Save the Children Logistics Coordinator

Job Description

Job Title: Logistics CoordinatorPosition Code:

LOG MAN

Contract Duration: 9 Months

Team / Programme: Programme Operations

Location: Mandera

Grade: 3

Post Type: National Child Safeguarding: Level 3. The responsibilities of this post may require the post holder to have regular contact with children and young people. In the overseas context all posts are considered to be level 3.

As part of these responsibilities the post holder will promote a culture of keeping children safe, and ensure that potential harm to children (by our own staff and/or as a result of how we do our work) is identified and addressed on an ongoing basis.

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. 

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. 

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. 

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country. 

We employ nearly 300 staff and will have an operating annual budget in 2015 of approximately US$20-25 million.Role: Under the supervisor of the Area Manager, the Logistics Coordinator oversees all logistics functions, including procurement, transportation and fleet management, and warehousing and assets management, in the Area Office.

Staff Directly Reporting to this post: Logistics Officers

Main ResponsibilitiesGeneral Logistics Management

As a member of the Mandera SMT, demonstrate the behaviours that are consistent with Save the Children’s Mission, Vision and Values and ensure their broader application by staff across the Mandera programme.

As a member of the Mandera SMT, ensure a conducive and productive work environment.

Coordination of programme logistics; implement the country logistics Manual for the management of the supply chain, including one or more of the following areas; procurement, transport and distribution, warehousing and stock management, management of vehicle fleets, communication systems, and assets.

Assist in the development of project proposals to ensure appropriate resourcing of logistics team and activities, and advise on:

The feasibility of project in line with current and/or planned logistics capacity;

Whether logistics and operational costs have been adequately budgeted;

Risk management strategies in terms of supply chain planning i.e. lead times, donor compliance

Whether recharge strategies for logistics costs such as transports, facilities and equipment are appropriate and consistent with SC and donor policies.

Develop the Logistics component of the programmes emergency preparedness plan;

Obtain technical or manpower support from Nairobi logistics when necessary;

Review the monthly logistics reports and advise the Area Manager where there are irregularities or areas of concern that need follow up.

Ensure weekly reporting systems are implemented in all logistics functions and are in line with financial control mechanisms for Procurement, stock, vehicles and assets. 

Comply with Save the Children policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

Procurement

Manage programmes supply chain, to ensure on time supply of goods to projects.

Determine sources for supply of goods and services to meet programme needs, overseeing local and coordinating with capital logco on area office procurement.

Develop procurement plans and schedules with project managers and ensure they are adhered to.

Transportation of project supplies is reliable, cost effective and timely.

Fleets and Transportation Management

Manage SC fleet strategically to ensure appropriate access to transportation for programme staff;

Work closely with security on the management and tracking of staff movement;

Ensure that vehicles are regularly maintained, comply with national road traffic laws, and are safe for use.

Plan for and budget the depreciation of vehicle assets to ensure the sustainability of SC’s transportation resources;

Warehousing and Assets Management

Oversee management of programmes stocks, ensure stocks are well kept, levels are maintenance in line with programme consumption and movements are reconciled with project distributions.

Ensure the assets tracker is accurate and up to date;

Plan for and budget the depreciation of SC assets, such as computers, to ensure the sustainability of SC’s programme resources;

Staff Management, Mentorship, and Development

Manage performance of direct reports in the work area through:

Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

Coaching, mentoring and other developmental opportunities;

Recognition and rewards for outstanding performance;

Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans.

Build the capacity of staff to monitor/ manage grants and awards as well as understand and implement compliance requirements from donors, Save the Children and/or the Government of Kenya.

Maintain clear communication with both the functional (direct) line manager and the technical manager to foster a smooth working relation under existing matrix structure.

Competencies
 

1. Leading

Delivering Results: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving own performance or that of the team/organisation.

Developing Self and Others: Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future.

Leading and Inspiring Others: Demonstrates leadership in all our work, role models our values and articulates a compelling vision to inspire others to achieve goals for our children.

2. Thinking

Problem Solving and Decision Making: Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organisation and making appropriate judgements.

Applying Technical Expertise: Applies the required technical and professional expertise to the highest standards, promotes and shares best practices within and outside the organisation.

Innovating and Adapting: Develops and implements innovative solutions to adapt and succeed in an ever – changing, uncertain work and global environment.

3. Engaging

Working Effectively with others: Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives. Knows when to lead and when to follow and how to ensure effective cross- boundary working.

Communicating with Impact: Communicates clearly and confidently with others to engage and Influence, Promotes dialogue and ensures timely and appropriate messages, building confidence and trust with others.

Networking: Builds and uses sustainable relationships and networks to support the work of Save the Children.

Qualifications and Experience
 

Essential

First degree in Logistics Management, business administration or related area

Prior experience in logistics management in the NGO sector, within complex/large scale country programmes and in emergency response/humanitarian environments

Proven experience in all technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, communications, and security

Experience of working in remote field bases with limited infrastructure

Experiencing in managing and supervising others in logistics

Ability to synthesise and analyse information, and make clear, informed decisions

Ability to work with spreadsheets and Databases critical

Ability to build relationships quickly with a wide range of people, both internally and externally

Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities

Cultural awareness, with strong written and spoken communication and interpersonal skills

Fluent in English, both written and oral; Somali language skills a major advantage.

Desirable

Technical experience/knowledge in specific types of humanitarian intervention e.g. Child protection, Education, construction

How to Apply

Interested candidates are required to submit a CV and mandatory Cover letter to Kenya.jobapplications@savethechildren.org indicating the Position Code on the subject line by 23rd March 2015.

Due to the urgency of these positions, applications will be reviewed as when receive them. 

Only shortlisted candidates will be contacted.