SAVE THE CHILDREN INTERNATIONAL
ROLE PROFILE
TITLE: Logistics Manager – Syria OfficeTEAM/PROGRAMME: Syria Office Program Operations Team / LOCATION: Amman, Jordan,
GRADE: TBC / CONTRACT LENGTH: 12 months
CHILD SAFEGUARDING:
Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
This role will lead and manage the set up and scale up of all Syria logistics functions and responsibilities and will manage logistics staff. This role will support the Program Operations Team and the various departments on the best use of Save the Children’s resources. The role will include logistics support to complex programmes, with a broad spread of programmes, local partners, staffing, thematic interventions, and complexity. The post-holder will be expected to mentor and/or capacity build a team and partners across a wide geographical spread.
SCOPE OF ROLE:
Reports to: Director of Program Operations
Number of direct reports: TBC
KEY AREAS OF ACCOUNTABILITY:
· Management of all programme logistics; develop/implement the country logistics policies and procedures for the management of the supply chain, including procurement, transport and distribution, warehousing and stock management, and for the management of vehicle fleets, communication systems, and assets.
· Manage and support logistics staff including ensuring appropriate team structures, clear division of responsibilities, clear objectives, and management of performance.
· Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the Save the Children programmes, and need for timely delivery.
· Provide advice and support to senior management on logistics issues, and collaborate with staff on budgets, technical aspects of the programme, and implementation mechanisms as required.
· Where delegated, be responsible for security management in line with Save the Children guidelines and procedures.
· Where appropriate, be responsible for developing and implementing emergency preparedness strategies across the logistics aspects of the operation
· Provide logistics training and capacity building as required across the programme and to partners
· The post-holder will comply with all relevant Save the Children policies and procedures with respect to child safeguarding, safety and security, code of conduct, equal opportunities and other relevant policies.
Strategic Management
· Translate Save the Children Global Policies into an effective, responsive logistics structure for the Syria response
· Driving the country logistics strategy development and leading in-country logistics activities, including procurement, fleet/movement, relief distributions of NFI's and warehousing
· Ensure that Save the Children minimum standards of logistics procedures and country policies are implemented and adhered to throughout the program and with partners
· Coordinate all programs’ logistics (operational program delivery services) in line with Save the Children guidelines, as directed by the Program Operations Director
· Oversee the development of Save the Children’s logistics structure for the Syria Response – recruiting, training, forecasting of requirements and structuring of the team, work and priorities
· Sensitization and training of other teams to logistics work, requirements and identification of areas where improvements can be made and synergies found.
· Close involvement in the development of new proposals.
· Comply with all relevant Save the Children policies and procedures with respect to child safeguarding, health and safety, equal opportunities and other relevant policies.
Team/Department Management:
· Working with the Programme Operations Director In line with available resources, ensuring that the logistics team is staffed and equipped appropriately to deliver on its tasks and responsibilities.
· Developing the capacity of the logistics team by overseeing assessment of staffing capacity, identifying new posts, designing attractive and realistic job specifications, conducting recruitment and appraisals, and offering general management support in effective team-building
· Improving accountability through the implementation of a set of monitoring and reporting
Supply Chain Management
Procurement
· Overseeing timely and transparent program purchases through effective management support systems, ensuring that Save the Children procurement policies and procedures are followed at an optimal quality/price, that procurement on an international level is carried out efficiently and effectively, and that all procurement procedures are properly implemented
· In collaboration with the Procurement team, centralize information on the programme supply chain by maintaining an effective centralized order management system
· Provide support/oversight to field offices, when required, for local procurement,
· In line with Save the Children procurement policies and procedures, establishing Framework Agreements with suppliers for regularly/frequently procured goods and services
Warehousing & stock management
· Overseeing stock management: control, develop and maintain effective warehouse/delivery management systems.
· Ensure that warehouses are maintained in line with program/response requirements.
· Take a leading role conducting to upgrades in all warehouses
· Ensure in kind donations are appropriately managed and stored in line with donor requirements and item requirements.
Safety and Security
· Work with the Safety and Security Team in ensuring that communication, transport and other systems are developed in support of the maintenance of good safety and security for all staff, visitors, Vehicles and Facilities.
· Facilitate and support the Safety and Security Team with evacuations of field based teams in the event of an emergency
Fleet and Asset Management
· Implement fleet management system in line with Save the Children policies and procedures to ensure accountable and efficient use of then vehicle fleet.
· Ensure staff are sensitized, trained and held accountable on the safe use of vehicles.
· Ensure vehicles meet Save the Children Safety and Security requirements.
· Maintain/implement an effective vehicle allocation system.
· Ensure a centralized program asset register is maintained, that all program assets are logged, issued with unique asset numbers and cards and are tracked throughout the country.
· Ensure field teams and logistics teams are aware and abide by donor specific asset regulations.
Program and field teams support
· Providing logistical input for procurement plans during proposal and budget writing.
· Coordinate/Support distributions of humanitarian assistance
· Liaise with program and Monitoring & Evaluation teams as required to ensure the audit trail from purchase through distribution/delivery meets Save the Children and donor standards
Partner Engagement
· Lead engagement with partners in all areas of logistics and supply chain management
· Support partners with emergency preparedness and responding the the logistical needs of emergency response
· Ensure the logistics team meet with partners regularly to follow-up on procurement plans and that are meeting agreed objectives in line with planning cycle.
· Support the Partnerships Department in working with partners in the proposal development process, ensuring program designs are operationally viable and accurately reflect the cost of doing business
· Work with the Awards, Partnership and Operations departments to ensure partners follow appropriate and in accordance with agreed timeline, procurement, supply chain, asset management processes, including close-out and asset disposals procedures in coordination with all relevant internal departments, members, partners, donors and other stakeholders as required.
· Identify and keep all relevant stakeholders and departments informed of logistics challenges and ensuring appropriate mitigation measures are in place and have the appropriate support from relevant departments.
· Support the partnership team in all logistics related organizational development activities, including provision of trainings to partners in logistics standards and processes, asset management and in developing partners own manuals, systems and processes and other related needs identified through the Organizational Capacity Assessment process.
· Where required support the partnership team with Organizational Capacity Assessments for program operational capacity.
Relationship/Matrix Management
· Implementing effective communication systems between the capital logistics office and other offices,
· Provide technical support and support accountability systems for Logistics personnel in field offices
· Liaise closely with the Finance Director and Awards Manager to ensure accountability, donor compliance, expenditure linked to proposals and grants,
· Working with the Field Managers and the Program Operations Director to ensure that the operations structure is equipped to implement programs effectively, efficiently and accountably.
· Working with the regional logistics focal point on compliance, systems and procedures to ensure effective and efficient program delivery
BEHAVIOURS (Values in Practice)
Accountability:
· Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
· Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
· Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
· Widely shares their personal vision for Save the Children, engages and motivates others
· Future orientated, thinks strategically and on a global scale.
Collaboration:
· Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
· Values diversity, sees it as a source of competitive strength
· Approachable, good listener, easy to talk to.
Creativity:
· Develops and encourages new and innovative solutions
· Willing to take disciplined risks.
Integrity:
· honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS AND EXPERIENCE
Essential
· Recommended a minimum of 5 years management experience in a corporate or an NGO environment, including significant field operations experience running both emergency and development programs Significant prior NGO experience in logistics management, within a complex/large scale country programme and in emergency response/humanitarian environments.
· Substantial experience in all technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, communications, and security.
· Experience of developing/implementing a complex international supply chain to support different types of programmes, and coordinating resources to meet the programme objectives.
· Experience of working in remote field bases with limited infrastructure.
· Proven track-record in managing and supervising others in logistics, including training and capacity building
· Ability to synthesize and analyses complex information, and make clear, informed decisions.
· Experience of advising and supporting others at all levels with logistics aspects of a programme, including strategic thinking and planning.
· Ability to build relationships quickly with a wide range of people, both internally and externally, particularly with local civil society.
· Excellent planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities.
· Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams.
· Prior work experience of civil society and delivering programs in partnership with civil society and other stakeholders.
· Fluent in Arabic
· Willingness and ability to travel extensively within the Middle East & Eurasia Region
Desirable
· Technical experience/training in specific areas of logistics e.g. fleet mechanics, IT/communications networks
· Technical experience/knowledge in specific types of humanitarian intervention e.g. Health, WASH, Food Security
· Formal management training
Date of issue: May 2017
date 01-MAY-17