General Description:
GOAL has been working in Sierra Leone since In 2014 GOAL launched its Ebola Response programme in Sierra Leone in response to a large scale outbreak of Ebola Virus Disease in West Africa. The 2014 Ebola outbreak is the largest Ebola outbreak in history and the first in West Africa. The current outbreak is affecting multiple countries in West Africa with Sierra Leone/Liberia first reporting cases in March of this year. As of September of this year Liberia has reported over 3,000 cases with Sierra Leone reporting over 2,500 cases. Based on current rates of infection it is expected that new cases will continue to be reported for much of 2015. GOAL Sierra Leone has been active in the Ebola Health response since the outbreak was declared. Due to the scale of the outbreak GOAL has scaled up programming and established multiple new interventions to help bring the outbreak under control including health systems strengthening and infection prevention control measures at Primary Health Facilities, establishing and managing Ebola Isolation Units linked to health facilities, establishing and managing Observation Interim Care Centres for Children under five years, behaviour change related to Ebola, nutrition, hygiene and environmental health practices.
The Sr. Logistics Manager – Port Loko, directly oversees the Logistics Department at Port Loko, ensuring maximum efficiency, effectiveness, flexibility and responsiveness to the needs of the program logistics, while adhering to donor and GOAL’s logistics procedures; working in coordination with the country logistics management. The ETC-Sr. LM will also ensure that appropriate capacity building is given to both the field logistics team and partner agencies.
General
•Ensure proper supply chain management practices and procedures are in place and maintained according to GOAL standards – to include sourcing and procurement, warehousing, transportation and commodity distribution systems;
•Work hand-in-hand with the Country Logistics management to ensure smooth and easy transition from present set-up moving towards consolidation with the country team.
•Work with suppliers and engage with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain, and that all tracking and reporting deadlines are met;
•Manage the capture of pipeline information, and the supply chain ensuring that programme staff are well-informed and well-prepared for incoming goods and material;
•Ensure timely reporting on stock status, to help programme staff with planning of stock replenishment and that tracking through to the end-user has occurred;
•Ensure that the storage facilities/warehousing are secure, fit for purpose, managed and meet health and safe working practice requirements;
•Ensure procurement trackers (OTS), stocks (SMS), assets (FAR), DIK (Donations In Kind) and fleet reports are correct, produced on time and shared with programme managers, program coordinator and ACDs.
•Assist with the management of all matters logistics relating to transport and fuel management, to ensure that vehicles are insured, assets managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (first aid kits, comms etc) are complete and serviceable; and that usage of fuel is correctly managed, and logged and recorded
•To maintain effective systems for the maintenance and security of the GOAL Offices, residences and stores and ensure they conform to recommended insurance, health and safety standards.
•Assist on internal and external audits and follow up on recommendations, ensuring corrective measures are put in place and understood by all.
•Develop and implement logistics risk management plans including stock levels and supplier management
•Ensure that adequate anti-fraud procedures are in place and that abuse of GOAL’s logistics systems does not occur.
•Ensure effective engagement with the Logistics Cluster and other humanitarian and private sector actors
Procurement
•Contract management – Directly supervise all long term supply and services contract and ensure regular feedback is provided to the supplier for both good and bad performance
•Improving cost-effectiveness by saving time or money through use of: framework contracts, improved coordination of purchasing and transport with programme coordinators and managers
•Liaise effectively with programme staff in any new proposal development and procurement planning so that requests can be anticipated and inputs delivered in a timely manner and in accordance with procurement procedures.
•Responsible for ensuring donor procurement procedures and other donor guidelines as they relate to procurement activities are strictly adhered to.
•Liaise with Logistics teams in other NGOs to compare and contrast material cost and quality to ensure that GOAL is achieving excellent value for money.
Communication Systems (including IT)
•Support the IT officer and ensure the IT function provides the required communication needs of the staff are met and ensure adherence to relevant IT operating protocols.
•Ensuring that all communications equipment is operational, used in line with communications equipment policy and that requisite training is provided to staff on usage protocols
•Work with programs and the IT officer to ensuring that the IT planning reflects programme priorities.
Staff Management
•Ensure that guidance, mentoring and monitoring in all GOAL logistical procedures and policies are given to all the logistics team, in particular the field logistics team.
•Ensure performance management systems are in place for all logistics staff including training plans.
•To maintain and update all Job Descriptions of logistics personnel to ensure adequacy, standards and compliance.
•To liaise and coordinate with the HR Manager on personnel issues including recruiting and discipline procedures of staff in accordance with GOAL HR policy and Labour Law
•Ensure that Logistics succession planning is developed in coordination with annual planning.
Compliance
•Ensure compliance with GOAL policies and procedures, donor regulations and local laws are in line with applicable licenses and are properly documented.
•Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.
•Ensure the Logistics Checklist is completed for all new proposals.
•Liaise effectively with programme and finance staff on the cessation of grants to ensure assets and stock are disposed of in accordance with GOAL policy and donor regulations.
Security
•Work with the security officer and assist in implementing GOAL’s Security Guidelines and Procedures and that all logistics staff are familiar with the guidelines and procedures to ensure staff adhere to security protocols.
•Act as part of the Crisis Management Team, if activated and required
Reporting
•Ensure that the monthly logistics report is submitted to ACD-S, in a timely manner
•Assist as required for end of grant reports
Capacity Building
•Advocate and plan for professional development for expat and national staff.
•Determine training and capacity building needs of GOAL partner organizations.
•Determine, provide input, and deliver where applicable, training for GOAL staff and GOAL partners’ staff to increase their knowledge and responsibilities in order to ensure sustainability of programs.
Requirements
Essential:
•3-5 years of overseas logistics experience with an International NGO with 1 years’ experience at Senior Management level
•A degree in Logistics, Engineering, Business, or related field
•Appropriate skills and experience in the capacity building and training of staff and of developing and implementing systems
•Knowledge of project management, vehicle management, communications systems, IT, procurement, stock control and management systems
•Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s
•Ability and willingness to travel, including to insecure environments;
•Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
•Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions
•Ability to work under own initiative.
Desirable:
•Master Degree in relevant subject
•Hands-on experience in areas such as repairing/maintaining vehicles, computer and communications systems setup an advantage
•Experience in proposal development, budget preparation and report writing desirable.
Contract: 6 Months
Start Date: Immediate
This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.
GOAL has a Staff Code of Conduct and a Child Protection Policy which have been developed to ensure the maximum protection of programme participants and children from exploitation. Any candidate offered a job with GOAL will be expected to adhere to these policies any job offer made is also subject to police clearance. GOAL is an equal opportunities employer.
