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Transport and Logistics Coordinator

Full -Time
  • Full -Time
  • Mogadishu
  • Applications have closed

Posted: 14 Jun 2022

Job Description

Applications are invited from suitably qualified candidates for the following position:

Job Title: Transport and Logistics Coordinator

Reports to: Transport and Logistics Manager

Direct reports: Procurement Officer, Warehouse Officer, and Logistics Assistant

Job Location: Mogadishu with travel to other Programme locations when necessary

Contract Details: Two years contract with three months’ probation.

Job Purpose:

Under the direct supervision and guidance of the Transport and Logistics Manager, the Logistics Coordinator is responsible for overall management of logistics function (Tendering Management, purchasing, transport, storage, asset management) of Concern Somalia Programme and ensures that all tasks are carried out in line with Concern and donor procedures. The Logistics Coordinator will also be responsible for ensuring that goods required are purchased in the most timely and cost-effective manner, with due regard to quality and that accountability and transparency are maintained at all times.

Main duties & Responsibilities:

 1)   PROCURMENT – MANAGEMENT OF PURCHASING, RECEIVING & DELIVERING

·          The Logistics coordinator will facilitate and manage all the tendering or contractor sourcing process. It is required to manage such important and appropriate tender documents and to have in place relevant evaluation criteria, which will be used to evaluate bid submissions.

·          Efficient and effective management of the day to day logistics function of the Programme

·          Adhere to Concern’s procurement policy and procedures based on best value for money in price, quality, quantity, delivery time, etc. Actively engage in purchase of goods/ service for Concern Programme, Concern offices, Concern vehicles as requested.

·          Work hand in hand with Programme team and provide information about the status of various orders, receipt/ delivery of goods and storage.

·          Oversee and manage the logistics team in receiving, checking and timely delivering of supplies and equipment to their intended destinations

·          Responsible for customs clearance of goods arriving in Somalia, including managing the relationship with clearing agent.

·          Ensuring a proper logistics filing system is in place at all the times

·          Ensuring proper utilization of all logistical documents; GDN, GRN, SR, and Stock cards

·          Manage procurement documentation to ensure that all paperwork is complete, suppliers are paid in a timely manner and that all relevant parties are aware of the status of requests.

·          Disseminate SR tracking sheet showing up to date status of Supplies Request for all purchases of goods and services

·          Ensure that Concern’s preferred suppliers’ list are reviewed and updated on an annual basis

·          Establish database for price index and ensure it is updated on bi-annual basis

·          Uphold and maintain good relations with all vendors/suppliers

·          Prepare supply framework agreements with identified suppliers as and when necessary

·          Participate in procurement and tender committees supporting with preparation of tender documents

·          Assist in developing an efficient and effective supply chain with the aim of reducing operational costs.

·          Ensure all contracts including framework agreements, supply, service and construction contracts are technical and legally sound and compliant with Concern’s procedures and policies.

·          Ensure that procurement files are stored electronically and in hard copy as per Concern and Donor regulations.

·          In conjunction with the Systems Director and Programme Director ensure all project proposals have a procurement plan which will be prepared prior to and implemented immediately at the start of each new project.

·          At the start of any new donor contract identify and communicate all donor-specific logistics requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project.

2)   TRANSPORT – FLEET MANAGEMENT

·          Manage the transport function for the Programme and ensure safety during movements at all times.

·          Ensure transport needs of the Programme are met as they arise while ensuring their optimum and correct usage. Ensure Concern’s transport and rented vehicles are used solely for official business all the time.

·          Ensure that weekly transport schedule are prepared based on staff action plans, and implemented accordingly.

·          Ensure that vehicle logbooks are filled on timely and adequately and ensure proper and efficient utilization of transport fuel

·          Monitor fuel price, consumption rate, prepare monthly fuel consumption and vehicle usage reports for submission to accounts

·          Ensure Concern vehicles are in good condition, properly maintained and their insurance cover are renewed on timely manner

·          Ensure rental vehicle contracts are drawn up and signed timely.

·          Effective and timely handling of possible complaints between drivers and Concern staff

3)   ASSET MANAGEMENT

·          Responsible for ensuring that accurate and up to date fixed asset list and inventory of all Concern’s property are in place and updated quarterly

·          Ensure that incoming assets purchased by the organization are tagged and recorded in the asset register immediately

·          Ensure that movements and disposals of assets are recorded properly in the relevant documents

·          Ensure that asset disposal procedures fully complies with Concern and donor guidelines

4)   WAREHOUSE MANAGEMENT

·          Review Concern’s stores to confirm that they are fit for purpose, organized and managed according to Concern’s manual and standards.

·          Managing the Concern stores (Cold-chain/Ambient warehouses) ensuring Concern Logistics procedure as follows:

o     Stores inspections ensuring they are kept clean and safe and stocks are stacked safely and appropriately (including pharmaceuticals);

o     Ensuring all stock cards are updated, reconciled to GRN’s, RR’s & adjustment cards, and kept on safe secure location;

o     Working with Storekeeper and Transport and Logistics Manager to ensure regular physical stock counts (monthly) reconciling physical stocks with stock cards and/or stationery lists according to existing Concern logistics procedures;

o     Ensuring all stocks received are recorded in GDN’s and no stocks are          issued without authorization (e.g. Release Requests for stores, kitchen/stationary authorization sheets, etc.)

o     Report on a monthly basis to the Transport and Logistics Manager any Donations in Kind received. This includes sending scanned GRNs/waybills and completion of the DIK stock reconciliation template.

·          Ensure that all the goods are safely and securely dispatched with appropriate documentation according to the documents sent by the office;

·          Reporting stock movements and maintaining a centralized stock record of all supplies by.

o     Compile monthly stock reports for the Transport and Logistics Manager’s review

o     Updating Transport and Logistics Manager on the current stock of items by producing monthly and quarterly reports in agreed formats and against agreed timelines

o     Ensure that distribution of supplies are properly accounted for and distribution reports fully reconcile with GDN. Ensure all distribution reports are properly filed and stored in a secure location that can be easily retrieved when needed.

5)   OTHER DUTIES

·          Manage Procurement Officer, Warehouse Officer and Logistics Assistant

·          Carry out logistics training for relevant staff in Concern offices, as required

·          Participate and contribute towards Concern’s Emergency response as and when necessary

·          Comply      with     Concern’s      health,      safety      and     security     guidelines      during emergencies

·          Ensure that all positions you line manage have up-to-date job descriptions.

·          Ensure that Concern’s Performance Development Review process is carried out  for each logistics staff member.

·          Support and coach field based logistics staff.

·          Adhere to Concern’s Code of Conduct and associated policies and report to the line manager or Country Director if there are any suspected breeches of these.

·          Advise the CMT of logistics affecting project implementation and propose cost effective and efficient solutions

·          Perform any other duties as requested by the Line Manager

6) Accountability 

·          In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

·          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 the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;

·          Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Concern’s Code of Conduct (CCoC) and its associated policies

·          Adhere to the standards of conduct outlined in the (1) Programme Participant Protection Policy; (2) Child Safeguarding Policy; and (3) Anti-Trafficking in Persons Policy.

 

Skills and Qualifications

·          Degree in Business Administration or equivalent in relevant field

·          At least 5-7 years’ experience in a similar position, preferably within INGO sector

·          Substantial knowledge of standard logistics procedures and practices required.

·          Demonstrated ability to develop and maintain effective work relationships with logistics counterparts and staff within the regional/country office.

·          Ability to deal patiently and tactfully with people of different nationalities and cultural backgrounds

·          Ability to multi-task including strong facilitation, negotiation skills in an ever changing, dynamic environment

·          Competency in computer skills including MS Office.

·          Fluency in English and Somali

How to apply

Interested candidates, who meet the above requirements, should submit their applications (cover letter and updated CVs) by email to som.vacancies@concern.net with the subject line “Logistics and Transport Coordinator” by Monday 27th June 2022.

ONLY shortlisted candidates will be contacted for the written test and interview.

Female candidates are strongly encouraged to apply.

Code of Conduct and its Associated Policies

Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behavior expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

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………..JOBSOM…………………

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