Job description. Merlin. Department. Main purpose of the role

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1 Job description Position: Regional Logistics Advisor Department: Logistics Responsible to: Head of Logistics Responsible for: Administrator, Intern, Technical Management of LogCos Works with: Field Logco s, Regional Teams, Suppliers, Global Supply Manager, HO Pharmacist, HO departments, NGO s and various external networks. Grade: C Salary: 29,650-31,650 per annum Location: Head Office based, with overseas travel (20%) Merlin Merlin specialises in health, saving lives in times of crisis and helping to rebuild shattered health services. Each year, Merlin helps more than 15 million people in up to 20 countries. Department The Logistics Team carries out a core function for the organisation. It supports quality service and programming, ensures value for money and at the field level is part of the delivery mechanism. The logistics team at Head Office provides a range of logistic services to the field that include a direct procurement service to the country programmes and a source of knowledge and expertise for the wider logistic functions. In parallel to this focus on the field programmes, the logistics team works closely with other Merlin teams, primarily Programmes, Health, Finance and HR whilst building strong relationships with suppliers and other NGOs. This includes identifying and addressing compliance issues for all our logistical and medical operations from procurement systems, quality assurance of pharmaceuticals, to asset management. The Regional Logistics Advisor takes primary responsibility for the logistic functions in one of Merlin s regions and is an integral part of that regional team. Main purpose of the role The Regional Logistics Advisor is responsible for the routine operations of the Logistics Department, ensuring that it works with and delivers efficient and effective logistics support to the country programmes. This includes supply chain management and the monitoring/follow-up of field logistics systems to ensure that Merlin s standard practises are adhered to and donor compliance maintained. The Regional Logistics Advisor is the Last updated 4/03/2011 SN

2 main link with the field for all logistical communications and decisions. The Regional Logistic Advisor has a Technical Oversight link to the LogCos, who are directly managed by the Country Directors and will be involved in the recruitment and selection of LogCos for the field The post holder is responsible for implementing the operational logistics policy (development, research, introduction, implementation and continuous improvement of logistics and technical processes). As the liaison persons for their portfolio they provide logistics and technical support to the project countries and the Regional Programme Teams. Furthermore they maintain and develop the quality, efficiency and availability of logistical/technical knowledge to be able to support and advise field staff and will use their specific expertise to provide technical support in one or more logistic disciplines (Watsan, Healthcare Waste Management, Fleet Management, Supply Chain Management, Medical Logistics, Construction, and Supplier Management). In addition they support HRM processes and participate in trainings of logistics field staff. Overall Objectives (scope) This role will: Ensure (through reporting, field visits and regular engagement with the LogCos) that the logistic components of Merlin field programmes are operating effectively, efficiently and accountably. Deliver the timely and effective routine functions of the logistics department in Head Office to the assigned country programmes in accordance with Merlin policies and guidelines. Ensure constructive and effective working relationships are developed and maintained with field offices (at a Country Director/Logistics Coordinator level), key suppliers and other head office departments Identify and follow up on issues of logistics weakness/non-compliance with Merlin policies and guidelines for the assigned countries and work with relevant staff to rectify these issues. Provide logistics guidance, advice and support to country offices as necessary or as requested. Maintains and develops institutional competence in one or more of the logistics fields of expertise (IS/IT, Cold Chain, Vehicles, energy, building/shelter, supply, communications, Logistic Management) Responsibilities To take the primary responsibility in ensuring that requested and required support for planning and organisation of field logistic functions is delivered. To work within the Regional Program Teams to ensure close integration of logistics planning in field operations, including review of the logistic component of proposals and input to donor reports. To provide support to field logistics teams and country management teams on logistic procedures to ensure compliance with donor regulations. Follow-up issues of non-compliance, rectifying or reporting as appropriate. To co-ordinate the supply of goods and logistics support for programmes, including requisitioning, receiving, storing, issuing and processing payment for goods in accordance with Merlin policies and guidelines. To negotiate procurement contracts with suppliers, many of which are of significant value. 2

3 To sign Purchase Orders and authorise payment against invoices up to a value of 40,000 with suppliers on behalf of the assigned country programmes ensuring correct procedures are followed. To support the Global Supply Manager (GSM) in the accurate maintenance of the supplier database and logistic filing systems. Rigorously adhere to logistic processes. To maintain excellent, commercially robust, working relationships with suppliers and to support the GSM to develop new supplier links within the sector. To proactively identify broader issues of logistical weakness/non-compliance to Merlin policies and guidelines for the assigned country programmes through review and critique of country monthly reports. To work with the Head of Logistics and the GSM to advise on ways of resolving issues of logistical weakness/non-compliance. To attend Country Team Meetings, raise logistic issues as identified in monthly logistic reporting and work with the regional teams to resolve them. To visit field offices to audit logistic processes and provide advice and training as required in consultation with the Head of Logistics and Regional Managers. To provide briefings and debriefings for field staff coming from or going to their assigned country programmes. To undertake discrete pieces of work to enable/further the development of the logistic department/function. To be responsible for the development and transfer of knowledge within Merlin as a whole, within agreed areas of logistics/technical expertise To contribute to the making of general field tools, guidelines and policies. To participate in and lead the development of new process etc. To drive standardisation and maintenance of related services within their region To proactively drive the identification of new opportunities and solutions within and for the overall logistics function. To be available for field deployment on technical and/or emergency assignments. To work with HR to identify, recruit and retain qualified and competent staff for Merlin s logistics operations. To ensure synchronisation of advisory services with other support departments and line management To support the Head of Logistics and the GSM on other projects as and when required. Dimensions and Limits of Authority The post holder has the responsibility to negotiate procurement contracts with suppliers on the supplier database sometimes worth hundreds of thousands of pounds, where poor judgement on supplier selection has direct impact on the ability of Merlin to undertake its programmes effectively. The post holder has the authority to sign Purchase Orders and authorise payment of invoices up to a value of with suppliers on behalf of the assigned country programmes ensuring correct procedures are followed. The post holder will advise upon and participate in the recruitment of international logistics staff. The post holder will have signing authority in line with Merlin s finance and logistics manuals. Currently this is set at 40,000. 3

4 Person Specification Essential Qualifications, experience and competences Degree level qualification in logistics/technical subject or equivalent experience Strong knowledge of and working experience in at least two of the following fields of expertise: IS/IT, HRM, rehabilitation/building, cold chain, 4WD mechanics, water & sanitation, Logistics (supply) management. Strong field experience as field or HO logistician, for example Logistics Coordinator or Project Co-ordinator. Ability to think conceptually and to put ideas into practice. Strong experience of rigorously adhering to detailed procedures. Strong communications skills, with excellent verbal and written English. Excellent problem solving ability with proven analytical skills. Experience of establishing strong and constructive working relationships with colleagues from different functions, organisations and cultures. Experience of working and participating effectively as part of a team. Good experience of external representation i.e. NGO/Donor coordination meetings Good understanding of institutional donor compliance issues. Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines. Experience of proactively identifying and addressing issues. Good, proven, negotiation skills. Confident and proficient user of MS Office, with advanced Excel skills. Willing to work occasional evenings and weekends. Able and willing to travel to remote and insecure locations for short periods of time and at short notice and make other international trips related to networking. Commitment to Merlin s mission and values. Desirable Qualifications, experience and competences Ability to communicate in written and spoken French. Familiarity with health related logistics needs, such as drug procurement, pharmacy management and transport of medical materials. Experience in training and teaching. Capacity to coach, stimulate and convince people. Knowledge of Supply Procurement Software Work Permits Work permits are required for UK-based posts by all non-ec nationals. You therefore need to have the right to work in the UK order to apply for this post, and proof of this right will be required, at interview, and before any offer is made. 4

5 Data Protection In accordance with the 1998 Data Protection Act Merlin will hold and use personal information that you have given for the purposes of recruitment and employment should an offer of employment be made. This information will be stored in manual and/or computer form. This information may also be disclosed to third parties in accordance with the Data Protection Act. In cases where a job offer is conditional on ensuring that potential employees names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists. To apply for this position To apply for this job, please go to and apply using our online recruitment system. In order to apply for a job with Merlin online you will need to complete a short registration process and create an account the online recruitment system explains how to do this. Once your account has been created, you will be able to save the information that you have entered in your application and re-visit it at any time before you submit it. If you are unable to apply online please download and complete an application form and it to: Closing Date: 20 th June

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