Logistics Officer Liberia Country Office

Transcription

1 INTERNATIONAL VACANCIES ANNOUNCEMENT Save the Children saves children s lives, fight for their rights and help them fulfil their potentials. Save the Children started work in Liberia in 1991 with an emergency program focusing on the immediate needs of children affected by the conflict. Save the Children currently operates in eight counties across Liberia and works in: education, health and child protection, child rights governance and response to humanitarian emergencies. Commitment to Child Protection: Save the Children is committed to keeping children safe from abuse and harm. Candidates applying for these positions will be subject to the Child Safeguarding recruitment procedures and checks. Accountability Commitment: Save the Children is committed to be transparent to children, their careers and communities with whom it works by promoting and abiding by existing organizational accountability system which includes - sharing relevant information on its work with children, their careers and communities with whom Save the Children works; reporting concerns raised by children, their careers and communities about the intervention and involving children at all stages of the intervention. We are seeking for qualified professionals with solid background and demonstrated experience to be hired for the current Ebola Response in the below positions: Logistics Officer Liberia Country Office TEAM/PROGRAMME: Logistics Department GRADE: 4 (Competitive Package) LOCATION: Montserrado POST TYPE: National Child Safeguarding: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

2 ROLE PURPOSE: The purpose of this job is: To provide technical support to Programmes, Logs Asst & Drivers with particular emphasis on all fleet, procurement, warehousing, asset management and safety & security functions. Develop practical logistics systems to support Save the Children field staff and Logs Asst. Responsible for coordinating directly with department heads concerning their practical implementation of all programme works as well as managing and negotiating with contractors and ensuring high level of standards for both materials and workmanship is maintained. Provide timely security updates, disseminate security information and advice to management and all staff as appropriate To supervise Logistics Assistant To keep regular contact with all sub-bases and vehicles and motorbikes; SCOPE OF ROLE: To provide wider logistical support to operational areas. Reports to: Field Operations Manager Dimensions: Save the Children supports programs in 10 of the 15 counties in the country Montserrado, Margibi, Bong, Gbarpolu, Bomi, River Gee, Nimba, Grand Gedeh, Maryland, Grand Kru and counties in Liberia with a current staff complement of approximately 150 staff and current expenditure of approximately $10 million each year. Staff directly reporting to this post: Logistics Assistant, Drivers and Security Guards

3 KEY AREAS OF ACCOUNTABILITY: The Logistics Officer will work with SC Liberia management team in the following areas and will: 1. Procurement Timely and effective procurement of local supplies with an emphasis on competitive purchase price and quality materials against the need for a defined lead time Liaise with the Fin/Admin Officer to cross reference supplier s invoice against submitted order. Cross-check Procurement Requests, Performa, Purchase Orders and Way Bills/Delivery Notes for any discrepancies. Verify the quality, description and the quantity of goods ordered and inform the programme staff of the request status. Ensure that monthly procurement tracker is completed and submitted to Field Manager, shared with budget holders in the field and copy Procurement Officer in Monrovia Ensure procurement plan is completed for every project in the field, approved by Field Manager, and submitted to Procurement Officer in Monrovia Ensure that order of forms are in place before submission to finance for payment Ensure a good filing system of all procurement documents. Communicate timely with thematic teams on delivery of items- procure for programme implementation. 2. Fleet and Asset Management Management of Drivers and Logs Assistant Organize and coordinate transport for field visits, daily transport needs, drivers and their schedule, internal flight bookings and relay the information to other sites in the country. Ensure vehicles have correct equipment and tools Manage fuel and ensure vehicles planned preventive maintenance is carried out as per service schedule Ensure all drivers are briefed on and adhere to Save the Children policies and procedures Ensure rental vehicles are fit for the purpose and hired drivers have an acceptable level of skills and are briefed on Save the Children policies and code of conduct; Ensure that rented vehicles and driver contracts are completed and correct Update drivers licenses, vehicles insurance and all vehicles registration documents including fire extinguishers Collate weekly movement schedule and file transport request, ensuring all requests are authorized before any movement Place Fleet Log Sheet in all vehicles and motorbikes, ensuring that it is effectively used by drivers, motorbikes riders and staff / passengers Monitor the maintenance and usage of all logistical equipment (Vehicles, IT, HF & VHF radios, Satphones, Generators etc). Maintain an inventory of asset register including all communication equipment, and General Equipment Register in Nimba. Track asset movement and update it on monthly basis. 3. Stock Management and Warehousing Ensure all incoming and outgoing stock is managed according to SCI Warehousing and Stock Management Standard Ensure that appropriate and physical condition of stocks according to their specific requirements Ensure that all stock released with Stock Release Form which is approved in line with Stock Released Approval List Ensure that all goods are tracked by Description, Source of Funds (SOF) code and Project code Ensure complete and filed paperwork so that there is clear auditable audit trail for all stock movement Alert Field Manager / Project Managers when stock are approaching minimum stock levels or perishable goods are approaching their expiry date and carrying out required destruction of stock

4 Ensure stock discrepancies / damages are documented, investigated and reported to Field Manager and Logistics Manager Ensure access to warehouse is restricted to designated staff Ensure warehouses are kept secure at all times and maintained, clean, well-organized and pest-free 4. Safety and Security Management Manage the security guards in the office and residence and report any performance issues to the Field Manager. Provide weekly security updates to the Field Manager. Serve as Safety and Security Focal Point Support Field Manager in updating security plans for Nimba Ensure that all doors and windows in the office and residence are secure. Report any thefts or intruders to the Field Manager and local authorities. Complete and submit any incident in Bong and Nimba in the SCI incident report format 5. Communication Ensure that all SC communication equipment (HF, VHF), in the vehicles and offices are in perfect working conditions at all time, report any malfunction to the Field Manager Conduct regular radio checks and document status of all vehicles or teams on the field at all times Collect radio messages and dispatch same to person(s) concerned in a timely manner File all radio messages 6. Reporting Ensure that monthly fleet analysis report and generator consumption report are submitted on time and accurate Prepare/circulate monthly warehouse report to Field Managers, Project Managers, Team Leaders and Senior Logistics Officer Prepare/circulate monthly procurement tracker to Field Managers, Project Managers, Team Leaders and Procurement Officer Prepare and submit monthly asset register and General Equipment register to Field Managers, and Senior Logistics Officer Complete and submit logistics narrative report to Field Manager and Senior Logistics Officer with analyses on procurement tracker, warehouse report, fleet tracker and asset register 7. others Coordinate / collaborate with other logistics staff in the Country Office and other field offices in execution of duties Contribute to wider achievement of goals for children under the overall context of Save the Children by participating in planning and coordination meetings at the field and Country office level To carry out the responsibilities of the role in a way which reflects Save the Children s commitment to safeguarding children in accordance with the Child Safeguarding Policy Undertake any other job designated by the line manager or organization SKILLS AND BEHAVIOURS (our Values in Practice) Accountability: Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved Ambition: Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same Widely shares their personal vision for Save the Children, engages and motivates others Future orientated, thinks strategically

5 Collaboration: Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters Values diversity, sees it as a source of competitive strength Approachable, good listener, easy to talk to Creativity: Develops and encourages new and innovative solutions Willing to take disciplined risks Integrity: Honest, encourages openness and transparency QUALIFICATIONS AND EXPERIENCE At least an advance certificate in business management/social sciences preferably in logistics/supply chain At least 3 years NGO experience in logistics areas such as transport, fleet & radio communication Computer literacy particular with Microsoft Office, Word and Excel Proven organizational skills and a practical approach to problem solving A responsible attitude, ability to manage resources and a mature understanding of the nature of the work Good decision making, interpersonal, negotiating, organizational and analytical skills A high standard of numeracy Ability to work under pressure and with competing demands Good report writing and verbal skills Experience in radio operation - HF and VHF; Experience in the different functions of radio communication set; Experience in working in a team; Information management skills; Fluency in English, both verbal and written is required Commitment to Save the Children values How to Apply: Letter of applications along with a copy of your resume, a contact telephone number and the names of 3 references who you have previously worked for, quoting their addresses properly and send to this address Liberia.vacancy@savethechildren.org to the HR/Support Services Department. Clearly Label /Quote the job title above on your envelope and hand deliver to the Security Guard at Save the Children s nearest offices in (Monrovia, Margibi, Gbarnga, Zwedru & Nimba). Deadline for the submission of application is 15 th December 2014 at 4:00 PM. If you fail to indicate the job title on the envelope, your application will not be accepted. Only short listed candidates will be contacted. Phone calls are not acceptable. Also, kindly note that in view of current emergency situation, the position may be filled as CVs are vetted, even before the deadline.

6 Save the Children is an equal opportunities employer-women are encouraged to apply.