Job Title:Logistics Manager
Place of Work:Abuja (with frequent visits to field sites)
Grade:3 or National Equivalent B
Reports to:Country Director or delegated person
Contract Length:Permanent18 months (renewable)
Reporting to position:Logistics Officer, Procurement officer, Head driver (dotted line supervision of Field Logisticians and security focal points)
Budget Responsibility:YesGBP 500,000
Child Protection Level:3 (Staff will have contact with children and referees will be contacted to check on child safeguarding policy compliance)
Introduction
Save the Children is a leading international child rights organisation, fighting to improve the lives of children in the UK and 50 countries around the world. Together with children, we are helping to build a better world for present and future generations by making a reality of children’s rights.
Level of contact with children and young people
Child Protection Level 3
- In the overseas context, all posts are considered to be Level 3 posts in view of potential situations which may allow staff unsupervised access to vulnerable children and young people.
JOB PURPOSE
The Logistics Manager will be based in Abuja, but will travel frequently to field sites (up to 40% of time). By providing technical support to programme logistics offices on all aspects of logistics and operational programme delivery, it is expected the logistics manager will be able to help programmes offices to:
Minimalism operational running costs through the effective utilization and allocation of resources and helping programme develop effective recharge mechanisms
Improve accountability to donors and beneficiaries through implementation of regular reporting
and strong control mechanisms
Improve the quality and timeliness of projects
The Logistics Manager has overall responsibility for the co-ordination and management of all logistics activities within the country of operation and will provide support, capacity building and oversight to logistics staff in field locations. The post holder will report regularly to the Country Director in Nigeria and the Regional Logistics to ensure effective and accountable logistics operations in accordance with Save the Children’s best practice standards and NGO Code of Conduct.
The Logistics Manager will also serve as the country security focal point and advisor to the Country Director and Programme Managers, in the absence of Security Manager.
KEY ACCOUNTABILITIES
• Minimalism operational running costs through the effective utilization and allocation of resources and helping programme develop effective recharge mechanisms;
• Improve accountability to donors and beneficiaries through implementation of regular reporting and strong control mechanisms;
• Improve the quality and timeliness of projects through better logistics planning, delivery and budgeting;
• Co-ordinate all programme logistics; develop the country procedures and policies for the management of the supply chain, vehicle fleets, communication systems, emergency preparedness and, when delegated by the Country Director, security in line with SC guidelines and procedures;
• Oversee procurement of all materials and equipment requisitioned by the projects in a cost-effective and transparent manner in line with SC guidelines and specific donors policies;
• Centralise the programme supply chain by setting up of effective order management systems at capital level for national and international orders;
• Prepare a by-weekly summary of all outstanding requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects;
• Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed;
• Monitor procurement and logistics support costs in liaison with the Finance Manager to ensure that expenditures remain within approved budgets.
• Submit monthly projections of cash flow requirements for all procurement & logistics support;
• Maintain efficient filing system for all logistics forms, records and competitive quotations etc.;
• Provide orientation and on-the-job training to all field logistics staff so they can fully and competently execute their tasks; identify further training needs and establish staff development plans accordingly.
• Ensure that all logistics staff adheres to approved policies and procedures.
• Assist in the recruitment and interviewing of new logistics staff.
• Ensure international and national transportation of freight by land, sea and air is in line with programme budgets and needs; ensure the most cost effective and reliable means of transport is used for the timely delivery of supplies to project sites.
• Ensure management of vehicle fleets in accordance with SC standards; ensure appropriate allocation and safe use of vehicles throughout the programme and ensure servicing and maintenance schedules are adhered to;
• Supervise all procedures pertaining to customs clearance, shipping and cargo;
• Manage the country programme communication systems ensuring that all sites have appropriate and reliable means of communication; ensure standardisation of all communication equipment throughout the country
• Will be a delegated budget holder and will be responsible for managing and monitoring delegated budget lines and reporting on variances.
• Will lead participate in project and programme design and development/design of budgets for new proposals and concept notes.
• Work with the finance team to ensure Nigeria programme has proper costings on basic equipment,/materials goods and services including office running costs for all the Abuja and State offices.
• Establish communication guidelines and procedures (i.e., radio protocol) and ensure compliance.
• Ensure effective management of all SC assets by establishing and maintaining a centralised asset register and ensuring that all assets are logged, issued with unique SC asset numbers and ID cards, and tracked throughout the country;
• Ensure stock management and administration systems are implemented throughout the programme. Monitor stock levels and advise on appropriate stocking and replenishment to meet project demands;
• Work in close collaboration with other members of the Save the Children team; share information on assessments and proposed interventions; provide overview of logistics requirements for the development of project proposals and future projects;
• Develop the logistical aspects of the programme emergency preparedness plan, in co-ordination with programme management, throughout the country of operation and train logistic staff in managing emergencies;
• Liaise closely with the Logistics in the Region, and in general support head office initiatives around global logistics systems, as required;
• Monitor and provide support in security management to all field offices in Nigeria in the absence of the Security Coordinator;
• Ensure documents are developed to help with the security orientation for all new staff joining SC programme (National and International) with a comprehensive overview of security in Abuja and in the areas where staff will be based in the absence of the Security Coordinator;
• Represent STC at interagency logistics and security forums / meetings.
• Liaise with government, UN, NGOs and other agencies as necessary.
• Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, equal opportunities, accountability and other relevant policies.
PERSON SPECIFICATION
Essential
• Minimum 5 years experience in supply chain management in an emergency environment, including procurement, transport and distribution, fleet management, warehouse and stock management.
• Experience in distributions of NFIs and food.
• Proven experience of developing and implementing logistics policies, systems and procedures.
• Experience in the set up and use of HF & VHF radio systems, satellite phones and other field communications equipment and developing communications procedures.
• Proven experience of developing and implementing security, evacuation and contingency plans and of managing risk;
• Experience in management of Assets
• Demonstrates ability to build the capacity of logistics staff (both international and national) through the use of training, including coaching and mentoring, performance management frameworks and development plans.
• Practical experience of mentoring and coaching and transferring practical skills to others to enable them to put theory into practice.
• Excellent communication skills, diplomacy and experience working with government officials, UN agencies, NGOs and a variety of partners and service providers;
• Proven Financial, Budget and human resource management experience;
• Excellent interpersonal and team skills;
• Knowledge of donor compliance systems, in particular EC, USAID and or DfID.
• Excellent IT skills and knowledge of various computer software programs;
• Fluency in written and spoken English;
• Commitment to and understanding of STC aims, values and principles;
• Cultural sensitivity and adaptability.
Desirable
• Previous work experience in West Africa with other NGO/Agencies
• Experience in supporting Nutrition, Health and Livelihood programmes
• International work experience
Application
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