Nigeria - Country Logistics Coordinator at COOPI - Cooperazione Internazionale

Description of the role

• At the mission level, the Country Logistics Coordinator, together with his dedicated team, is responsible for all logistics and security activities in the country and plays a supporting, advisory and monitoring role vis-à-vis the project leaders and logistics assistants in the provinces to ensure that COOPI procedures and rules on procurement, logistics, document storage, equipment management and asset storage, and risk management (security, health, fraud) are known, understood and adhered to. Capacity building is an essential aspect of the position.

Responsibilities

Ensuring the logistical co-ordination of the country

• Carry out, follow-up or validate (as appropriate) the procurement procedures, supply of goods/services, transport systems and technical organisation of the work of all COOPI field offices in the country, as defined by the procedures;
• Ensure the practical and administrative management of the warehouses and inventory of COOPI-owned and project-purchased durable goods;
• Coordinate the country logistics function at the national co-ordination level and provide monitoring/support to the operational bases;
• Ensure the planning and organisation of all logistical activities at national level;
• Ensure the proper functioning of logistics in terms of quality and quantity, at all different levels and in compliance with procedures;
• Ensure that price/supplier databases are up-to-date and regularly compared with those of similar organisations;
• Provide up-to-date costs and an up-to-date situation of the vehicle and equipment fleet for the preparation of new budgets, at the request of the Country Coordinator;

Ensuring the application and implementation of procurement and procedures

• Ensure at national level the correct application of procedures - COOPI and donors - concerning the procurement of goods and services (including planning and necessary documentation);
• Monitor supplier performance in accordance with COOPI standards;
• Properly monitor the delivery and archiving of all documentation produced in the process of acquiring goods/services both nationally and internationally;
• Verify and participate, if necessary, in the selection process of suppliers of goods and services and in the awarding of contracts for tenders and framework contracts, with the aim of transparency and consistency;
• Provide adequate support with regard to the elaboration of the project procurement plan;
• Use the COOPI software to monitor the management and archiving of document scans that constitute the procedures in the software.

Coordinating and managing the vehicle fleet

• For coordination, ensure the administrative and operational management of the vehicle fleet, machines and electric generators;
• In the field, monitor and control the correct administrative and operational management of the vehicle fleet, machines and electric generators, both through monthly logistical reports and field visits;
• On the basis of monthly logistical reports or through field inspections, check that the maintenance and repair of vehicles are carried out correctly and that monitoring reports and periodic checks are carried out correctly;
• Ensure compliance with the organisation's procedures and country regulations with regard to the use of vehicles and machines.

Asset management

• It is responsible for monitoring durable goods in coordination through the use of the tools provided by the COOPI Logistics Manual;
• Ensure the monitoring of durable goods on the ground using the tools provided by the COOPI logistics manual;
• Ensure that durable goods are properly maintained and that there are rules for the proper use of goods in the country;
• Carry out regular updates of the coordination and field project inventories: verify through the analysis of equipment monitoring or during field visits.

Stock management

• Carry out - and ensure on the basis of - the monitoring of storage warehouses and the use of reporting tools by analysing stock monitoring in the monthly logistics report or during field visits;
• Ensure that all goods are included in the inventory and checked on entry and exit from the storage space according to COOPI procedures, as well as their identification and allocation to COOPI or a specific project.

Computer systems management and maintenance

• In coordination, ensure the management of the installation, maintenance and surveillance of IT, communications, radio (HF, VHF) and satellite equipment;
• Provide adequate training and support to personnel regarding the procedures for using the above-mentioned equipment.

Security

• It is responsible for managing the security of the organisation's assets and property;
• Collaborate and assist the Country Coordinator / Project Managers on security aspects of expatriate and local staff;
• Develop and implement a specific security plan and Standard Operating Procedures (SoP) for the bases of competence;
• Provide assistance and support for the development of security plans and Standard Operating Procedures (SoP) of the bases;
• Contribute to the collection of security information and implement preventive actions and mechanisms;
• Ensure the dissemination of security procedures by scheduling briefings with new staff and regular updates with all staff;
• In coordination and at the bases, in cooperation with personnel on the ground, ensure adequate security conditions for the organisation's assets and property.

Ensuring personnel management

• Coordinate, supervise and evaluate personnel in hierarchical relation;
• Organize the training of logistics staff working on country projects (identification of team weaknesses and targeted training);
• Ensuring compliance with residency and/or entry authorisation procedures in the country;
• Ensuring COOPI staff are welcomed at the airport and arranging accommodation for expatriate staff.

Ensuring the reporting and documentation of logistics

• Ensuring that all reports related to the logistics sector are produced as stipulated by COOPI procedures and the Country Rules (vehicle and goods management, supplies, purchasing, warehousing, personnel reports, etc.).

Institutional relations

• On behalf of the Country Coordinator, represent the organisation during logistics cluster meetings and security briefings (INSO, UNDSS, Embassies, etc.).

Requirements

ESSENTIAL

• Degree in Logistics or higher education or LLA (Logistics Learning Alliance) certification in Humanitarian Logistics;
• Working experience in humanitarian logistics of at least 5 years;
• Previous experience in logistics coordination of at least 1 to 2 years in similar organizations (in terms of size and constraints);
• Indispensable knowledge of the English language;
• Good command of common software;
• Strong organizational skills;
• Willingness to motivate and accompany teams in emergency contexts;
• Good physical condition and ability to travel and stay in remote or unsafe areas;
• Excellent negotiation and communication skills;
• Result orientation, drive for improvement, creativity, initiative;
• Interest in training, supporting and consulting multicultural teams;
• Ability to work under pressure and autonomously.