Chad: Logistics Coordinator - Chad

****Reference:****DK/CH/LOGC

****Country:**** Chad

****Job Title:****Logistics Coordinator

****Contract Grade:****B

****Contract Length:****2 Years

****Accompanied / Unaccompanied:****Unaccompanied

****Exact Job Location:****N’Djamena, Chad with frequent travel to field locations

****Reports to:****Country Director

****Responsible for:****Logistics Coordination of the Chad Country Programme

****Liaises with:****Area/Programme Coordinators, Base Managers, Programme Managers, Suppliers, Government Officials, Logistics managers with other INGOs and UN agencies

****Job Purpose:****

The Logistics Coordinator (LogCo) is responsible for the logistics functions for Concern programmes in Chad with frequent support visits to the programme area. The LogCo will operate in line with Concern operational and security policies and procedures and will, as a member of the Country Management Team (CMT), contribute to the overall country programme strategy.

****Main Duties & Responsibilities:****

\*SENIOR MANAGEMENT ROLE*****

• Participate in the development of Concern Chad’s Country Strategic Plan (CSP) and other strategic frameworks (Preparing for Effective Emergency Response (PEER), Security Management Plan (SMP) etc) in collaboration with all relevant staff and third parties as necessary.
• Participate in the management of the country programme’s strategic issues as a member of the Country Management Team (CMT).
• Prepare and roll out country-specific logistics and administrative policies and procedures in line with Concern’s global policies and provide training and briefings on these to relevant staff.
• In conjunction with the CD, contribute to the country-specific security management plans and procedures, implement the logistics and administrative aspects of the security plan and provide briefings and training to relevant staff.
• Advise the CMT of logistics and security issues affecting project implementation and propose cost effective and efficient solutions.
• Facilitate and/or participate in logistics, admin and security assessments of any new programme location(s).
• Liaise with logistics senior managers of other International NGOs and UN agencies, sharing best practice and practical information.

\*PROGRAMME SUPPORT*****

• Regularly review the implementation logistics policies and procedures on the project level and advise/recommend the teams accordingly.
• Provide technical leadership and advice to department staff and to managers in all locations on specific logistics issues.
• Review the logistics and administrative aspects and budgets of each donor proposal or internal Concern budget review prior to submission and provide feedback and/or advise where necessary.
• At the start of any new donor contract identify and communicate all donor-specific logistics requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project.
• Review the logistics aspects of donor reports.

\*PROCUREMENT*****

• Ensure Concern and donor procurement procedures are implemented, understood and complied with by all relevant personnel.
• Ensure all project proposals have a procurement plan which will be prepared prior to and implemented immediate at the start of each new project.
• Prepare and launch tenders in compliance with Concern and donor guidelines.
• Ensure supply and construction contracts are both technical and legally sound.
• Engage and negotiate with major suppliers and propose solutions when needed.
• Prepare and implement framework agreements with major suppliers for frequently purchased items.
• Identify and contract a reliable clearing agency and follow up the clearance process for imported goods and ensure that all necessary documents are produced to facilitate the process.
• Ensure the timely order of supplies from Dublin that are in line with approved budget expenditure.
• Maintain the Supply Request Tracking Sheet (SRTS) and share this with all relevant staff.

\*WAREHOUSE AND ASSET MANAGEMENT*****

• Ensure that all procedures and controls are in place for warehouse management, including storage and movement of goods and programme materials.
• Initiate or conduct physical monthly stock and inventory counts.
• Ensure all asset registers and stock inventories are properly recorded and maintained on a monthly basis.
• Ensure that items for disposal are identified on a timely basis, an appropriate disposal plan is put in place, and replacements (if necessary) are ordered.

\*TRANSPORT MANAGEMENT*****

• Ensure effective vehicle fleet management is in place in all locations in accordance with Concern’s Country transport Manual
• Review and submit monthly reports on fuel usage, mileage, repairs and maintenance for each vehicle

Assess the transport requirements of the country programme on a regular basis and advise on appropriate solutions.

\*ADMINISTRATION*****

• Ensure compliance with relevant Chadian law in all contractual and taxation matters (other than HR and Admin-related) and liaise with the Concern lawyer on these legal matters.
• Ensure that all issues related to taxes and government authorisations (such as licences on communications equipment, import of goods etc) are managed proactively.

\*COMMUNICATION & IT SYSTEMS SUPPORT*****

• Supervise the IT staff to ensure that IT systems remain effective.
• Ensure that all staff understand and comply with IT policies and procedures
• Ensure that IT and communication needs of all staff are met on a timely basis.
• Ensure that all communication equipment is operational and used in line with communication protocol policy and requisite training is provided to staff.

\*SECURITY MANAGEMENT*****

• Ensure physical implementation of the Security Management Plan to contribute to the safety and security of Concern staff, assets and buildings.
• Provide support in the maintenance and implementation of the SMP.
• Support best practice in security management procedures and practice ensuring compliance with Concern’s policies and procedures.

\*STAFF MANAGEMENT*****

• Lead and manage Logistics staff, contributing to their capacity building and career development through on-the-job training and coaching, including in particular a thorough induction at the start of their contract
• Ensure that all positions in the department have accurate job descriptions
• Ensure each member of the team fully understands outcomes which are expected of them by setting objectives, and that they are aware of the success criteria relating to their work
• Monitor and review performance and hold staff accountable for meeting the success criteria; give corrective feedback where required and take decisive action in the case of poor performance
• Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently while also ensuring appropriate segregations of duty for control purposes
• Identify and take appropriate action to fill resource gaps (create new roles or launch timely recruitment to replace a leaver)

\*REPORTING*****

• Provide a monthly logistics report together with vehicle maintenance report, fuel consumption report, warehouse report, Supply Request Tracking Sheet (SRTS), asset register.

\*OTHER:*****

• Undertake other related duties as may reasonably be assigned by the Country Director

****Qualifications and Experience:****

Essential

• Degree in logistics, management, business administration or a relevant profession
• 5 years’ experience managing supply chain logistics and transport in an international environment
• 3 years overseas experience in a logistics management role with an international NGO
• Experience in managing a team and in staff capacity development
• Fluent French and English

Desirable

• Previous Concern experience
• IT, Communications equipment experience
• Mechanical knowledge of solar power systems
• Financial management skills
• Knowledge of humanitarian principles
• Experience of working/living in an insecure environment

****Special skills and requirements:****

Essential:

• Excellent negotiation skills
• Ability to work under pressure to meet tight deadlines
• Good team worker
• Good Communication and Networking Skills

Desirable:

• Ability to communicate in Arabic is an advantage.

****To apply:****

All applications should be submitted through our website at https://jobs.concern.net by closing date. CVs should be no more than 4 pages in length.

All candidates who are short-listed for a first round interview will be notified via email after the application deadline.

****Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.****

Concern has a Staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected of them. In this context staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Staff Code of Conduct candidates acknowledge that they have understood the contents of both the Concern Staff Code of Conduct and the Programme Participant Protection Policy and agree to conduct themselves in accordance with the provisions of these two documents.

Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant. For additional information please consult our web site or contact the Human Resource Division in our Head Office.

Concern Worldwide is an equal opportunities employer and welcomes applications from all sections of the community.