Logistics Coordinator-Syria

This is a 12 month role with unaccompanied terms based in Northern Syria with regular travel to Dohuk with a salary of Band 4, €41,603 – €46,226 per annum.

We would like you to start as soon as possible.

Your purpose: To manage and co-ordinate the logistic function in Syria and Iraq. The role will focus on developing efficient and cost effective Logistics department that meets the logistics guidelines, policies and procedures of Concern. The position holder will lead the continuous improvement of logistics systems that are in place. You will report to the Systems Director (SD) and will line manage the logistics team and provide technical support to the logistics teams

You will be responsible for:

Procurement Management

• Supervise procurement functions ensuring that organizational procedures are followed and ensure Concern gets value for money.

• Ensure the Implementation of all policies and procedures as per the Concern Worldwide procurement manual.

• Manage the tender process for national and international tenders. Ensuring compliance with Concern and donor guidelines and that the full process is documented.

• In conjunction with Programme Managers, identify those goods and services which are procured on a regular basis and ensure that framework agreements are in place.

• Ensure the involvement of Logistics staff in the Cash and Voucher programme activity to ensure compliance with Concern and donor guidelines.

• Follow the clearance process for imported goods and ensure all necessary documents are produced to facilitate the process with a support from Programme Liaison Officer

• Manage the procurement of the food kits, including the food testing, inspections and quality reports and document this process in conjunction with the Emergency Coordinator.

• Ensure all contracts including Framework agreements, supply, service and construction contracts are technical and legally sound and compliant with Concern’s procedures and policies.

• Ensure that procurement files are stored electronically and in hard copy as per Concern and Donor regulations.

• In conjunction with the Systems Director and Programme Director ensure all project proposals have a procurement plan which will be prepared prior to and implemented immediate at the start of each new project while keeping the master procurement plan up-to-date on monthly basis

• At the start of any new donor contract identify and communicate all donor-specific logistics requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project.

• Maintain up-to-date suppliers database for Iraq and Syria

• Conduct monthly procurement KPIs analysis, and bi-yearly suppliers ABC analysis

• Support Systems Director in developing flow charts, improving procedures and developing SOPs

Transport Management

• Ensure effective fleet management is in place in all locations, in accordance with Concern procedures.

• Ensure transport reports are being prepared on a monthly basis, analyse vehicle usage and ensure there is effective usage of all hired vehicles.

• Conduct yearly fleet rental costs survey and provide up-to-date fleet management strategies and applications

Stocks and deliveries:

• Supervise the delivery of goods to the various warehouses , liaising with suppliers on the packing, transportation and movement of goods, checking remotely the orders on arrival (on delivery from the supplier) and the quality and quantities of the goods against the order form, taking any measures if necessary in the case of discrepancies.

• Ensure appropriate storage network and stock management standards across the programme

• Coordinate with office Managers to identify and settle warehouses/storage space based on needs.

• Ensure goods transportation means are secured as per needs.

• Coordinate and follow-up deliveries and liaise efficiently with suppliers for problem solving.

• Maintain a regular information across teams about stock levels, stock re order points and expected lead-times.

• Manage periodic inventories, stock clearance and investigations over discrepancies.

• Carry out yearly physical inventory process and end of year/end of project reporting to Donors

Assets Management:

• Maintain a consolidated up to date fixed assets register for Syria and Iraq programme and carry out semi-annual and annual assessment to advise on disposal and replacement as appropriate

Reporting

• Ensure the Supply Request Tracker is kept up to date, accurate and shared with all relevant staff
• Ensure the Framework Agreement Tracking is kept up to date, accurate and shared with all relevant staff, highlighting to relevant departments when contracts are due to finish.

• Review monthly stock reports to ensure that stock movements are reported accurately and on time and that warehouses as applicable are managed in line with existing Concern Logistic procedures.

• Identify suitable storage capacities and assure that storage facilities are appropriate in size, type and location; ensure that all stores are organized and managed according to Concern logistic requirements.

• Ensure distribution reporting and reconciliation are been carried out assisting teams to ensure they understand the reporting and reconciliation process.

• Ensure fixed asset registers are updated and verified regularly on a quarterly basis.

• Ensure all procedures and documents relating to asset management are followed and assets are safe guarded with physical checks in line with Concern Logistics Manual and in line with donor regulations.

• Support all managers to recognize and manage logistic related risk and to set clear and transparent quality and accountability standards.

People Management

• Manage the logistics staff and set up Performance Development Plans with objectives every six months for all direct reports

• Ensure that all positions have up-to-date job descriptions and department organogram

• Ensure that Concern’s Performance Development Review process is carried out for each logistics staff member.

• Support and coach field based logistics staff, providing daily technical support as appropriate

• Carry out training in logistics for relevant staff in all locations, as required.

• Lead all Logistics team recruitments with support from Human Resource department.

Other

• Adhere to Concern’s Code of Conduct and associated policies and will report to the Country Director if there are any suspected breaches of these.

• Advise the CMT of logistics issues affecting project implementation and propose cost effective and efficient solutions

• Undertake any other related duties as may reasonably be assigned by the Systems Director or Country Director.

Your skills and experience will include:

• A degree in Logistics, Business Administration or Management

• A minimum of 3 years of overseas logistics experience with an International NGO with 2 years’ experience at Logistics Coordinator level.

• Experience in emergency response programmes and in setting up emergency logistics operations

• Experience in supervising, managing/coaching and training others

• Previous experience in remote management

• Experience of setting up logistics systems and related administrative procedures; knowledge of international ordering procedures and documents i.e. cargo manifests, good understanding of in-country customs and clearing procedures and supply line to projects from Juba; ability to implement road and air transportation plans and procedures, in compliance with in-country regulations.

• Experience of working in insecure environments and knowledge of security management systems and approaches by NGOs

• Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions.

• Excellent communication skills and the ability to develop advanced logistics reports and SOPs

Excellent English oral and written skills essential (C1 Cambridge English level)

We would also like:

• D,CIPS or CSCP holders
• Experience of and training on security management and procedures;
• Logistics and transport experience in context of emergency or humanitarian response;
• Arabic language skills
• Previous work experience in response to the Syrian crisis
• Knowledge of Concern systems and procedures
• Experience of working in insecure contexts