Logistics Coordinator Full Time

Job Title: Logistics Coordinator

Reports to: Operations Director, Sudan

Department: Operations

Terms: Fixed Term (12-months), Full-time, Unaccompanied terms.

Location: N’Djamena, Chad

Salary: €45,457 – €50,509

Requirements: Based in N’Djamena, Chad with regular travel to Adre and visits to West Darfur

About Concern: Established in 1968, Concern is a non-profit, non-governmental humanitarian organisation, dedicated to the reduction of suffering and the ultimate elimination of extreme poverty in the world’s poorest countries.

Concern’s vision, our mission and our work are all defined by one goal – ending extreme poverty, whatever it takes. Concern strives for a world free from poverty, fear and oppression.

Our culture is values driven and we believe that our people are central to all that we do and are key to delivering on our goal of Reaching the Furthest Behind First. We are committed to ensuring a workplace where everybody feels valued and are enabled to succeed in their work and contribute to delivering on our mission.

Role Purpose: The Logistics Coordinator will be responsible for all elements of the clearance, reception, storage, and transport of all commodities transiting through Chad to Sudan. They will manage the transit, accommodation, and permits for all Sudan staff and visitors in collaboration with the Chad admin team. Responsible for local and international procurement on behalf of the Sudan team and for processing the payments of the suppliers. Responsible for the day-to-day management and tasking of the N’djamena-based Sudan team.

Responsibilities

Logistics and Procurement

• Coordination with HQ on incoming commodities for Sudan and liaise closely with the Chad Logistics Co Ordinator and the Chad OD in..
• Obtain the necessary procurement documentation from Dublin on the procurements and updating the Logistics Working Site Archives.
• Develop Framework Agreements with customs clearance agents, transporters, warehouse facilities, and hotels.
• Manage the process of securing the import and export licenses, clearances, permits, etc. for commodities
• Manage and physically oversee the movement of cargos between N’djamena and Geneina, ensuring compliance to procedures for loading / unloading / receiving / checking.
• Review and align different programme procurement plans.
• Review the procurement plans to identify external procurements and develop forecasts on procurement process with program managers to ensure that supplies requests are raised with adequate lead time.
• Timely review of procurement files, working with logs team to move forward delayed procurements.
• Ensure the Sudan assets and inventory items held in Chad are verified regularly.
• Oversee the management of consumables inventory, tagging and reporting of inventory like furniture.
• Ensure Concern and donor procurement procedures are understood and complied with by all relevant personnel.
• Ensure the N’Djamena and Adre Logistics staff maintains a clear, well-documented paper trail in their files.
• Manage and coordinate with relevant procurement staff to ensure all procurements are tracked and delivered effectively and efficiently.
• Oversee the Supplies Request Tracker System is completed and available on the working site with links shared on a weekly basis.
• Establish, develop and manage relationships with local suppliers and relevant stakeholders where applicable to allow good networking and information on market situation for Concern Sudan’s procurement efficiency.
• Support emergency preparedness and response planning within the Sudan and Chad area

Administration

• Oversee the processing of work permits, visas, travel permits etc. for relevant staff through Chad administration and ensure the relevant tracker is updated.
• Ensure the timely processing of utilities invoices.
• Manage the arrival, equipment and accommodation of any and all Sudan-related visitors.
• Ensure all UNHAS internal and external flights are managed correctly in accordance with the Travel Requisition Form in collaboration with the Chad team.
• Ensure leases for premises are actively managed and contracts assessed.
• Ensure adequate supplies as mandated by Concern are available at residence.
• Ensure staff residences meet security, health and safety standards, coordinating regularly with the landlord to address maintenance, repairs or any other issues affecting staff well-being
• Collect information on tax processes for incoming commodities from Europe to Chad on behalf of Sudan and to facilitate tax-free clearance from Chad to Sudan including procedural documentation.

Transport Management:

• Ensure effective fleet and fuel management systems (cars and generators) are in place in the Adre office in accordance with Concern procedures.
• Ensure all monthly transport and generator reports on fuel usage, mileage, repairs and maintenance for each vehicle and generator (owned or rented) charged to Sudan are properly documented with necessary support documents and submitted to the Sudan Finance for timely processing.
• Review transport contracts to ensure they comply with Concern guidelines and legal requirements.
• Ensure the timely processing of fuel and transport-related invoices.

Warehouse Management:

• Ensure that all procedures and controls according to standard operation procedures are in place for any temporary or ad hoc warehouse including reception, storage and dispatch of goods and materials.
• Liaise with programme and field teams on to ensure correct passing of information on incoming cargos.
• Where necessary, arrange temporary storage facilities through partners (WFP, Atlas) or ad hoc rental.
• Ensure a detailed inventory of warehouse items is conducted on a regular basis.

Programme Support:

• Provide technical advice and support to programme coordinators and managers on specific administration and logistics issues to ensure the efficient implementation of programmes.
• Ensure that all staff are trained on and comply with Concern’s Procurement, Transport and Warehouse Manuals.
• Support the Operations Director at the start of any new donor contract to have a Procurement Plan (PP) in place
• Advise on compliance with policies and document through systematic and random verifications of policy implementation and logistics records. Ensure there is consistent & constructive support to other departments to ensure effective compliant policies & procedures.

Financial Management:

• Review and process payments through the Sudan finance department for payments by Chad finance.
• Manage transport and administration expenditure and budgets in consultation with the Area Coordinators and Operations Director, ensuring resources are optimally utilized and spending is in line with Concern financial procedures and Donor requirements.

People Management:

• Lead and manage Logistics Staff, contributing to their capacity building and career development through on-the-job training and coaching, including a thorough induction at the start of their contract.
• Ensure that all positions in the department have accurate job descriptions (in consultation with their functional Line Manager where relevant).
• Ensure each member of the team fully understands outcomes which are expected of them by setting SMART objectives, and that they are aware of the success criteria relating to their work.
• Monitor and review performance and hold staff accountable for meeting the success criteria; give corrective feedback where required and take decisive action in the case of poor performance.
• Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost-effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently while also ensuring appropriate segregations of duty for control purposes.
• Identify and take appropriate action to fill resource gaps (launch timely recruitment to replace departing staff).
• Organise for group training sessions with the Sudan team in Chad (from Ndjamena and Adre) with support or collaboration from the RLA to clarify the Sudan team responsibilities and accountabilities. Adre Team to travel to Ndjamena.
• Provide in-house capacity building for logistics, procurement, and warehouse staff on regular reporting, compliance, and standard procedures.

Representation

• Participation in cross-border coordination forums and clusters (e.g. Logistics Cluster) to ensure alignment with humanitarian standards and interagency procedures.
• Representation of Concern Sudan’s cross-border operations with Chadian authorities
• Participation in the interagency “Barrières Administratives et Institutionnelles” working group

Equality and Accountability:

• Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the programme.
• Take active measures to address equality issues, particularly relating to gender, in programme as well as operational (e.g. HR) activities.
• Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and Associated policies, Finance, Logistics, HR, Security Management etc.).
• Ensure staff are aware, and consent to Anti-Fraud and Whistle Blowing Policy committing to the highest possible standards of openness, transparency and accountability in all Concern affairs.

Accountability:

• Oversee the implementation of a robust feedback, complaints and response mechanism (FCRM) and ensure that any feedback or complaints from stakeholders are handled in an appropriate, timely and systematic way.
• Work with relevant colleagues to ensure that information about FCRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Managers:

• All managers are responsible for upholding and promoting Concern’s values, demonstrating leadership on workplace equality, diversity and inclusion, and role modelling a positive safeguarding ethos.
• All managers are required to actively participate in any emergency response as and when required.

Role Holder Requirements:

• Degree in logistics, supply chain management, business administration or a relevant profession.
• Four years international experience in a logistical/operations management role with an international NGO.
• Fluent command of French and English language (written and oral)
• Experience in managing a team and in staff capacity development.
• Experience of managing logistics systems in an emergency environment.
• Experience in import/export processes, procedures, and documentation
• Advanced Excel user with knowledge of databases, data analysis and KPI generation
• Ability to work on own initiative and under pressure
• Willingness to give direct support to the logistics team when necessary

Desirable:

• Previous experience in setting up long-term framework agreements
• Experience with PowerBI
• Previous experience with ERP systems
• Knowledge of Arabic.

Safeguarding competencies:

We also value the following special skills and aptitudes:

• Respectful of security procedures and rules.
• Empathy with Concern’s Vision, Mission, Goals and Objectives.
• Knowledge of Core Humanitarian Standards, Sphere and Core Humanitarian Standards (CHS).
• Respectful of local laws and customs.
• Conducts itself in a professional manner.
• Zero-tolerance to sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and polices will be treated as a serious misconduct.

Tagged as: Chad, Concern Worldwide