GOAL has been working in Sierra Leone for over 10 years, and current programme activities aim to contribute to poverty and vulnerability reduction in our areas of operation through implementation of multi-sectorial integrated programmes.
GOAL has been working in Sierra Leone since 1999, GOAL has over 15 years’ experience designing and implementing system strengthening and community-based programmes across Sierra Leone’s health; water, sanitation and hygiene (WASH); and child protection sectors, and is rapidly scaling-up within and across these sectors to respond to the current Ebola outbreak. GOAL’s key emergency Ebola response activities include constructing and managing an Ebola Treatment Centre; construction, infection prevention control, and WASH support within government health facilities; family tracing and reunification of Ebola orphans; material and psychosocial support for Ebola survivors; and national social mobilisation activities and the management of a DfID funded emergency response fund.
GOAL Sierra Leone has a number of offices, the head office is located on the west side of Freetown, and the other field offices are located on the east side of Freetown and also in the provinces.
Job Description
The Assistant Logistics Coordinator is technically responsible for the management of both the Procurement and Logistics Managers in Port Loko, Makeni and Kambia areas who will report directly to the Area Co-ordinators. S/he is responsible for:
Coordination & Information Sharing:
- 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.
- Oversee 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 the Logistics Checklist is completed for all new proposals
Procurement:
- Support the Procurement Manager to develop and implement cost-effective strategies to save time and/or money through use of: framework contracts, improved coordination of purchasing and transport with programme coordinators and managers, establishment of restricted tender lists and other procurement modalities,
- Support the Procurement Manager liaise effectively with programme staff in proposal development and procurement planning so that requests can be anticipated and inputs delivered in a timely manner and in accordance with procurement procedures.
- Ensure 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.
- Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.
Warehousing:
- Ensure that the storage facilities/warehousing are secure, fit for purpose, managed and meet health and safe working practice requirements.
- Ensure stores systems and procedures are in place to adequately manage and report on stocks in compliance with GOAL’s Logistics Manual and in accordance with donor requirements,
- Ensure daily warehouse reports, Stock Management Sheet’s, stock counts and all stock records are recorded on both paper and in electronic format
- Oversee stores record reconciliations; comparing stock data with procurement statistics and distribution data from programme teams,
- Ensure all standards and exercises for stock accountability and records are in place and managed,
- Ensure that stock utilization and replenishment systems are adequate to maintain an adequate supply of basic commodities to facilitate the smooth operation of the programme.
Fleet:
- Oversee the management of all transport and fuel issues; ensuring that:
- vehicles are driven safely and maintained appropriately,
- vehicles are insured,
- all damages is reported accurately and timely,
- ensure that vehicle equipment (first aid kits, communications etc.) is complete and serviceable;
- Fuel usage is correctly managed, logged, recorded and analysed.
Premises:
- Oversee an effective systems for the maintenance and security of all GOAL Offices, residences and stores and ensure they conform to recommended insurance, health and safety standards.
- Ensure that sufficient accommodation is maintained for all GOAL expatriate staff; leases, premises insurance etc. is updated in a timely fashion.
Assets:
- Ensure that all communications equipment is operational, used in line with communications equipment policy and that requisite training is provided to staff on usage protocols
- 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
- Oversee the maintenance of a live, up-to-date Fixed Asset Register ensuring all assets are labelled and current locations of all assets are known and reported,
- Ensure that the system of controlling assets movement between personnel, programmes and locations within the country is in place and working adequately.
- Ensure appropriate disposal of assets as required in accordance with GOAL and donor guidelines,
Reporting:
- Ensure procurement (OTS), stocks (SMS), assets (FAR), DIK and fleet reports are correct, produced on time and shared with program managers, program coordinator Logistic Co-ordinator and ACDS.
- Ensure that the monthly logistics report is submitted to HQ, through the Logistic Co-ordinator 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.
Representation
- Develop external stakeholder liaison/relationships to maintain linkage with other NGOs, UN, etc.
- Represent GOAL on the Logistics Work Group to ensure adequate information sharing, address common concerns/problems and seek solutions
Other Responsibilities:
- 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 level and supplier management,
- Ensure that adequate anti-fraud procedures are in place minimising the potential for abuse of GOAL’s logistics systems.
- Any other duties as required
Requirements
- Minimum 3 years experience in logistics management with an INGO/International Agency with significant procurement and import/export experience
- Masters degree in relevant field (global logistics etc.) preferred or significant relevant international experience
- Fluency in spoken and written English is essential
- Good interpersonal and motivational skills
- Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
- Previous experience in remote management is highly desirable
- Flexible/motivated
- Ability to work under pressure with limited supervision
- Team player and problem solver
- Experience in managing staff and ability to operate in an insecure and dynamic environment
Job Location:Based in Makeni travel to Head office and other Northern province offices
Reporting to:Logistics Co-ordinator
Start Date: ASAP
Contract Length:6 Months with potential to extend
HOW TO APPLY:
