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Job Description
MAIN RESPONSIBILITIES :
Under the direct responsibility of the Head of Support Services and with the support of the logistics advisor in HQ, the country log manager will be responsible for:
- Ensure the respect of Tdh and donor Logistics guidelines (management of purchase, stock, supply, equipment, vehicle) on Egypt Delegation
- Support the development of the delegation and implement the procedures and relationship with the logistics teams in Cairo main office & the field bases/offices.
- Opening/shut down at the logistical level any Tdh base in the country and ensure their regular maintenance
- Supervise and provide logistical support to the different Tdh bases and projects run into the country
- Coordinate the logistics activities all over the delegation by being in support and in close collaboration with the project staff and the support staff
- Manage directly the logistics staff in Cairo, and field offices/bases.
- Report on a regular basis about all logistics activities within the delegation to the Head of Support Services and to the Log Advisor
MAIN TASK:
- REPRESENTATION
- You are the direct interlocutor of Tdh towards providers and companies, for all logistics issues.
- You participate actively in logistics and security coordination and information meetings (NGO coordination, etc.)
- GENERAL COORDINATION
- Setup coordination routine system (meetings, reports, situation points, etc.) to ensure a smooth diffusion of relevant information (logistics) at the delegation-level
- Manage logistics support in collaboration with logisticians and advice specific to the Project team on regular basis. The frequent movement has to be expected between the different bases
- Ensure a pro-active link between the field (needs) and logistics team (needs & support) and play a continuous interface role
- PURCHASE MANAGEMENT
- Ensure the respect of Tdh (and donor if required) procurement procedure
- Identify and plan the Egypt Delegation purchases in collaboration with the project managers and technical advisors. S/he establishes the procurement for each funding contract and ensure their periodic update
- Ensure the quality of the purchases and the delivery deadlines
- Follow up the order/purchase until delivery
- Ensure regular purchases follow up in close collaboration with the Finance Department for down payments and monthly budget follow up
- STOCKS MANAGEMENT
- Ensure the respect of Tdh (and donor if required) stock management procedure
- Manage regular inventory (monthly, quarterly, yearly) for the different items stored within the Egypt delegation, and run physical stock take in the delegation twice a year
- Plan the stock supplying according to local constraints
- In charge of the warehouse management and control system
- Ensure the security and the follow-up of the equipment used on the Egypt delegation (identification, inventory, affectation)
- Ensure the security and the follow-up of the communication and IT equipment (and supplies) on the Egypt delegation (identification, inventory, affectation)
- VEHICLE MANAGEMENT AND MAINTENANCE
- Ensure the respect of Tdh (and donor if required) vehicle management procedure
- Supervise the general follow-up of the Egypt delegation vehicles (consummation checks, movement planning, etc.)
- Ensure regular maintenance on the different vehicles of the delegation (fleet follow-up, service maintenance contract with suppliers)
- Define the more relevant means of transport for goods delivery and process the administrative formalities related to (taxi, car...)
- Ensure maintenance on Tdh premises (offices, guesthouse, premises holding project activities) are carrying in respect of Tdh standard and safety measures
- DELEGATION EQUIPMENT & IT MANAGEMENT
- Provide guidance on equipment needed and advice on the types to be purchased as per Tdh standard
- Ensure Tdh assets and equipment inventory are carried out twice a year
- Ensure having the internet and network are functioning (network maintenance…)
- Ensure periodic data back-up and set up and management of shared point
- Developing training and SOPs for user
- Coordinate with Helpdesk at HQ level for implementation of Tdh standard
- With the Logistics Officier in charge of IT, Ensure that users are receiving adequate technical support
- TEAM MANAGEMENT
- Ensure strict application and respect of the Internal Regulation by your related staff, support the HR department to define/adjust rules taking into account the specific context of the Delegation (security, social life, annual leaves followup, etc.)
- Define with each member of its staff its action plan and delay for reaching defined goals (IAP)
- Support and advise its team in the implementation of its IAP
- Ensure feedback towards its team about issues potentially raised by them
Job Requirements
- A degree/diploma is recommended in Logistics
- Strong experience in the related field (minimum 5 years)
- Experience with NGO will be preferred
- English mandatory (oral and written).
- Strong interpersonal and intercultural skills
- Good IT skills and excellent knowledge of Microsoft Office programs
- Ability to work under high pressure with an excellent level of personal organization
- Diplomacy sense