Job Title: LOGISTIC MANAGER
Country and Base BENGHAZI, LIBYA
Reports to DEPUTY HEAD OF MISSION (DHoM)
Reports to (technical link) LOGISTIC ADVISOR
Type of Contract Fixed term : 3 month renewable
Expected Date Of Arrival 02/07/2018
Announcing Date 07/06/2018
Closing Date 23/06/2018 – 11.59 pm
Application submission information Interested candidates should submit their applications by EMAIL ONLY with the subject: BGZ LM + your FULL NAME to email@example.com with letter of motivation, resume, diplomas and any relevant certificates (work, training, authorisation from Libyan ministries to work for another employer..), contact (phone/email)
Applications not respecting these instructions may not be considered.
Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.
The association leads, on average, 190 projects each year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. PUI is providing assistance to around 5 million people in 21 countries – in Africa, Asia, Middle East, Eastern Europe and France.
PUI has been implementing three Mobile Health Teams providing primary health care and psychosocial support in Benghazi city and performed rehabilitation and restoration of 1 health care clinic.
PUI is now scaling up its intervention with the deployment of a new MHT in Great Benghazi. PUI will also start an exploratory mission (multi sectorial assessment) in Southeast of Libya. In addition, PUI is starting to intervene in Migrant’s Detention Centers where Rehabilitation (WASH) and health activities will be implemented. Finally, PUI planned 10 small rehabilitation projects in Benghazi area in 2018.
The Logistics Manager is responsible to manage the logistics department under the direct supervision of the Deputy Head of Mission (DHoM) and with the technical support of the Logistic Coordinator (LogCo) in order to support the implementation of the programs activities on a timely and good quality basis, and in compliance with PUI procedures and donors’ guidelines.
Tasks and Responsibilities
1. Human Resources: He / She Ensures the good HR management of Logistics department (PUI Collaborators and potential daily workers), giving direct supervision to the national team and building capacities of the Collaborator.
2. Supply chain: Ensures the good management and documentation of all the supply chain activities at base level in order to provide the means for programs’ implementation on a timely and good quality basis, and in compliance with PUI procedures and donors’ guidelines.
3. Assets and premises: Ensures the good management of all the equipments and premises at base level in compliance with PUI procedures and donors’ guidelines.
4. Security: Ensures the implementation of PUI security guidelines at base level regarding premises communication and transportation means (including movement plan)
5. Coordination, reporting and dissemination of information: Ensures that all reporting tools are used, information compiled and disseminated accordingly.
Specific Goals and Related Activities
1. TEAM MANAGEMENT
Ensures the direct supervision and the management of the Logistics department.
Ensures that the planned objectives are achieved by the Logistics department and leads the yearly collaborator’s appraisal.
Participates to the hiring process of any Collaborator within the logistics department with the support of the admin team.
Contributes to the decision making process regarding any termination of employment contracts within the logistics department with the support of the Admin base and under the supervision of the DHoM.
Ensures compliance with PUI Internal Rules and Procedures at a base level. He makes sure that sure that procedures, process (Vehicle rental, compound access etc…) are known and respected.
Ensures or delegates responsibility for the integration of new Collaborator within the Logistics department, ensuring the project context, relevant tools and procedures, and PUI policies are well understood.
Identifies needs and completes training programs for logistics department’s Collaborator (organizational support, methodology, technical support as the case may be organization of training sessions…).
Prepares the job profiles of logistics Collaborator under his/her immediate supervision.
2. SUPPLY CHAIN MANAGEMENT
Ensures that the supply chain is efficient and well working at a base level and makes sure that it is coordinated and followed up with the capital logistics department.
Facilitates the entry of imported goods (drugs and medical equipment) inside the country
Leads the drafting and update of all procurement plans and any other procurement follow-up tools at base level and coordinates with the LogCo when it comes to a more global supply strategy.
Ensures that all the procurement activities are implemented at base level in compliance with PUI procurement procedures and donors’ guidelines, and are properly documented.
Ensures that all the storekeeping activities are implemented at base level in compliance with PUI storekeeping procedures and donors’ guidelines, and are properly documented.
Ensures the organization of all transportation means at base level, notably by prioritizing the requests on a weekly basis and implementing a proper follow-up of their use.
3. ASSETS AND PREMISES’ MANAGEMENT
Ensures that all the assets affected to base are properly identified and registered in compliance with PUI procedures and donors’ guidelines.
Ensures the good use and maintenance of all assets at base level in compliance with PUI procedures and following manufacturers’ user manual or internal user manuals if necessary.
Monitoring and maintaining computer system and network and resolving computer issues: Install and configure computer hardware operating systems and softwares, replace computer parts if needed, conduct electrical safety
Ensures the proper maintenance of all the premises at base level, central pharmacy included.
Participates to premises’ administrative management at base level with the support of the Admin base and under the supervision of the DHoM.
Ensures that all the energy means necessary at base level are available and are managed in compliance with PUI procedures
Testing and evaluating new technology
Ensures that all premises at base level are properly equipped in compliance with PUI security guidelines (hibernation kits, first aid kits and extinguishers mainly).
Ensures that all transportation means at base level are equipped and used in compliance with PUI security guidelines.
Participates under the supervision of DHoM to the base security plan review and to the context follow-up.
Acts as security focal point in the base when the field DHoM is absent.
5. COORDINATION, REPORTING AND DISSEMINATION OF INFORMATION
Is the main focal point for Program Department at base level for any logistics’ related issue.
Liaises with Admin Department to better organize logistics Department finance needs.
Participates to any relevant internal and external meeting at base level and Participates actively.
Ensures good coordination between the Logistics Department and Logistics Coordination.
Ensures the proper dissemination and archiving of all Logistics Department documents, in compliance with PUI procedures and donors’ guidelines.
Implement various intervention strategies based on difficult security logistics, humanitarian context,and to adapt quickly in response to new constraints (security, logistics etc…)
In General, the Collaborator has to remain flexible and to perform other duties as required for the good running of the mission.
NB: This job description may be subject to modifications in the future, depending on the evolution of the activities. These modifications will then be defined and discussed between the Collaborator and PUI
Focus on 3 priority activities relating to the context of the mission (opening in Libya)
1. In a context of opening of the base, structure the Logistics department for an efficient support to the activities:
a. Internally: trainings of logistic team, distribution of tasks, implementation of process and follow up tools (assets/equipment) in compliance with PUI and donor’s procedures…
b. Externally with other departments: guidance of all PUI Collaborators regarding logistic procedures (explanation of the responsibilities under the Admin department, respect of process, planning of activities…)
2. Implement an efficient and transparent supply chain (international and national) in compliance with PUI procedures, donors’ guidelines and the strategy developed at the mission level, while facing the financial crisis and related cash shortage.
3. Ensure a quick start of PUI activities in Benghazi (rehabilitation of facilities, supply of equipment….) and ensure good working conditions to our Collaborators and good hosting conditions to beneficiaries
Direct management: 1 Base Log Officer + 1 Supply Offcer
indirectly Indirect management: 1 purchaser + 4/8 Guards + Subcontracted Drivers and Cleaner
- Bachelor/Master in Logistics (Supply Chain Management notably).
-PUI procedures knowledge
-Logistics (asset & premise management).
- Security management
KNOWLEDGE AND SKILLS
-Assets and premises management.
- Planning and priority management
-Knowledge of procedure of institutional donors (UE, OFDA, ECHO, UN agencies ...)
-Collaborator training and capacity building.
-Rehabilitation/Construction of premises
LANGUAGES : English + Arabic
SOFTWARE : Pack Office
Required Personal Characteristics (fitting into team, suitability for the job and assignment/mission)
Leadership skills and an ability to make decisions, ability to show authority, if necessary.
Result-oriented, able to work independently while taking initiatives and showing a sense of responsibility
Good brainstorming, analytical (discernment, pragmatism) and trouble-shooting skills
Adaptability, practical sense & resourceful.
Committed, Proactive, Flexible to the needs of the team and organization
Organization, Management of priorities, rigor and respect of due dates.
Great ability to listen and to negotiate.
Sense of diplomacy and openness of spirit
Ability to remain calm and level-headed, manage affairs professionally and with maturity
General ability to resist stress and in unstable circumstances particularly (travels between bases)
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