Under the supervision of the Country Director and in collaboration with the Head of Admin, Finance & HR Department, the overall responsibility of the Head of Logistics Department is to ensure the respect and the application of TGH logistics procedures and to manage all related logistics activities. The Head of Logistics Department is also responsible to manage the national logistics team.
The position of the Head of Logistics Department includes the following responsibilities:
The supervisions tasks are managed by national TGH employees and described in their job descriptions.
HR management
Ensure the Logistics department is properly set-up and the flow chart is consistent with the needs of the mission
Ensure Job descriptions are up to date, fit with the position and the required work and are well known by each employee
Direclty supervise the sharing or work load of Khartoum log team in support of the logistic coordinator, and indirectly through the Logistics Coordinator for field based logistics team.
Staff capacity building and logistics department strengthening
Through regular field visits, identify recommendations and ways of improving the logistics department taking into account the context, and the gaps for logistics staff and base needs
Support and check the national teams regarding the respect of the logistics procedures and follow up (supply chain management, internal procurement rules, purchases plans, Purchase Requests and Orders Follow Up linked with the Purchases Follow Up, anticipation, inventories, fuel consumption follow up, communication and reporting to HQ…).
Support and strengthen the capacity of the national team in checking the quality of the documentations/archives related to Logistics / procurements in order to guarantee the respect of TGH internal rules and donors’ demands, at coordination and field level ; the final checks of procurement procedures compliance with TGH and donors standards being the responsibility of the Head of Logistics Department.
Support TGH national team (Logistics, Administration and Programs) in the use of the purchase request tool linked with the Purchases Follow Up tool, and ensure its regular update.
Set up internal training plan, provide trainings and adapted tools to TGH national team (Logistics Department) and National Partners on the internal logistics procedures, specific logistics subjects (stock management, supply chain, fleet management etc.), as well as logistics tools (purchase follow up, purchases requests, etc.) in order to improve the work of the department and therefore the projects’ implementation, at coordination and field level.
Participle in the recruitment, when required, of staff for the Logistics Department and provide training, coaching, and capacity development.
Supply chain
Is responsible to fill and update the purchase plan, anticipate and prepare the derogation requests
Supervise all the procurements managed by the Logistics department
Is responsible to manage the Light Negotiated up to International Open Tender procurements
Ensure these procurement files submitted to Finance for payment are complete
Ensure check lists for procurement files are up to date and used by the persons concerned (Logistics and Finance)
Ensure the Purchase and Service Request Tool is up to date and used by the persons concerned
Assets
Is responsible to manage the follow-up of assets, allocation to TGH employees, lending certificates
Supervise
Stocks
Supervise stocks reports, inventories, follow-up
Support team to update stock management procedures, and ensure compliance with processes on each base
In kind donation management
Manage the compilation of in kind donations and their filing (physical and numerical)
Ensure proof of donation documentation is physically and numerically filed in KRT and sent to HQ
Communicate closely with in kind donors to get complete information: detailed quantities, unit costs, global costs, donation certificates
Fleet
Supervise fleet management of Khartoum and field offices
Supervise the proper use of fuel consumption tools and others and the proper application of mitigation measures
ICT
Manage the ICT means of the mission
Manage the maintenance and renewal schedule of IT means: computers, printers, NAS server, satellite phones,
Ensure the soft archiving procedures are known and applied by the persons concerned
Ensure the server (NAS) works properly and is set up with an Archive folder specific for procurement files
Security and safety plan
Manage the implementation of logistics safety and security measures decided in the security plan of the mission
Supervise the respect of logistics safety and security measures
Validate the movements tracking sheets received from the field
Support the CD in collecting and analysing security events, trends.
Support the collaboration between TGH Logistics and other departments (Administration, Programs)
Strengthen the coordination between Logistics and Administration and Programs departments; propose adapted solutions, tools and communication mechanisms to ease the overall supply chain and Logistics.
Strengthen the coordination with Finance and Administration teams during and after the process of purchase and for the preparation of audits.
Strengthen the coordination with Programs teams for the follow up of purchase requests and procurement procedures linked with field activities, or support for specific program (e.g. Buffer Stock prepositioning and distribution).
Strengthen the link with headquarters for the follow up of reporting tools and for the improvement on the procedures and methodologies of the mission in line with TGH internal process.
General support to the mission
Contribute to the update, implementation and respect of security measures defined for the mission.
Support internal improvement processes. Contribute to knowledge and information sharing within the INGO team.
Support the national teams in the Logistics tasks and reporting.
Priorities:
This list of responsibilities could be modified according to the needs in the field.
Educational background and experiences
Skills
Personal Qualities
Country: Sudan
Location: Khartoum, with field visits to Darfur and South Kordofan as security conditions allow. May also be additional travel to new areas of operation
Duration: 7 months from November 2021 - renewable depending on funding
Conditions: : Salaried contract, gross monthly salary from € 2,300 to € 2,800 depending on experience, monthly per diem 600 EUR, medical coverage of 100% + repatriation insurance + provident fund, accommodation, international and local transportation as part of the mission, break every 3 months.
Please also note that Sudan requires medical clearance and expatriates must test negative to Hepatitis B, C and HIV to obtain residency. This is done in country.
This vacancy is archived.