Logistics Manager

Responsibility 1: Steer Logistics Department through the active promotion of HI’s institutional policy and the optimisation of our resources:

Activities:

• Define and apply logistics procedures for the supply chain (purchase, stock, transport), equipment, vehicle fleets, power supply and telecommunications, in compliance with the legal framework and internal and donor regulations
• Set up monitoring tables to improve regular data follow up
• Set up indicators and internal controls for the implementation of logistics procedures
• Train HI staff in HI and donor logistics procedures and in the logistics, regulations applying to the programme and to partners, in compliance with the legal framework.
• Support project teams in the training and monitoring of partners with regard to the implementation of logistics procedures
• Ensure checks are conducted on partners' logistics processes

Responsibility 2: Ensure cost-effective delivery of quality logistics and IT at mission level:

Activities:

• In liaison with the RLM and CM, define (adapted procedure) and supervise the programme’s supply procedures in compliance with internal and donor regulations and legal requirements
• Oversee the transport of merchandise and manage customs clearance procedures
• Organize national and international calls for tender.
• Set up and check on the regular updating of a supplier’s data base and purchase price list
• Supervise the monitoring of Purchase and Service Requests and check purchase files
• Supervise the reception of merchandise and the delivery of material to requesting parties
• Assist the Admin/HR to draw up contracts for suppliers and service providers and manage, archive and monitor suppliers and service providers
• Supervise the organisation of travel & visits.
• Compile logistics monitoring tables to improve regular data follow up.

Responsibility 3: Supervise the management and use of the vehicle fleet and other means of transport in compliance with internal regulations and the security plan:

Activities

• In liaison with the RLM and CM, define, organise/ensure the organisation of the programme’s transport needs
• Define the management and user rules for vehicles and other means of transport in compliance with local legislation, the highway code, the programme’s security rules and HI’s regulations
• Undertake the following tasks and record them in the vehicle monitoring chart (VMC):
• Optimal vehicle maintenance
• Monitoring and checking vehicle use and consumption
• Managing the vehicles' fuel supply
• Ensure the programme's equipment, vehicles and premises are correctly insured at regional level

Responsibility 4: Supervise stock and equipment management: 

Activities: 

• Validate the choice of adapted materials in compliance with procurement procedures
• Assist with the definition of equipment and stock management procedures and put them in place
• Set up and monitor Equipment Monitoring Charts(EMC); ensure the reliability of the data they contain and the filing and archiving of documents pertaining to them
• Liaise with the Programme Accounts Unit on the localisation of fixed assets and their monitoring in the EMC
• Monitor entries and withdrawals for each equipment group
• Supervise regular physical inventories and send them to RLM in compliance with deadlines
• Ensure the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication, etc.)
• Check the Technology Charter is properly applied and monitor email and internet access
• Train programme staff on how to handle equipment and draft procedures for use
• Assist with drafting donors' financial reports, funding proposals and budgets/budget revisions for aspects concerning equipment management

Responsibility 5: Supervise the management of general services (expatriate staff accommodation, offices and storage facilities)

Activities:

• Identify and anticipate programme needs for premises
• Define the criteria for choosing and selecting premises
• Supervise the fitting out, upkeep and maintenance of premises
• Analyse insurance coverage options and contact insurance companies
• Monitor the premises' utility contract costs (water, electricity, etc.)
• Ensure the premises are secure (locking systems, watchmen, first aid kits, extinguishers)
• Manage the logistical organisation of project seminars and training

 Responsibility 6: Manage Logistics team at mission level

Activities:

• Fosters a team spirit and team works to ensure the necessary synergies between the divisions. Encourages the exchange of practices within and between divisions
• Contributes towards the professional development of his/her team members: sets individual objectives, ensures that the know-how and motivations of his/her staff meet the organisation’s needs
• Provides individual and collective recognition
• Develops his/her staff ‘s ability to work autonomously
• Embodies and transmits HI’s values, ensures respect of its code of conduct and institutional policies and is vigilant with regard to expected attitudes and individual and collective behaviours