Kenya: Regional Logistics Coordinator

MISSION

Solidarités International is an international humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programmes followed by longer-term reconstruction projects. Whilst fully respecting the assisted populations’ customs and culture, Solidarités International’s programmes are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees.

Solidarités International is currently present in Africa (Central African Republic, South Sudan, Kenya, Somalia, Mali, Niger, Mauritania, Chad, Democratic Republic of the Congo, Ivory Coast), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar and Pakistan), in the Middle East (Syria and Lebanon) and in Haiti.

In Kenya and Somalia, Solidarites international is implementing a WASH and Food Security/LVH assistance program to support populations in south central Somalia and north Kenya), , and drought and conflict affected population in central and south Somalia. The project are managed from the field offices with the support of the coordination office in Nairobi.

Objectives of the Position

Current donors/funding partners for the mission include EC, ECHO, OFDA and UNs.

• To strengthen the Procurement Department in Coordination and to play an internal control role as well;
• To ensure quality and timely procurement for Kenya and Somalia programs
• To train the Program Managers to Logistics procedures and global understanding of their role in the procurement process;
• Ensure communication flow between coordination and field
• Regular Foolw up of supplier list and transporters, ensure the timely and good reception of asset list and market survey from the field

Goal/purpose:

The Logistics coordinator is responsible for the proper implementation and following of logistics procedures in all Kenya and Somalia programs, and to support on demand, DRC and South Sudan SI missions. He/she is the technical focal point for all logistics issues for the Kenya / Somalia team, and the primary link between headquarters and the mission for logistics matters. On request, he can be asked to support South Sudan and DRC SI Missions on procurement issues.

MAIN TASKS

Procurement

• To ensure the respect of SI/Donors procurement guidelines and procedures
• To identify good quality service providers at Kenya and Somalia level and updating the supplier list
• To monitor BCI/IOF processing by the procurement manager and the quoting process;
• To check the quality, conformity of the items purchased
• To draft and update services contracts (Fuel, delivery of bricks, sand…) as well as tenders if needed
• To conduct regular market assessments of durable equipment in Nairobi and to ensure that market assessments are conducted regularly in each SI base

Management and human resources

• To supervise, advise and coordinate the Logistics Coordination team in Nairobi
• Responsible of the Logistic induction for the new staff
• To support the field logisticians and program staff in terms of set-up and knowledge of procedures through field training
• To ensure regular performance evaluations for Nairobi logistics staff.
• To assess training needs for all logistics staff on the mission and to organize the provision of required training, in close cooperation with the Field Coordinators who directly manage the field logisticians
• To analyze and report on the needs in terms of Logistics human resources in Nairobi and the field, as well as support requirements from HQ
• To revise job descriptions as required
• To lead the recruitment of Logistics staff in Nairobi and to participate in the recruitment of field logistics staff
• To validate all disciplinary procedures for Nairobi logistics staff with the Administration Coordinator and the HR manager.
• To validate any changes to the structure of the Nairobi logistics team with the Head of Mission

Vehicles Fleet Management

• To anticipate and plan for vehicles management in Nairobi
• To regularly assess the transporters market (taxi, cars, trucks) and update the transporter list
• To manage the drivers in Nairobi in liaise with the transport officer
• To ensure a Log Book is kept for each vehicle in Nairobi
• To ensure the follow up of the fuel, spare parts and regular technical check-up inNairobi
• To be in charge of collecting and compiling the monthly Fuel Consumption follow up for Kenya and Somalia’s bases at the end of each month through the park statement report.
• To regularly review all aspects of fleet management on each base , providing a report to the HoM and Field Coordinator.

Transport/cargo Management

• Overall responsibility for the supply chain from Nairobi to the field (planes, trucks) for goods and supplies
• Overall responsibility for the organization of timely, cost-efficient and safe transport for SI staff from Nairobi to the field and to external destinations (HQ, expat breaks etc)

Stock Management

• To ensure that the mission Logisticians (field and Nairobi) are aware of SI/Donors procedures and requirements for stock storage.
• To ensure the collection and compilation of monthly stock inventories and provide regular training on the use of the stock management tools for Kenya/Somalia bases at the end of each month.

Supply

• To plan and anticipate the deliveries from Paris/Nairobi to the field in collaboration with the field logisticians.
• To ensure the respect of SI internal procedures.

Follow up of the durable equipments

• To make and update on a monthly basis the durable equipment list for Nairobi base.
• To ensure Identification Card for each equipment present in the durable equipment list.
• To train staff on the use and care of sensitive/delicate equipment such as Thuraya, HF, VHF, RBgan…
• To ensure the collection and compilation of monthly durable equipment inventories for Kenya/Somalia bases at the end of each month.

IT Management

• To ensure a qualified IT person is available to support the mission on a daily basis
• To monitor the proper use of laptops/desktops throughout the mission level.
• To ensure the proper use of Antivirus and the systematic backup of data on all computers
• To ensure that a cost-effective and functional internet access service is maintained on each base and in Nairobi

Security

The HoM and Deputy Country directors have primary responsibility for security management in Kenya and Somalia mission, but the Logistics coordinator plays a key role in security management by providing technical advice and supporting the implementation and monitoring of agreed security actions and procedures.

• To help to collect and update on daily basis the information regarding the security environment at the mission level, the recent incidents that have occurred in Kenya, especially Nairobi.
• To inform visiting staff and other visiting individuals about the security rules and regulations on the mission
• To set up the means of field communications and ensure that all staff know how to use them (, Satellite phones, Vsat…)
• To train all the mission staff in the basic driving rules and respect of them(speed limits, seatbelt fastened)
• To check on the presence of emergency kits at Nairobi and field level and to advise the Field Coordinator accordingly

Other tasks

• To ensure the proper management of the Nairobi Office and guest house
• To provide basic back up logistical support to the South Sudan mission (Supply, Transport, Staff movement etc) as requested by South Sudan mission or HQ (provided that this does not exceed a reasonable workload)

PROFILE

Education:

• Logistics & procurement, project management, engineering or other areas related technically related to Humanitarian Logistics.

Experience:

• 3 to 5 years of experience within an International NGO in an international context (i.e. as an expatriate from your country of origin);
• Minimum 2 years of experience in a similar position-at the country Head office (coordination);
• Previous experience of remote management contexts and horn of Africa is an advantage;
• Experience in team management (at least 3 staffs under direct supervision) and planning;

Transferable skills:

• Strong knowledge of procurement guidelines of the major institutional donors(EU, ECHO, DFID, OFDA, French Donors and UN Donors, especially CHF);
• Capacity to propose new ideas and put them into action

Strong HR management capacity

• Good communication and training skills
• Ability to motivate others to adopt new ideas and bring about change
• Natural ability to connect with other stakeholders and team members
• Perfect knowledge of Excel (PTT, formulas, macro, etc.);
• Good multi-tasking skills
• Ability to manage a heavy workload, to delegate tasks/responsibilities and to constantly reassess priorities
• Ability to work effectively in a multicultural team
• Ability to meet deadlines

Languages:

• A good level of written and spoken English is mandatory (French language skills would be an advantage for interaction with SI HQ but this is not a deciding factor for selection)

Other desirable qualities:

• Patience
• Rigorous
• Diplomatic

STATUS

Salaried post: According to experience from 1700 euros gross per month, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 700 USD. Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment.

• Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
• Vacation: During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a 7-day break during the 3rd and the 9th month (with 500 euros allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 14-day period after six months spent on the mission (Solidarités will cover travel costs).

DURATION

12 months

Beginning : ASAP

CV and Cover Letter

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