Flying Logistics Manager – Manila (Filipino Nationals Only)

Duration : 12 months Start date : 01-Jan-2023

You’ll contribute to ending world hunger by …

• Leading and in-charge of management during emergencies in coordination with logistic and operations coordinator
• Field supporting to mission logistics teams according to identified needs.
• Supporting to strengthen the emergency logistic preparedness plan of Action Against Hunger mission
• Performing Admin / Finance function as necessary.
• Supporting to the work processes of the Operational Logistics team for Regular Programmes and Projects (Non -Emergency).

Key activities in your role will include

Objective 1: Ensure timely Logistics support to Emergency interventions

• Management and oversight of base logistics during emergencies and/or taking over the base logistics coordination.
• Supervise and reinforce all activities associated with the logistics area of the Base (supply chain, vehicle management, security, programme support, personnel management, document management and archiving).
• Timely delivery of logistics support during emergencies
• Lead in the design of the logistics intervention strategy of assigned base/emergency
• Ensure coordination with base/department during emergency response
• Management of resources allocated to logistic department during emergencies, including budget, HR and others.
• Represent Action Against Hunger to the regular and ad hoc meetings/ coordination related to Logistics and Security with relevant actors in the intervention area (Suppliers, service contractors, Action Against Hunger Partners, Logs Cluster, UN clusters and other relevant stakeholders ie Government authorities).
• Lead and conduct market and price monitoring
• Draft contracts for supplier and services for Logistic coordinator validation for approvals
• Ensure procurement threshold and application correct procedures and policies during emergencies
• Ensure quality control for supplies and services procured
• Perform Admin and finance function as delegated during emergency deployment.
• Lead and support setting-up new offices for emergency operations

Objective 2: Logistic support to field offices (with emergency and non-emergency projects)

• Provide timely support to field offices in the provision of logistical requirements for planned and on-going emergency and development programs
• Ensure regular and timely review of the submission of supply plan; supervision of the procurement plan and allocation of equipment and budget.
• Gap filling support to field offices and function as base logistics officer as needed and requested by line manager
• Ensure Logistic readiness for emergency operations in coordination with AAH departments, including support to review mission Emergency Preparedness and response Plan.
• Support the logistic coordinator in supervising the correct application of logistical procedures in Action Against Hunger field offices
• Supervision of purchases and necessary authorizations (tenders) in collaboration with the Technical Team and Logistics Coordinator.
• Monitoring and supervision of the use of the vehicle fleet.
• Monitoring of Base equipment and inventories
• Support review of mission EPRP.
• Ensure regular base logistics monthly reports in coordination with logistics coordinator.
• Updating of logistics data in the Logistic Mission Statement.
• Ensure Promotion of technological innovation and processes process (Link implementation and Teams maximization and E-archiving).
• Create new process and tools, if needed, to improve the quality of logistics department’s performance.

Objective 3: Managing of project-specific Admin, HR, and Logistics matters (emergencies and non-emergency)

• Support logistic coordinator in training needs identification of the logistic and other department staff as needed
• Contribute to building and maintaining institutional and human resource technical capacities and competencies (e.g. coaching, mentoring, training) of logistics department coordination with Logistic coordinator
• Provide inputs to manage staff performance including providing inputs to regular performance evaluation of the logistic staff.
• Embodies and transmits Organization’s values, ensures respect of its code of conduct and institutional policies and is vigilant with regard to expected attitudes and individual and collective behaviors
• Participate in recruitment of the required technical staff for Logistic department in coordination with logistic coordinators and HR manager
• Support relevant HR processes, e.g. development and review of job descriptions, recruitment and onboarding processes.
• Support in improving administrative and finance process that can facilitate effective and efficient program implementation
• Contribute to analysing and addressing logistical needs and bottlenecks that affect program implementation
• Manage and oversee administrative and finance during emergencies as requested
• Ensure correct management and application of administrative and finance procedures during emergencies
• Control the classification of the original invoices for sending to capital office on time.
• Ensure the archiving of copies of contracts (lease, rental, partnership, etc.) at the base level and timely transfer of such documents to the capital office;
• Supervise the archiving of the various original purchase validation documents (supplier purchase order, request.
• Ensure that interventions are implemented in a way that ensures internal and donor accountability

Objective 4: Context, safety and Security management

• Lead analyzing safety and security context in Action Against Hunger operational areas and analyzing risks using risk analysis framework in coordination and consultation with Logistic coordinator
• Support drafting and updating security plans/protocols
• Support and ensure implementation of AAH security guidelines and procedures
• Monitor compliance of base/mission SOPs
• Daily monitoring of safety and security context and incidents and timely reporting
• Incorporate security considerations in context analysis in project/program implementation.

Do you meet the profile required criteria?

• Degree in logistics, engineering or similar, or equivalent experience
• Technical Knowledge:
  • Experience of emergency response logistics management with an INGO in the Philippines.
    • Knowledge of donor guidelines and procedures (AECID,BHA,ECHO, UN, DFID). Knowledge of the administrative and logistical rules for emergency donors
    • Knowledge of different NGO/Agency response mechanisms.
  • A strong knowledge of Supply Cycle Management and reporting.
  • Knowledge of security management systems and communication channels.
  • Good analytical skills.
• At least 3 years previous field experience NGO in emergency response supply chain management.
• Language: English and Filipino required; knowledgeable in other local dialects is desirable.
• IT systems: Advance knowledge/command on MS Office
• Mobility: Based in Manila with frequent travels to Mindanao and other bases within the country.
• Valuable prior experience in issues related to the promotion of gender equality or personal commitment to gender equality.

Our remuneration package:

• Compensation: based on Action Against Hunger grid.
• Benefits: health insurance, accident, and life insurance, leave entitlement, government-mandated benefits.
• Fixed-term employment