plans are drawn up and followed, processing derogations as necessary, to ensure that procurement is achieved as efficiently and effectively as possible.
• Ensure supplies and services are identified, procured and delivered on time to provide value for money, within Tearfund and donor procedures, and to the right specifications.
• Ensure the security of all stock and assets held within warehouses and office including adequate building infrastructure and maintenance, responsible manual handling, safe stacking, accurate and timely documentation, and appropriate trained and resourced staff.
• Ensure assets are procured, tracked and disposed of within Tearfund procedures and according to donor requirements, assigning both assets and other inventory items to individuals.
• In conjunction with the Senior Management Team, define vehicle fleet requirements and ensure vehicle usage plans, insurance, maintenance and servicing are established.
• Ensure appropriate systems for training and monitoring the work of drivers and mechanics.
• Ensure testing of all staff required to drive within the programme and provide training where required.
• Ensure 24/7 telecommunications coverage with all sites through satellite communications; maintaining the equipment and ensuring all relevant staff are adequately trained in their use for safe and effective communication; providing technical support as required.
• Ensure IT support coverage is provided for all sites within Tearfund policies, and ensure all staff are adequately trained to use the equipment provided.
• Oversee selection and maintenance of the office/accommodation infrastructure and associated utilities, ensuring safe and adequate living and working conditions.
• Ensure all new staff and those in the programme head office are briefed and appropriately trained on logistics policies and procedures.
• Monitor compliance of all project sites with policies and procedures through regular field visits, reviewing logistics activities, and working with logistics and project staff to enhance the logistics support to the programme.

Corporate Policy and Compliance:

• Responsible for setting up, managing and overseeing all logistics systems (procurement, transport and fleet management, storage, communications, estate / buildings management, power supply, asset management)
• Responsible for compliance with Tearfund’s Logistics policies and procedures and other policy and procedure manuals that may be applicable to a specific activity or situation (e.g. Security, Finance, HR policies).
• Delegated responsibility for health and safety within the programme including ensuring safe vehicle fleet management and safe working/living environments for all staff. In addition, the health and safety of the logistics team specifically, ensuring policy and procedures are understood by staff, and any accidents are recorded and responded to appropriately. Also to ensure that all new staff are briefed and trained on proper use of equipment (e.g. radios) to ensure safety, enhance security and programme efficiency.
• Ensure all documentation for completed projects is archived and stored for audit in accordance with Tearfund’s Project Completion Requirements.
• Ensure all logistics systems and procedures comply with the host country’s and donor’s legal, contractual requirements including required operating licenses.
• Ensure, where applicable, partner compliance with TF and donor guidelines and ensure the quality of external audits
• Responsible for ensuring the logistics elements of all audit and evaluation recommendations are implemented and adopted within ongoing operating procedures.
• Support the Country Director in the corporate monthly, quarterly and annual reporting, ensuring adequate logistics coverage.

Team Management:

• Support the development and modelling a team culture characterised by a shared understanding of Tearfund’s vision and programme objectives, and commitment to Tearfund’s values and behaviours.
• Lead and manage direct reports and the wider logistics function ensuring clarity over plans and priorities, providing supervision, guidance and mentoring, encouraging effective teamwork and inclusiveness and building a team spirit through regular meetings and events.
• Implement Tearfund’s performance management system with direct reports and within the operational programme, with objective setting, probationary reviews, regular catch ups, 6-monthly performance appraisals, development planning and exit interviews, carried out for staff, and take appropriate remedial action to address any areas of poor performance.
• Ensure the induction of logistics staff, ensuring familiarity with logistics policies and procedures, and their individual responsibilities in upholding these standards and policies.
• Provide spiritual and pastoral support to direct reports and other staff where appropriate.

External Representation:

• Represent Tearfund at the appropriate level, to local authorities (whether formal governmental or informal de facto authorities), securing the necessary approvals to operate (e.g. Customs, Radio licenses).
• Liaise with in-country suppliers to ensure timely, value for money procurement of programme inputs and services.
• Represent Tearfund at the appropriate level, to other NGOs, UN agencies, and visitors, ensuring coordination and constructive working relations and attendance at relevant inter-agency coordination meetings.
• As required, and in consultation with the Country Director, provide advice, training and guidance to partners to build logistics capacity and competency.

Person Specifications
Qualifications:

• Degree in Logistics, Supply Chain or Operations Management. Master's preferrable.
• Professional certification in logistics or supply chain management.
• Qualification in humanitarian logistics
• Full clean driving license
• Security Training.

Experience:

• Substantial technical (sector specific) logistics and procurement experience within the NGO sector
• Management of technical equipment including radios, satellite phones, generators, and IT
• Proven experience in the management of staff and project budgets
• Proven experience working to compliance levels of international donors
• Proven application of good practice standards: SPHERE, Core Humanitarian Standard and Red Cross Codes of Conduct.
• Proven application of good practice standards: SPHERE, Core
• Humanitarian Standard and Red Cross Codes of Conduct.
• Health & Safety at work
• Working with local government systems and processes in complex environments
• Proven advanced driving experience.

Skills / Abilities:

• Ability and commitment to apply biblical principles prayerfully within all aspects of the role
• Ability to lead, participate and facilitate in collective staff prayer and bible studies
• Fluent in written and spoken English, and in relevant countries also fluent in written and spoken French
• Excellent written and verbal communication skills
• Excellent leadership and management skills
• Training and mentoring skills
• High level negotiation and representation
• Analytical and problem solving skills
• Ability to safeguard the wellbeing of children and vulnerable adults
• Good computer skills (MS Office, Google Suite)
• Understanding of the key concepts and tools of Disaster Risk Reduction
• Ability to undertake local and national advocacy initiatives
• Understanding of effective church mobilisation approaches.

Personal Qualities:

• Committed Christian with a personal relationship with God
• Committed to Tearfund's Mission, Values and Beliefs
• Self-disciplined with ability to work proactively, using own initiative.
• Flexible and resilient able to accommodate changing priorities and to remain calm under pressure.
• Commitment to diversity and inclusion, including gender and disability.
• Demonstrates sensitivity and skills in working cross culturally.
• Self-aware and able to learn from others.
• Servant leadership
• Willingness to live and travel in basic conditions
• A people and team developer.