Deputy Logistics Coordinator

Job title : Deputy Logistics Coordinator

Mission / Objectives

• The Deputy Logistics Coordinator backs up the Logistics Coordinator in guiding the mission logistics activities.
• In particular, he/she supports the completion of urgent tasks, supports the bases, and the set up of Solidarités International procedures and logistics tools.
• He/she replaces the Logistics Coordinator in case of absence.

Description of the Position
Supply Management:

• Review procurement for all bases in Nigeria.
• Submit procurement file for validation in LINK.
• Monitoring the status of all procurement files from all the bases and sub bases in Nigeria
• Participate in analysis of the purchasing environment at the national level in close collaboration with Logistics coordinator.
• Update the supplier files and price lists.
• Participate in drawing up a procurement table during the proposal editing process under Logistics Coordinator supervision.
• Ensure the implementation of purchases, making sure they are in accordance with SI and/or donors’ rules and procedures.
• Take part in drawing up calls for tender documents as well as contracts necessitating a coordination validation.
• Ensure monitoring of the supplier relationships
• Review the customs, procedures and documentation in force in Nigeria
• Participate in training logistics team members in the tasks inherent in supply management
• Participate in monitoring the bases’ purchase estimates and ensure that purchasing files are drawn up correctly mission wide
• Participate in close collaboration with Logistics Coordinator on durable equipment purchasing according to SI standards and have them validated by the headquarters Desk logistician
• Execute FRA process for Nigeria Mission wide

Stock Management:

• Consolidate and analyze monthly stock inventories submitted by all bases and field bases in close collaboration with logistics coordinator.
• Ensure compliance with Solidarites International storage procedures and format usage for Nigeria mission
• Participate in consolidation of the monthly valuation of donations for all mission programs
• Make reallocation suggestions for remaining materials once a program is completed in close collaboration with Logistics Coordinator and programs

Vehicle Fleet Management and Transportation:

• Monitoring Vehicle Rental Framework Agreement
• Review and ensure AOP for Vehicle Rental Submitted from all the bases reflect the actual usage
• Participate in the compilation and analysis of the monthly fuel consumption
• Manage the administrative management of vehicle documents (contracts, insurance, etc.) under the supervision of the Logistics Coordinator

Equipment Park / Telecommunication Management:

• Participate in the strategy definition for replenishing the park with logistics coordinator
• Assign a logistics code to all equipment entering the park with logistics coordinator
• Participate in the monthly update of the mission park statement
• Participate in scaling up the mission’s communication resources according to the field capacities and constraints
• Be aware of current legislation related to radio communications equipment

Computer equipment Management and Monitoring:

• Participation in the implementation for backups, data security, and anti-virus updates
• Ensure the computer equipment is well maintained and used correctly
• In collaboration with the Logistics Coordinator and IT Responsible, offer technical assistance to the teams and organize training sessions

Human Resource Management:

• Brief, when necessary, the logistics team members on arrival and support them in accomplishing their objectives throughout their mission
• Provide support and training materials to logistics team members as well as other colleagues as necessary
• Appraise personnel under direct supervision and participate in performance reviews for mission logistics team members under her/his supervision
• Participate in organizing regular formal meetings with team members
• Ensure good working and living conditions for all mission teams.

Security:

• Together with the coordination team, participating to determine the resources to implement in order to ensure the teams’ security
• Train teams in the procedures relating to travel, communication and building security

Reporting / Capitalization:
Under the supervision and in close collaboration with logistics coordinator

• Compile and analyze monthly logistics reports of the bases and carry out logistics reporting to logistics coordinator on a predefined schedule.
• Be an active participant in drafting proposals and donor financial reports on behalf of the logistics sections
• Centralize information on transport companies, distances, prices and methods.
• Ensure that price and supplier lists are compiled, along with documentation requirements in effect (import – export, exemptions, taxes)
• Transmit procurement files for completed programs to headquarters according to the established schedule
• Participate in coordination meetings relating to logistics when asked and/or delegated to do so.
• Participate in the archiving of logistics documents.

Miscellaneous:

• Commit to and comply with the organization PSEA principles & policies.
• Lead on the promotion of PSEA principles through daily activities and or through the management of their teams (Managing performance & development) and through the planning and implementation of operations and strategies.

Profile Forsaken

• Studies: Bachelor's Degree in Logistics, Supply Chain Management, IT or related fields
• Experience: Candidate must possess 2-3 years experience in a similar position in the humanitarian sector
• Languages: Strong communication skills are essential, with fluency in English mandatory. Knowledge of any local language spoken in Nigeria is an asset.
• Transversal Skills: Ability to work under pressure, Strong organizational, coordination and prioritization skills, Patient, self-control and solution oriented, Ability to manage a team and support capacity building, Good communication skills and ability to work with multidisciplinary teams
• Technical Skills: Strong knowledge of supply chain management (procurement, stock, transport), Strong knowledge of assets management, Proficiency in logistics management tools and IT software (Word, Powerpoint, Excel, LINK, KOSTANGO), Capacity to plan, coordinate and monitor logistics activities in line with mission needs and donor requirements, Good understanding of procurement procedures and compliance standards, Ability to analyze logistics data and produce clear reports