Afghanistan – A Logistics Coordinator in Kabul

Starting Date : December 2020

Location : Afghanistan, Kabul

Duration of Mission : 6 months

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. PUI teams are committed to support civilian victims of marginalization and exclusion, or hit by natural disasters, wars or economic collapse, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The Association leads in average 200 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures; water, sanitation and hygiene, and economic recovery. PUI provides assistance to around 6 million people in 23 countries – in the Caribbean, Africa, Asia, Middle East, Eastern Europe and France.

Find out about our history and values.

HUMANITARIAN SITUATION AND NEEDS

Afghan Mission is the oldest PUI mission with the first medical intervention launched in 1980 just after the Soviet invasion. Since then, Afghanistan has mostly been in conflict, with national armed groups and international forces that is causing mass casualties and massive movements of population within or out of the country. According to IOM Displacement Tracking Matrix (DTM), the total number of displaced population for the period 2012-2019 that currently live in host communities reached 4,350,900 individuals. The same time, the country has witnessed a strong wave of returnees from abroad at 3,451,510 people. This latter figure is expected to grow further in 2020 as large numbers of Afghans have fled the COVID-19 outbreak from neighboring countries (mainly from Iran). The high number of returns put additional pressure on host communities, fragile livelihoods and public services that are already strained by conflict and economic underperformance.

The achievements realized in the years following 2001 invasion are now jeopardized by the intensification of conflict and violence and fragile governance. Indeed, due to the increase of the attacks, casualties, displacements and consequently, of the acute needs, the United Nations reclassified Afghanistan conflict from a protracted to an active one. Armed groups are threatening the Government of Afghanistan that struggles to impose its vision of development despite continuous extended military, financial and political support, nationally and internationally.

As Afghanistan continues to face an extremely complex humanitarian challenges, the country remains one of the world’s largest refugee crisis. According to the World Bank data, by end of 2018, the number of Afghans refugees stood at close to 2.7mln, following only the Syrian crisis.

In the current context, with elevated pressure on aid organizations by different actors, fragmentized conflict that happens to a large extent away from urban centers, the capacity to deliver aid to those in need is particularly challenging. Access to remote areas is volatile, with military offensive and/or threats, expulsion by armed groups that cause agencies to suspend their operations at times. Health actors are particularly at risk as attacks on health facilities and staff continue to happen across the country with a visible intensity in areas where PUI operates.

In 2020, the COVID-19 pandemic advanced the crisis even further. Humanitarian Needs Overview (HNO) expects now 14mln of Afghans, or 37% of the country’s population, in need for assistance. This figure is revised upward from 9.4mln estimated earlier in 2020 and from 6.3mln in 2019.

OUR ACTION ONTHE FIELD

PUI orients its programs on addressing the fundamental needs of the Afghan populations through provision of assistance based on humanitarian principles and aligned with the concept of do no harm. Indeed, neutrality and impartiality are the key in order to enable humanitarian access to the affected communities, in particular in remote areas and territories contested or under control of the armed groups. PUI interventions are implemented in a coordinated manner and must demonstrate strong support and co-ownership of the stakeholders and beneficiaries. Grass root approach and engagement of communities is possible as the Agency maintains acceptance and relationships locally for years, and involves stakeholders in all stages of its actions from design of activities to community-based feedback mechanism and other accountability instruments.

Over the past 40 years of response in Afghanistan, PUI has delivered health and nutrition assistance with aim to reduce morbidity and mortality in vulnerable populations. The Organization contributed to the reconstruction of the health system and expansion of access to quality health services across 11 provinces altogether.

Until now, health remains PUI strong expertise in the country and the entry point to implement the integrated approach that combines primary health care, nutrition, sexual and reproductive health, maternal health, hygiene and sanitation, and increasingly psychosocial support. Since 2013, PUI has started interventions on emergency preparedness and trauma services to conflict-affected populations. As Afghanistan became the world’s deadliest conflict in 2018 with 59% annual increase in terrorism-related deaths, it is indeed crucial to maintain capacity to respond to mass casualties and/or populations displaced suddenly.

In terms of geographical coverage, PUI increasingly orients its operations to remote areas and territories contested or under the control of the armed groups.

Programmatic Objectives for 2019-2021 :

In the period of 2019-2021, PUI has remained aligned with the efforts to date, and continues ensuring access to quality health services through both mobile and static facilities. The Agency also increasingly prioritizes the needs related to mental health not only among vulnerable populations at large but also among humanitarian community exposed to traumatic events in their daily work. Other active sectors of interventions involve nutrition, WaSH, mainstreamed protection and cash-based assistance. PUI considers further expansion to complementary areas for instance food security and livelihoods.

As part of our actions in Afghanistan, we are looking for a Logistics Coordinator in Kabul.

OVERALL OBJECTIVE

Logistics Coordinator is responsible for the smooth functioning of the logistics on the mission. S/he makes sure the resources which are necessary for carrying out the programs are timely available, and actively participates in the mission’s safety and security management.

Under direct supervision of the Head of Mission, Logistics Coordinator is in charge of revision and implementation of the logistics strategy in the country in accordnace with PUI mandate and procedures, and in order to provide programs the required support at optimum level.

Logistics Coordinator is based in the Coordination Office, however with frequent and extended stay in the field of minimum 50% of the time.

TASKS AND RESPONSABILITIES

SUPPLY CHAIN MANAGEMENT

Purchase:

• Guarantees that purchase procedures are respected in the field and the coordination office, from the direct purchase to the international call for offers and supervises the purchasing process for the whole mission.
• Supervises the purchase processes on the mission and ensures that internal and donors procedures are respected, as well as those reflect the budget planning.
• Ensures program goods delivery within the scheduled timeframe, reliable transportation and adequate storage.
• Ensures that contracts signed are adequate in terms of effectiveness and protection of the PUI
• Prepares the procurements plans with program managers and makes sure that during the project lifetime they are followed.
• Centralizes and optimizes the grouping of purchases.
• Supervises the identification and referencing of suppliers.
• Revises or develops the mission’s price catalogue if relevant.
• Ensures that purchase files are properly archived in hard and soft copies.
• Oversees the importation processes internally and externally with ministries and other stakeholders, and immediately raises alert in case of delays.

Shipment:

• Chooses the mode of transport and the packaging of the merchandise.
• Plans and supervises the shipment and delivery of materials up to their final destination.
• In collaboration with the logistic Manager, he/she coordinates with the logistics department at headquarters for the shipment of merchandise coming from abroad and supervises the potential process involved with clearing

STRATEGY AND TEAM MANAGEMENT

• Reviews and develops the Department’s strategy, action plans and ensures follow-up on those, in close collaboration with Head of Mission and in consultation with Logistics Officer in HQ.
• Supervises the Logistics Department and its teams, directly or acting as functional link. S/he revises and/or develops job descriptions, carries out or delegates recruitment interviews, participates in the performance appraisals, and in any decision to terminate an employment contract.
• Leads projects development in logistics-related aspects including but not limited to: assessment of needs, procurement planning, vehicle strategy, etc.
• Initiates and conducts work meetings, mediates potential conflicts, develops quarterly individual action plans for logistics team and ensures the proper follow-up is in place.
• Reviews and oversees the technical capacity development plans at both individual and department-level
• Supports the Field Coordinator in the execution of logistics activities and plans, in a functional and not hierarchical relationships.
• Participates in the financial and administrative management relevant to her/his area of responsibilities. Provides financial and cash forecasts, and ensures that the budget is executed as per the plans.
• Prepares the Logistics Department for audits, in particular with regard to procurements, assets, compliance with processes and procedures.

ASSETS AND IT EQUIPMENT MANAGEMENT

• Defines the mission’s technical needs on each base and ensures budgetary planning, especially when new projects are being designed.
• Provides technical recommendation on the choice of IT equipment, and acts as the mission’s focal point on IT equipment matters.
• Ensures that assets are properly stored and maintained.
• Ensures that assets inventory is regularly performed, as well as assets movement and status is duly reflected in the existing databases.
• Develops a donation plan of assets if applicable

FLEET MANAGEMENT

• Defines transport needs as per operational requirements of the mission, and plans for those, especially when new projects are being developed
• In collaboration with Security Department, s/he ensures that vehicles are monitored (checklists are in place and revised regularly), safety protocols and standards are observed, and regular maintenance is provided
• Ensures that vehicles and hired drivers have all necessary documents as required by the national laws and regulations
• Ensures compliance with movement schedules, fuel consumptions etc. (mainly through proper maintenance of log books

PREMISES MANAGEMENT

• Defines the needs to ensure that premises are run smoothly, in particular when new projects are being developed
• In close collaboration with Security Department, s/he ensures adequate reinforcement of the infrastructure and other safety arrangements (including safe rooms, availability of fire extinguishers, etc.) are being implemented
• Ensures the necessary maintenance is provided in a timely manner
• Leads on identification and implementation of required adjustments and improvements in all PUI offices.

COORDINATION AND REPRESENTATION ON LOGISTICS MATTERS

• Ensures that logistics information is effectively circulated to coordination team, field teams and HQ.
• Ensures logistics coordination at the mission level by regularly visits to the bases, regular communication processes, monitoring, training, consultations
• Represents PUI among authorities and in coordinatioin mechanisms for any question concerning logistics order (construction, customs etc).
• Maintains and develops relationships with other NGOs, partners, and external stakeholders on the matters related to logistics.

SUPPORT TO SECURITY & SAFETY MANAGEMENT

• Issue alerts and recommendations to the Head of Mission about possible changes regarding risks and measures to be implemented, in particular with relation to the movement of staff and assets, premises, and storage.
• Assist and advice the Head of Mission/ Field Coordinators in defining security management tools for the mission.
• Supports and manages the movement of expatriates to and inside the country.
• Organize appropriate meetings and trainings for all staff and especially support staff i.e. drivers/ guards.

REPORTING

• Supervise the filling of log
• pack reports by the field staffs, compile them and comment them.
• Ensure all reports are properly filled and data is analyzed.
• Ensures donors reporting in aspects related to logistics

TRAINING AND EXPERIENCES

Training:

• BAC + 2 – 5 in logistics (procurements, transportation, etc.)

Experiences:

• Previous experience in humanitarian work or a related field from an accredited academic institution with 3 or 4 years of relevant professional experience
• Communication – listens and communicates clearly, adapting delivery to the audience
• Performance Management – identify ways and implement actions to improve performance of self and others; – Strong interpersonal, management and leadership skills
• Experience in security management and cultural sensitive contexts
• Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility
• Experience in remote management

Skills:

• Strong knowledge of procurement and supply chain in humanitarian context
• Strong understanding of anti-corruption and anti-fraud policies and practices
• Familiarity with procedures of institutional donors such as USAID/OFDA, ECHO
• Proven management experience and organisational skills
• Strong Report Writing and ICT skills
• Strong computer skills, including Microsoft Word, Excel, Project & database management software

Personal Characteristics:

• Strong work ethic
• Commitment to humanitarian principles
• Strong communication skills
• Strong planning and organizing skills
• Ability to manage responsibilities to tight deadlines
• Ability to prioritize, delegate the tasks, oversee the work of a multidisciplinary team
• Ability to foresee risks and allow for contingencies when planning
• Strong follow-up and monitoring skills
• Ability to mentor and develop technical skills in other staff
• Ability to work in a dynamically changing environment
• Independence
• Patience and calm approach (including skills to manage stressful environment)
• Negotiation skills
• Cultural sensitiveness
• Understanding of and respects towards security and safety protocols

Langues:

• English Mandatory

PROPOSED TERMS

• Employed with a Fixed-Term Contract
• Starting date : December 2020
• Monthly gross income: from 2 200 up to 2 530 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI
• Cost covered: Round-trip transportation to and from home / mission, visas, vaccines…
• Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
• Housing: in collective accommodation.
• Daily living expenses: (« Per diem »)
• Break Policy: every 2 months + break allowance
• Paid leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months

To stay up to date with our new job offers, join our Facebook group My Job In The Field.