Logistics Manager (Nairobi) at Terre des hommes (TDH)

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.