ERT Logistics Coordinator

Role & Responsibilities

On a day-to-day basis the ERT Logistics Coordinator is involved in a wide variety of activities involving coordination, logistics (transport, warehousing, and procurement) and staff supervision. The role takes responsibility for coordination of logistics across ERT, enabling programs to focus on delivering their life saving work.

Project Overview

The Emergency Response Team (ERT) works across South Sudan in response to acute emergencies: displacement due to conflict or disasters, returnee/refugee influxes, disease outbreaks, natural disasters, and emergency level malnutrition. The ERT has teams across four sectors – Health, Nutrition, Non-Food Items (NFIs)/ Shelter, and WASH, with teams often working together in field sites. Multiple emergency response sites may be active at any given time with their being of five interventions usually running concurrently.

Workplace & Working conditions

Field position based in Juba, South Sudan with occasional travel across South Sudan.

Starting Date / Initial Contract Details

As soon as possible. Full-time, 24 months.

Key Activity Areas

Logistics

• Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport booking and tracking, utilities, communication equipment, vehicle hire, base setup, and asset tracking.
• Liaising with the ERT Project Managers and PC to provide logistical support to the projects and the teams.
• Be the point of contact between all ERT teams and Juba-based logistics positions – in particular the Supply Chain Manager, Logistics Manager, Warehouse Manager and Transport Manager.
• Travel to ERT response locations and support logistics operations and needs on site including base set up, stock management, and supplier selection. Ensure all activities are carried out in line with Medair guidelines and procedures and according to donor requirements. Work with relevant team members and field management to ensure the security of the Medair field base(s) and of all Medair property and equipment.

Staff Management

• Manage and work with nationally recruited staff with an emphasis on developing individual and team capacity to handle a variety of logistical tasks as efficiently and effectively as possible. Strong focus on delegating tasks under supervision and increasing capacity of logistics team.
• Manage schedule and deployments of field logisticians to priority ERT locations while ensuring locations without field logisticians have full information, documentation and support. Coordinate and approve RnRs and holidays for ERT Logs staff. Conduct staff appraisals and enforce disciplinary policies for positions directly managed.
• Use Medair HR tools to support professional development and to build the capacity of the staff across the team.
• Look for relevant training opportunities for all staff in liaison with PC / Logs Manager, and advocate for different, emergency response training opportunities where appropriate to the role, such as access negotiation.

Administration

• In close collaboration with the Medair logistics team, meet the related administrative requirements of Medair donors, local legislation, suppliers, contractors, and any other stakeholders, so that the logistical aspects of the programme function efficiently, effectively, and with integrity.
• Ensure a clear and transparent paper trail is in place for all logistical transactions (purchase requests, waybills, stock control, logpacks, etc.), that records are kept in an orderly and timely fashion and that the filing and archive system is in line with Medair and donor requirements. Contribute, as required, to the accurate and timely reporting of activities, e.g. through weekly and monthly reports. Support program teams with arranging accommodation, transport and support for an upcoming field assessments / intervention.

Communication

• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of activities and requirements. Provide training, advice, mentoring, and coaching as required to all relevant staff on logistical procedures, internal controls, and the logistical requirements of donors.
• Develop and maintain positive relationships with suppliers, local authorities, the Logistics Cluster, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.
• Act as focal point for coordination with the Logistics Cluster for all road, river and air transport.

Quality Management

• Use and promote the use of documents in the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.
• Be aware of the potential for loss or fraud in logistical activities and procedures. Proactively work to prevent such occurrences by working with the team to improve transparency and to ensure the best use of Medair assets and resources. Manage ERT templates for HR, Finance and Logistics processes ensuring staff re using most up to date documentation and compliance procedures are followed.

Finance and HR

• Work with field teams to plan cash forecasting and work with finance and cash handling agents to ensure field teams have required finances. Work with PC, PMs and field teams to ensure finance processes are followed.
• Support field team with hire of temporary workers ensuring proper documentation and processes are followed.
• Liaise with HR and Finance teams in Juba to plan for field missions and ensure coordination across sectors.
• Manage budget for ERT logistics which includes all team equipment management, budgeting and procurement.

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• University degree in relevant subject or equivalent professional / technical qualification.
• Excellent working knowledge of the English (spoken and written).

Experience

• Relevant professional experience in an administrative position, including Logistics, and/or finance/HR.
• Problem solving ability. Strong administrative skills. Good numerical and report writing skills.
• Impeccable attention to detail. Team-player with good communication and inter-personal skills.
• Able to develop and maintain effective relationships with internal and external stakeholders.
• Excellent communication and coordination skills.
• Creative, open-minded, flexible, self-learner. Have a solution orientated mindset.

All new deploying international staff to Medair’s country programmes (and other roles which require field travel) should be fully vaccinated with a WHO-approved COVID vaccine, supported with a COVID vaccination certificate as evidence.