Logistics and Security Manager

Under the responsibility of the Country Representative, the Logistics Manager guarantees the logistics performance of the delegation. S/he will be in charge of:

• Designing and deploying the logistics strategy at the national level.
• Supporting programs and projects on all logistical aspects at the various stages of the project cycle (project development, implementation, reporting).
• Implement and ensure compliance with Tdh logistics framework (supply, fleet, equipment, stock, premises, IT…).
• Drafting logistics standard operating procedures and templates for the delegation based in compliance with Tdh global logistics procedures and templatesStrengthening logistics capacities, to all Tdh staff and external partners, on Tdh logistics framework (induction, briefings, training in the capital and on bases).
• Coordinating the logistics activities of the delegation in close collaboration with the other departments.
• Providing logistics support to the various field bases and ensuring the harmonization of practices across the delegation.
• Defining and implementing internal control mechanisms, processes, and measures to ensure adequate use of Tdh resources and assets.
• Ensuring optimization, efficiency, and safety of logistics workflows (both physical and informative);
• Implementing an efficient monitoring system of logistics activities across the delegation.

In collaboration with the Country Representative and/or the Security Advisor, s/he contributes to the development of the operational security strategy and ensures respect of the security SOPs on the delegation.

S/he hierarchically supervises the coordination’s logistics team and functionally all the delegation's logistics staff. S/he is furthermore responsible for the capacity-building of all of the delegation’s logistics staff.

Specific responsibilities

Security management of the delegation

In collaboration with the Country Representative, s/he will: 

• Follow the day-to-day security context developments and provide movement clearances.
• Participate in the elaboration of the delegation’s security plan.
• Ensure the implementation of security rules and measures over the delegation.
• Represents Tdh in security clusters and meetings in the absence of the Country Representative.

 Define the delegation's logistics strategy and processes: 

• Design and ensure the implementation of the logistics strategy at delegation level, in line with the headquarters strategy and the Tdh logistics framework.
• Write the multi-year logistics strategy and the annual action plan of the department (both at delegation level and its declination in action plans by bases);
• Draft necessary logistics standard operating procedures for the whole delegation, based on Tdh global procedures
• Implementation of standardized logistics templates by the whole delegation, based on Tdh global procedures
• Proposal writing: evaluate the logistics feasibility of the projects, prepare sizing and budgeting of logistics costs, support and advise operational teams, rationalize logistics needs.
• Initiate, coordinate, and supervise the development of procurement plans prior to kick-off meetings.
• During kick-off meetings: Present the logistics strategy of projects, ensure that logistical constraints are known to all and considered in the project implementation.

Representation: 

• Develop Tdh's network and logistics networking in country.
• Actively participate in external coordination platform and logistics information meetings (inter-NGO, Logistics cluster, etc.).
• To be Tdh's main interlocutor with suppliers and contractors.

 General coordination: 

• As SMT member, proactively participate to coordination meetings at delegation level. Inform of progress in activities, anticipate and communicate about possible logistics issues/ constraints and propose solutions in support of the operations.
• Enaga ge in regular meetings with MEAN Regional Office and MENA Logistics Specialist
• With the support of the Country Representative, ensures the regular meetings are held with operational and program’s teams (project writing, updating of procurement plans, etc).
• Support programs and field bases on changes in operational modalities (opening/ closing/ downsizing).
• Manage, coordinate, and optimize the organization of logistics activities across the delegation.
• Implement Tdh's logistics procedures and donor procedures and ensure their respected by Tdh staff and external partners.
• Organize and manage the logistics department (weekly meetings, POA, etc.)
• Carry out regular internal control, spot checks and support visits of the field bases.

Evaluation, Compliance, and internal control: 

• Define and carry out the analysis of the logistics’ Key Performances Indicators (KPI). Implement corrective measures if necessary.
• Once a year, carry out the evaluation of the logistics departments and practices over the delegation.
• Keep abreast on donor regulations for logistical aspects.
• Organize/supervise the preparation of audits for the logistics components.
• Ensure continuous monitoring and compliance checks of purchase files.
• Organize an archiving system at delegation level (both for hard and soft copy on SharePoint), which guarantee the traceability and safety of logistics documentation (storage, monthly centralization of closed files, databases in coordination, etc.).

• In collaboration with the Country Representative and the Senior Finance and HR Manager, mitigate, prevent, and manage situations of fraud and corruption.

Procurement Management: 

• Monitor and keep up to date on market developments and opportunities.
• Ensure frequent update of suppliers database and price lists. Carry out annual evaluation for strategical suppliers.
• Guarantee the purchases of goods / services are performed in the respect of Tdh’s procurement procedure and following the “best value for money” principles.
• Strengthen the delegation's procurement planning capabilities and ensure logistics components are integrating into operational and projects schedules.
• Coordinate the realization and regular update of the procurement plan with the various stakeholders.
• Ensure the implementation of framework contracts for all recurring purchases of the delegation.
• Initiate, supervise, and coordinate tendering processes at the national level.
• Ensure effective and proactive information sharing with the entire team (order processing status, weekly update and dissemination of purchase/contract tracking, price catalog, etc.).In collaboration with the logistic officers, ensure the planning and forecast for expenses under logistics budget are done. Ensure that budget lines related to logistics are monitored and observed.
• Supervise and ensure the proper organization of customs receiving/clearance operations for international purchases.

Stock management: 

• Define and ensure the implementation of the delegation’s storage strategy to mitigate supply shortage (buffer stock).
• Ensure the sizing, identification and security of storage spaces are adapt to the needs.
• Ensure the implementation of a monitoring system and internal control mechanisms guaranteeing traceability and reconciliation on stock movements (donor, final destination, etc.).
• Ensure Tdh staff understand and comply with stock management procedures.
• Coordinate and ensure physical inventories and inventory reports are completed over the delegation as per frequencies defined (monthly, quarterly).
• Ensure a system is in place for the reconciliation of stock outflows and donations made by the program team.

Equipment management: 

• Lead the annual inventory of all assets across all bases and delegation offices.
• Define and ensure the implementation the delegation’s equipment management strategy (draft of the annual renewal plan, anticipate decommissioning, etc ...).
• Responsible for the implementation and ensure compliance with Tdh’s equipment management procedures over the delegation (identification, monitoring, maintenance, assignments, etc ...);
• In line with structural and operational needs, ensure the adequate sizing and rationalization of the equipment over the delegation.
• In collaboration with Logistic Officers, train Tdh staff and ensure the implementation of the IT management policy over the delegation (sharepoint, backup, standardization, etc ...).

Fleet management / transportation: 

• Ensure compliance with Tdh fleet management procedures.
• Define the delegation's fleet management strategy (travel, purchase VS rental, tracking, etc.)
• Ensure transport means are adapted to operational and project’s needs (types of vehicles, fleet and vehicle sizing, safety/security)
• In collaboration with the Country Representative, define and ensure respect of fleet and movement’s SOPs over the Delegation.
• Monitor, analyze and optimize fleet operative and running costs (monthly analysis: mileage, fuel consumption, maintenance, etc.). Implement corrective measures if necessary.
• Ensure the vehicles provided are guaranteeing the safety and security of Tdh staff (maintenance, safety equipment, adapted to context, etc.).
• Supervise the shipment and delivery of goods and materials up to their destination

Infrastructures and premises management: 

• Ensure adequacy of the infrastructures with the needs of the delegation (superficies vs number of staff, storage spaces, electrical back-up, etc.).
• In collaboration with the Security Advisor and the Country Delegate, carry out the identification and validation of buildings and premises.
• In collaboration with the Logisticians and the Country Delegate, coordinate / supervise the opening-closing of new offices / premises.
• In collaboration with the Country Representative, guarantee the safety of infrastructures and compliance with Tdh standards (electric installation, fire hazard, guarding, security trunks, saferoom, etc.).
• Ensure all premises have adequate safety measures and equipment to ensure the safety and wellbeing of the staff.

Infrastructures and premises management: 

• Ensure adequacy of the infrastructures with the needs of the delegation (superficies vs number of staff, storage spaces, electrical back-up, etc.).
• In collaboration with the Security Advisor and the Country Delegate, carry out the identification and validation of buildings and premises.
• In collaboration with the Logisticians and the Country Delegate, coordinate / supervise the opening-closing of new offices / premises.
• In collaboration with the Country Representative, guarantee the safety of infrastructures and compliance with Tdh standards (electric installation, fire hazard, guarding, security trunks, saferoom, etc.).
• Ensure all premises have adequate safety measures and equipment to ensure the safety and wellbeing of the staff.

Human resources management: 

• Ensure logistics staffing over the delegation is adequate for the operational and programmatic requirements (typology of activities, procurement volume, etc...).
• In collaboration with HR department, participate in the logistics staff recruitment.
• Ensure roles, responsibilities and tasks among the logistics team are clearly defined, formalized and followed in practice.
• Formalize the action plans / objectives of staff in direct management. Ensure action plan for logistics staff in indirect management are done by respective supervisors.
• Provide expert technical support to the logistics team.
• Supervise the logistics team and formalize measurable objectives. Monitoring of the performance of the logistics team.
• Carry out regular visits to field bases to strengthen the capacities of employees, monitor the implementation of action plans and carry out internal control operations.
• Ensure strict application and compliance with internal rules and procedures by the logistics team.
• Organize and implement logistics workshops to harmonize practices over delegation.
• Ensure the capacities of the logistics team are continuously built and set up a training plan for the department, with the help of other support services (HR, Finance).
• Ensure that annual appraisal of the logistics staff is completed.

Reporting:

• Proactively communicate the progress of the logistics action plan and any difficulties encountered to the Country Representative.
• Draft donor reports for the logistics components.
• Compile and analyze the delegation's logistics data monthly. Inform the Country Representative and the HQ Logistics Specialist of the situation and any corrective measures to be implemented.
• Ensure the Procurement Tracker is updated regularly for the whole delegation
• Prepare handover document in case of annual leave or end of mission report.

Institutional projects:

• Based on ad hoc need and request from HQ, participate and contribute to institutional projects (carbon footprint, etc…)

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This function requires mastery of Fundamental Personal, Social and Leadership (CPSL), Technical and Methodological (CTM) and Managerial and Strategic (CMS) skills. Of which particularly :

1. Communicates in a clear, concise, and responsible manner.
2. Builds relationships of trust with his interlocutors, behaves as a partner.
3. Does what it says, respects institutional values, processes, and rules.
4. Demonstrates autonomy and decision-making ability.
5. Manages time and priorities, respects deadlines and is punctual.
6. Demonstrates determination and proactivity.
7. Demonstrates flexibility, availability, and adaptability.
8. Acts as a complexity reduction by translating organizational strategy into clear priorities, objectives, and operational actions.

As well as the following specific "Business" skills:

Reference document: Business Skills Framework (CMe)

9. Masters PCM (Project Cycle Management).
10. Has working knowledge of N1 donor mechanisms.
11. Risk analysis and security context/operational risk management L1.
12. Analyzes and synthesizes N2 information.
13. Analysis related to program and N2 context.
14. Has a capacity to respond quickly to the onset / intensification of the N2 crisis.

Training/Qualifications : Higher level studies: Master in Logistics / Transport / Administration or any other relevant degree

Experience:

• Proven experience as a logistician in an international NGO on a country level or managing a large base (minimum 5 years).
• Experience in an emergency or unstable security context.
• Experience in team management and experience in training/capacity building desired.
• Mastery of logistics procedures.
• Mastery of donor procedures (ECHO, OCHA, SDC, UNICEF, etc.).

Languages: Native Arabic, Fluent in English.

IT Knowledge: Mastery of the usual tools

Interested candidates should send their resume with motivation letter on or before Friday 13th of September 2024 to [email protected] , indicating your name, surname and the job title ( Logistics and Security Manager) in the subject line of your e-mail application.

Incomplete applications or applications received after the deadline will be disregarded.

Please note that while Tdh values every application, the recruitment process may be concluded ahead of schedule should Tdh identifies a candidate who meets all the requirements. Tdh encourages interested applicants to submit their applications promptly.

Qualified candidates are encouraged to apply and those shortlisted will be contacted.