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Logistics Manager

4 months ago

Nairobi, Nairobi Area, Kenya Terre des hommes (TDH) Full time
Terre des hommes is the leading Swiss child relief agency. We are committed to improving the lives of millions of the world's most vulnerable children. Children are the first to suffer in times of war, natural disasters and as a result of poverty

Specific Responsibilities

In all project sites:

PROCUREMENT MANAGEMENT
Ensure the respect of Tdh and donor purchase procedures;
Identify and plan the delegation's procurement in collaboration with log/admin staff and Project Managers.
Ensure respect of the quality of the purchase and the delivery deadlines;
Follow up the order/purchase until delivery;

Ensure regular purchases follow up in close collaboration with the Administration Department for down payments and monthly budget follow up.

Ensure preparation of weekly procurement follow up updates according to the format available at the delegation

STOCKS MANAGEMENT
Ensure the respect of Tdh's and donor stock management procedure;
Manage regular inventory (monthly, quarterly, yearly) for the different items stored in the delegation;
Plan the stock supplying according to local constraints;
In charge of the warehouse management and control system;
Ensure security and the follow up of the equipment used on the delegation (identification, inventory, affectation);
Ensure the security and the follow up of the communication and IT equipment (and supplies) on the delegation (identification, inventory, affectation);

FLEET MANAGEMENT
Ensure the respect of Tdh and donor vehicle management procedure;
Supervise the general follow up of the delegation vehicle (consummation checks, movement planning, vehicle rental contracts, etc.)
Ensure a regular maintenance on the different vehicle of the delegation, setup appropriate maintenance contract with supplier or ensure an appropriate repair process with local technicians;
Handle transport contract negotiation with suppliers and follow up;
Define the more relevant means of transport for goods delivery and process the administrative formalities related to (by road, by plane, by boat, etc.) national, regional and international in a rapidly shifting context

MOVEMENT MANAGEMENT
Ensure smooth and transparent running of movement with necessary approval and recording

SECURITY MANAGEMENT
Update and ensure the respect of the security guideline adopted on the delegation, the good functioning of the relative tools and process and the correct use and acknowledge from all the members of the delegation (national & international staff) in close links with Head of Delegation;
Manage security guidelines updates, geopolitical follow up, incident reports and analysis;
Ensure that every single incident is reported as fast as possible to the Head of Delegation;
Keep informed of security trends

FIELD SUPPORT
maintain management routine system (meetings, reports, situation points, etc.) to ensure a smooth diffusion of relevant information (logistics) at delegation level;

Manage logistics support in collaboration with logisticians and advice and interact specifically with the Project team on regular basis.

Frequent movements have to be expected between the different bases if security and administrative constraint allows;
Ensure a pro-active link between the field (needs) and logistics team (needs & support) and play a continuous mediating role;

PREMISES
Ensure good functioning of the all sites equipment and maintenance (computers, printers, photocopiers, fridges, generators, etc.).
Searches for adequate premises when required
Organises moves when required

ASSETS
Maintains assets in good conditions
Disposes of assets when required
Maintains sate of the art records for assets

TEAM MANAGEMENT
ensure strict application and respect of the Internal Regulation by your related staff
support and advise your team in the implementation of their action plans;
ensure feedback towards team about issues potentially raised by them;
ensure a good communication – coordination – information level of each member of the team through regular coordination meetings (or other if needed);
ensure conflict resolution (personal and professional) in team
propose relevant needed adaptation to the organisational chart of the delegation and contribute to its implementation (job descriptions, etc.),
You support your staff in their management duty: coordination meetings, individual interviews, etc.

REPORTING

Centralize all logistics information available on the delegation and consolidate a monthly report (into the proper reporting form) to be delivered to the Head of Delegation.

Prepare a weekly report to be delivered to the Head of Delegation.
Provide regular reporting on your activities to the Head of Delegation.

REPRESENTATION
You participate actively to logistics and information meetings with peer organisations;
Maintain positive relations with TDH's partners and potential partners

OTHER:
Any other duty here by assigned by the Head of Delegation.

REQUIREMENTS
A bachelor's degree in logistics
A minimum of 5 years in a similar position within an NGO
Qualifications in security management or equivalent experience

IT:
knowledge of computer maintenance is an asset
Experience in capacity building management is a strong asset
English mandatory (oral and written)
Ability to work under pressure with a great level of personal organization
Sense of Diplomacy and patience
Ability to do critical analyse with limited information
A results-driven mindset.