Logistics Manager

A.    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).

B.    Procurement

·         Manage the supply chain in Kirkuk as per the Tdh purchasing procedures

·         Manage Tdh purchasing procedures and those from donors funding the programs

·         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.

C.    Stock Management

·         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.

D.    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.

E.    Operation

·         Ensure that logistics support meets Programs expectations

·         Ensure good level of communication between Programs and Logistics

·         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.

F.    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.

G.    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)

H.    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

I.      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

J.     Representation

·         Attending any relevant meeting in your field of expertise

K.    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

A.    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).

B.    Procurement

·         Manage the supply chain in Kirkuk as per the Tdh purchasing procedures

·         Manage Tdh purchasing procedures and those from donors funding the programs

·         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.

C.    Stock Management

·         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.

D.    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.

E.    Operation

·         Ensure that logistics support meets Programs expectations

·         Ensure good level of communication between Programs and Logistics

·         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.

F.    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.

G.    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)

H.    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

I.      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

J.     Representation

·         Attending any relevant meeting in your field of expertise

K.    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