Logistics Coordinator

Job Title: Logistics Coordinator

Reports to: System Director

Direct reports: Senior Procurement Officer, Procurement Officer, Senior Logistic officer, Roving Logistic officer.

Liaise with: Internal: SMT, Area Coordinators, Area Managers, Snr Logs officers, Systems Coordinators, Transport Officers, Warehouse Officers, Technical advisors/Program managers, HR Manager, ICT,. External: Logistics Cluster, Key stakeholders

Job location: Port Sudan; pending visa approval temporary accommodation in Nairobi

Pay Band: 4 (€44,133 – € 49,038) per annum.

Contract: 1 year fixed term contract

Job purpose: This is a 12 months’ new role with unaccompanied terms. Reporting to the System Director, He/She will provide coordination for Logistics functions in Sudan to ensure that effective and efficient support is provided to the program activities, to ensure quality of programme delivery in line with Concern’s policies and procedures. The Logistics Coordinator will be responsible for overseeing Procurement, Warehousing Management, Fleet Management, Fixed Assets Management and Donations in Kind. The role also involves promoting accountability by enforcing adherence to Concern global standards and Sudan’s policies and procedures. Strong diplomacy, staff supervision skill, and the ability to deal with difficult situations are major features of this role as you will be overseeing support systems. He/She will also be expected to support in developing accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes. You will undertake frequent support visits to the programme areas.

You will be responsible for:

1. Programme Support
   • Provide technical advice and support to programme coordinators and managers on specific administration and logistics issues to ensure the efficient implementation of programmes.
   • Ensure that all staff are trained on and comply with Concern’s Procurement, Transport and Warehouse Manuals.
   • Support the Systems Director at the start of any new donor contract to have a Procurement plan(PP) in place, identify and communicate all donor-specific requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project
   • Advise programme staff on distribution systems to communities, (including DIK) & construction sites and ensure that they are in line with donor requirements
   • Advice on compliance with policies and document through systematic and random verifications of policy implementation and logistics records. Ensure there is consistent & constructive support to other departments to ensure effective, compliant polices & procedures.
2. Transport Management
   • Ensure effective fleet and fuel management systems (cars and generators) are in place at country office and the field office(s) in accordance with Concern procedures
   • Ensure all monthly transport reports on fuel usage, mileage, repairs and maintenance for each vehicle, motorbike and generator are accurate and submitted to the country office, Transport Officer and System Director in a timely manner and review these for any potential issues.
   • Ensure the timely and accurate completion of vehicle log sheets and fuel control documents with monthly reporting and reconciliations for CO and the field offices(s).
   • Conduct monthly analysis of transport information to inform SMT about fleet situation and to raise any concerns to the SMT attention.
   • Revise transport contracts to ensure they comply with Concern guidelines and legal requirements.
   • Ensure that effective and timely transport support is provided to all aspect of the programme.
   • Ensure that an internal vehicle maintenance plan exist for all Concern vehicles and that all vehicles and drivers comply with national transportation regulations.
3. Procurement
   • Ensure Concern and donor procurement procedures are understood and complied with by all relevant personnel
   • Ensure the field office Logistics team maintains a clear, well-documented paper trail in their files
   • Work with the programme teams to develop realistic annual procurement plans and ensure that these are maintained and updated.
   • Manage and coordinate with relevant procurement staff to ensure all procurements are tracked and delivered effectively and efficiently.
   • Oversee the Supplies Request Tracker System process (revise and consolidate), ensure that it’s completed and shared with the SMT, all Budget holders and logistics staff on a weekly basis.
   • Establish and follow up framework agreements for strategic items categories contributing to the improvement of Sudan’s procurement efficiency.
   • Keep an up-to-date database of local suppliers (including preferred suppliers list) and prices list of frequently needed goods and services.
   • Establish, develop and manage relationships with local suppliers and relevant stakeholders where applicable to allow good networking and information on market situation for Concern Sudan’s procurement efficiency.
   • Oversee the clearance process for imported goods and ensure that all necessary documents are produced to facilitate the process.
4. Warehouse Management
   • Ensure that all procedures and controls are in place for warehouse including storage and movement of goods and materials in other locations.
   • Conduct physical periodic stock and inventory spot counts/checks ensuring that prompt actions are taken where discrepancies are reported.
   • Ensure monthly stocks reports are prepared including DIK and all submitted to Systems Director by the scheduled time.
   • Oversee all warehousing facilities according to Concern standards and procedures, ensuring all items are stacked correctly and can be easily counted. Make sure the warehouses are kept clean and secured, and all damaged items are reported and dealt with as per existing Concern logistic procedures.
   • Advise and support field and programme teams on stock planning and management to ensure programme objectives are met.
   • Advise programme and field teams on distribution systems when required.
5. Fixed Assets Management
   • Maintain a centralized up-to-date fixed assets register for Sudan in coordination with the ICT Officer and carry out semi-annual and annual assessments;
   • Ensure all assets lists and inventories are properly and physically tagged, recorded and maintained and a report made on quarterly basis to Systems Director and CFC.
   • Ensure a disposition plan is presented to SMT every year for deliberation and that all records related to authorized disposals are maintained.
   • Advise on disposal and replacement of assets as appropriate.
   • Ensure all office equipment are in good working condition.
6. Financial Management
   • Develop accurate transport and administration budgets for donor proposals and as part of Concern’s annual budget processes. Work with teams to ensure donor budgets include the required systems support for programme implementation.
   • Manage transport and administration expenditure and budgets in consultation with AC and Systems Director, ensuring resources are optimally utilized and spending is in line with Concern financial procedures and Donor requirements.
7. Staff Management
   • Lead and manage CO and the field Logistics Staff, contributing to their capacity building and career development through on-the-job training and coaching, including in particular a thorough induction at the start of their contract
   • Ensure that all positions in the department have accurate job descriptions (in consultation with their functional Line Manager where relevant)
   • Ensure each member of the team fully understands outcomes which are expected of them by setting SMART objectives, and that they are aware of the success criteria relating to their work
   • Monitor and review performance and hold staff accountable for meeting the success criteria; give corrective feedback where required and take decisive action in the case of poor performance
   • Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently while also ensuring appropriate segregations of duty for control purposes
   • Identify and take appropriate action to fill resource gaps (launch timely recruitment to replace a leavers).
8. Equality and Accountability:
   • Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the programme.
   • Take active measures to address equality issues, particularly relating to gender, in programme as well as operational (e.g. HR) activities.
   • Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and Associated policies, finance, logistics, HR, security management etc.).
   • Undertake other related duties as may reasonably be assigned by the Area Coordinator in consultation with Systems Director
   • Ensure staff are aware, and consent to Anti-Fraud and Whistle Blowing Policy committing to the highest possible standards of openness, transparency and accountability in all Concern affairs.
9. Capacity building, Training & Outreach:
   1. Try to develop the skills of logistics and programme staff, and roll out Overseas Procurement manual, including warehousing and transport manuals to enable logistics management tools to design and implement quality programming without compromising accountability and integrity.
   2. Actively participates in regularly scheduled meetings to enhance and develop integrated logistics support to program activities, and bridge gap where Procurement committee may be overwhelmed.
   3. Support Logistics team to ensure Procurement plans are developed and maintained, in collaboration with program staff.
   4. Advice management on normal lead times on major procurements to be undertaken and find acceptable ways to minimize this to enable prompt response to beneficiaries.
   5. Ensure each Office has established contracted suppliers, as appropriate, and that Procurement files are completed and maintained in accordance with Concern Policy.
   6. Assist in review of emergency thresholds if deemed necessary within this period.
10. Emergency Response

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Sudan Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Accountability

• Oversee the implementation of a robust complaints and response mechanism (CRM) and ensure that any feedback or complaints from stakeholders are handled in an appropriate, timely and systematic way.
• Monitor programme activities to ensure they are carried out in line with Concern’s internal systems and procedures and that adherence to the Core Humanitarian Standard’s (CHS) commitments on accountability are met.
• Lead on inclusion of Accountability indicators in assessments and monitoring approaches.
• Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E).
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Your skills and experience will include:

Education, qualifications & experience required:

Essential

• Degree in logistics, management, business administration or a relevant profession
• Two years overseas experience in a systems / operations management role with an international NGO
• Experience in managing a team and in staff capacity development
• Experience of managing logistics systems in an emergency environment
• Cross cultural awareness and sensitivity
• Empathy with Concern’s goals and a commitment to capacity building, protection and participation
• Good communication and training / capacity building skills
• Ability in team building and working in a participatory/integrated manner
• Ability to work on own initiative
• Flexible, patient and adaptable to a changing environment
• Ability to work under pressure with numerous deadlines
• Knowledge of computer applications i.e. Microsoft word, Excel, communications systems
• Ability to live and work in a close team environment in a challenging and remote location
• Have excellent interpersonal, written and oral communication and presentation skills;
• Ability to work with minimum supervision;
• Ability to multi-task and work within deadlines;
• Knowledge of databases and skills needed to access, assess, and analyze information; Basic analytical and statistical skills

Desirable

• Financial management
• Good Knowledge of HR practice, policy and procedures
• Understanding of Sudan labour law
• Professional experience related to Human Resource Management in NGO setting
• Knowledge of Arabic

Due to the urgency of this position, applications will be short-listed on a regular basis and we may offer posts before the closing date.

If you have any concerns about our recruitment process and need particular assistance – for example if you have a visual impairment or are neurodivergent – please let us know and we will do our best to accommodate yo