Purpose of Role:

1. Purpose of this position is to support the organization where he/she is deployed in procurement, logistics, facilities and infrastructure (office/warehouse/team house etc.) related work. The scope is not limited to operational level but it is highly desired that the position holder will advise and guide the country programme in developing systems and its capacity in supply chain and logistics related functions.  

Key Responsibility Areas:

• Establish supply chain and logistical system for the procurement and management of goods and services.

• Identify staffing needs for administrative units, provide support in recruitment and induction of new team members. 

• Support, train and develop local staff, and volunteers in supply chain and logistic management.

• Orient and guide team (s) on policy and donor compliance 

• Provide support in establishing fleet management system.

• Guide and support response team in identifying and planning commodity requirements for project activities.

• Provide advice and negotiate contracts required by the country programme for goods and services.

• Guide and oversee the procurement process of goods and services for the emergency operation following organizational standard practices and ensuring documentation complies with full audit trail standards.

• Oversee the hiring of properties and premises as required, ensuring that contracts, leases and other agreements are properly prepared and updated so as to meet agency needs. Also, include fair and reasonable commitments from service vendors and comply with local laws and regulations.

• Advise the proper utilization and allocation of the assets.

• Ensure that all staff complies with appropriate administrative procedures and systems.

• Ensure that internal and external communications systems (including telephone, email, radio, mail and courier services) function effectively and efficiently.

• To participate in post-interventions cross-departmental review meetings

• Coordinate with the Logistics cluster/working group, WFP/UNJLC/UNHAS/OCHA and Government customs, security and immigration.

• Security: (Optional)

  • Carry out Security assessments at pre-intervention stage
  • Develop, and update as required, adequate security protocols, ensuring that staff are informed and sufficiently trained in these, and that protocols are effectively followed.
  • Maintain relationships with local and national security related institutions
  • Ensure security efforts must compliment the organizations core values.
  • To ensure that organizational operations don’t impact negatively on the personal security of staff or beneficiaries
  • To oversee the mechanism of incident reporting, response planning as well as the investigation of security breaches.
  • Provide support in development and implementation of security policy, standards, guidelines and procedures to ensure ongoing maintenance of security, as appropriate to context. The policy/guidelines shall cover; individuals (staff, beneficiaries, volunteers, contractors etc), asset protection, workplace violence prevention, access control systems, video surveillance (in some countries) and any additional systems/procedures required. Similarly, information protection responsibilities will include network security architecture, network access and monitoring policies, employee education and awareness etc.
  • To work with outside consultants as appropriate for independent security audits.
  • Any other reasonable duty as may be assigned that is consistent with the nature of the job and its level of responsibility

Skills and Qualifications:

Essential:

• Master/University degree in Business Administration with major in Supply Chain or any relevant discipline

• Extensive practical field experience in emergencies and development contexts, as well as administration implementation with demonstrable project management skills.

• Relevant supervisory and management experience, proven good interpersonal skills, along with well-developed training experience.

•  Experience of managing, training and supporting staff

• Previous logistics operations experience in complex humanitarian challenging situations. Comprehensive knowledge of the different elements of the supply chain in humanitarian context.

• Previous experience in freight and cargo movement, as well as international bulk purchasing of relief goods (food & non-food items), common pipelines, cross-border cargo/freight movement (Road, Rail, Water, and Air).

• Previous experience in conflict affected areas / natural disasters areas with limited infrastructure.

• Capacity to develop work plans and budgets, negotiate contracts, take quick and relevant decisions.

• Experience in multi-donor funding environment will be useful.

• Team Management (If applicable): Experience in the managing team as a strong team player with high team spirit and positive attitude

Core Competencies: 

• Project management including planning and scheduling, process design, implementation and monitoring and evaluation

• Understanding of political and cultural context and application of humanitarian principles in all phases of disaster response and recovery.

• People & Leadership Skills: Demonstrate humanitarian values and motivate others to achieve results in complex situations. Ability to work independently and as a team player who demonstrates leadership and is able to support and train local and international staff and also able to work with disaster affected communities in a sensitive and participatory manner. Ability to consider the wider dynamic impact of decisions in order to achieve results.

• Risk & innovation: Ability to adopt a balanced approach towards risk and innovation, recognizing the risk and cost of failure when lives and livelihoods are at stake, yet also grasping the opportunity to do things previously thought impossible.

• Collaborative relationships: Actively listens to new and different perspectives, maintains clear dialogue with people. Shares knowledge and good practices.

•  Communication Skills: Well developed written and oral communication skills. Able to transfer knowledge and communicate clearly and sensitively with internal and external stakeholders as a representative of host organisation. This includes effective negotiation and representation skills.

•  Integrity: Works with trustworthiness and integrity and has a clear commitment to host organisation’s core values and humanitarian principles.

•  Resilience/Adaptability and flexibility: Ability to operate effectively under extreme circumstances including stress, high security risks and harsh living conditions. Works and lives with a flexible, adaptable and resilient manner.

•  Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to Child protection, gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner. Has a capacity to make accurate self-assessment particularly in high stress and high security contexts.

•  Work style: Is well planned and organized even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem solving skills. Adapts to pressure and remain flexible in changing situations. Maintains optimism under stress. Has ability to plan and prioritize tasks well under pressure.

• Knowledge and skills: Sphere technical standards, CHS standards and the Red Cross/ NGO Code of Conduct. Requires general finance, administration, information management and telecommunication skills and proficiency in information technology/ computer skills.

•  Ability and willingness towards quick learning of host organisation’s policies and procedures.

• Multiple language skills desirable