(Re-announcement) Logistics Manager – Tal Afar

[Telafar,Iraq ]

Overall job purposes

This position is a national position based in Tal Afar with regular travel within the regions of Tdh operations in Ninevah Governorate.

The Logistics manager is in charge of:

• Implementing and supervising all logistics operations in Tal Afar and other field sites under management of Tdh Tal Afar Office.
• Organizing logistics support for programs, safeguarding of Terre des hommes procedures
• Assisting the Base Manager to implement the security procedures

The purpose of the position is to implement logistic activities regarding the projects and the base(s) of TDH.

 

Fleet management and Transport

• Responsible for the vehicles fleet, including vehicles for team and material transportation
• Ensure the good follow up of fleet activities and reporting
• Establish vehicle movement schedules
• Ensure that a complete breakdown kit is available on board all vehicles
• Permanently ensure that all drivers have received general training and carry out regular testing
• Ensure that drivers are aware of their obligation to adhere to Tdh International safety rules and procedures
• Check that vehicle logbooks are in place and are used correctly
• Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
• Prevent the misappropriation of fuel and spare parts
• Supervise the management of the pool of vehicles: maintenance, daily planning, price fluctuations, administration (rental, insurance, and documents).

Procurement

• Manage the supply chain in Tal Afar as per the Tdh purchasing procedures
• Manage Tdh purchasing procedures and those from donors funding the programs
• Ensure quality of store management and reporting
• Ensure the quality of the transport and delivery of all stock items
• Ensure the link between suppliers and programs
• In close collaboration with the program team, manage the stock reconciliation.
• Carry out a purchasing environment analysis at the local level
• Supervise the update of price lists and supplier files
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Ensure that budgetary lines related to logistics are monitored and observed
• Receive the supplies request and keep their follow-up up to date
• Keep the different requesters, departments informed of the treatment given to their request
• Check the supplies (quality, price, technical specifications, delivery, procedure)
• Check delivery to the departments, bases and programs
• Ensure that all documents regarding the supply chain are filed according to Pack Log procedure
• Participate in drafting the call for tenders
• Archive all the procurement files according to TDH procedures
• Develop framework contracts for recurring purchases.
• Ensure that dealings with suppliers are monitored

 

Stock Managment

• Select storage locations and create a plan for the development and security of these sites
• Ensure material is stored under suitable conditions
• Ensure procedures are followed as stock is checked in and out
• See that all documentation linked to stock is complete and correct
• Supervise monthly physical stock inventory.

 

Assets and IT

• Ensure a good equipment management
• Ensure the correct affectation of equipment according to donors rules and regulation
• Ensure in close collaboration with admin and program, the affectation and transfer of equipment at the end of programs according to donors and Tdh rules and regulations
• Ensure the assets well cover the support and program needs
• Ensure an accurate and regular equipment follow up
• Ensure Tdh networking procedures are followed at Field Level
• Implement backup and data-protection procedures
• Ensure the maintenance and correct use of IT equipment
• Provide technical assistance to teams and organize training sessions.

 

Operation

• Ensure that logistics support meets Programs expectations
• Ensure good level of communication between Programs and Logistics
• The duties and responsibilities listed above are representative of the nature and levels of work assigned and are not necessarily all-inclusive

Human Resources Management

• Analyze and quantify logistics staff needs
• Supervise recruitment, training and management of the logistics team according to identified needs
• Conduct performance reviews for members of the logistics team and support logisticians in this task
• Manage directly your subordinates and indirectly their team
• Ensure that all logistics staff members have appropriate appraisal and training from their line manager
• Organize formal team meetings with its team at regular intervals

Manage the Premises

• Manage the rent of premises (office, houses, warehouses)
• Manage the functioning of premises (electricity, water, gas, etc)
• Supervise the renovation and maintenance of structures needed for the functioning of the base (offices, houses, warehouse)

 

Security 

• Ensure the safety of all the premises
• Liaise with Field Coordinator and Liaison Officer for implementation of security procedures
• Train teams in safety rules and procedures
• Pass on any security-related information to the line manager

Reporting 

• Provide all information needed to draft Donor logistics intermediary and final reports
• Consolidate logistics packs monthly and pass on to the logistics coordinator
• Provide to the logistics coordinator all information needed to draft intermediary and final reports
• Reports any security/safety incident and/or risk to the Field coordinator

Representation

Attending any relevant meeting in your field of expertise

Other

• Agree to comply with Tdh Code of Conduct and promote Child Safeguarding policy.
• Report serious cases of abuse on children that you would be aware of in Tdh’s intervention locations. Strict confidentiality must be respected
• Adhere to and enforce current administrative and logistical regulations and procedures
• The duties and responsibilities listed above are representative of the nature and levels of work assigned and are not necessarily all-inclusive

 

Values:

The post holder is polite, respectful, honest, punctual (and respects deadlines), creative, pacifist, proactive, committed and – during office hours – non-political. S/he is in constant exchange with colleagues and supervisors, communicates problems and enriches discussions. S/he treats people of different religion, age, sex, and economic status appropriate and equally and actively ensures their wellbeing and raises his/her voice when required. S/he is willing to improve own capacities and is open for all topics Tdh is working on to actively contribute to a comprehensive programme implementation.

S/he uses Tdh equipment, vehicles and premises, internet and electricity economically and responsibly. S/he positively represents Tdh to beneficiaries, stake holders and the general public.

 

Tdh Regulations and Policies

The post holder abides by all internal rules, regulations and policies.

 

Qualifications Requested

 

• Formal education/training in logistics desired – can be compensated with experience (at discretion of evaluation team)
• At least 3-4 years of experience in a humanitarian and/or international context
• Significant previous experience with similar tasks, particularly in procurement
• Advance IT knowledge (hardware and software, Microsoft Office, Internet, Server, LINUX)
• Experience in team management
• Previous experience with an NGO is desirable
• Ability to work under pressure and in a stressful environment
• Previous experience in emergency response is appreciated
• Strong organizational and time management skills
• Required qualities: organized, sense of human relations, diplomacy, communication skills
• Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context.
• Fluency in Arabic and English (written and spoken)
• Knowledge of the Iraq context would be a distinct advantage

Processes and Deadline:

Application should contain the following two attachments:

1-CV/Resume

2-Cover letter

Application should be submitted to “[email protected]”   with writing the exact subject (Logistics Manager – Tal Afar), Otherwise CV’s not be accepted.

Link to CV’s will be disregarded.

Only short-listed candidates will be contacted.