About the role: This is a voluntary 12 month, new role with unaccompanied terms based in N’Djamena, Chad with travel to Concern’s areas of operation in Sila, Lac and Ouaddai provinces’. You will receive an annual allowance of 12,329 euros.
You will report to the Operations Director and will work closely with the Logistics Coordinator, Base Managers, Area Coordinators, HR & Administration manager, Regional Logistics Advisor, logistics, finance, HR and programme staff as required.
We would like you to start on 01 May 2024.
Your purpose: The Logistics and Systems Support Officer will support the Operations Director in a number of tasks related to logistics for Concern’s emergency and development programmes in Chad, in particular focusing on supporting compliance with systems and strengthening staff capacity. He/She will also help with other systems related tasks in collaboration with HR, administration IT and security preparedness. He/she will receive training and on-the-job coaching, and be expected to cascade some of that knowledge and skills to other staff.
Main duties include, though not limited to:
Supply Chain Management:
- Support the Logistics Coordinator and Base Managers on the tracking of project orders, including inter-zonal tracking through the procurement tracker tool.
- Support the execution of procurement procedures in a cost and time efficient manner, in line with Concern’s policies and guidance.
- Conduct regular spot checks and evaluations of procurement documentation and processes to ensure compliance with Concern and donor procedures.
- Support customs clearance processes.
- Assist the logistics staff in preparing tenders and developing framework contracts.
- Brief all staff on the supply chain system and the constraints related to it.
- Ensure that the supplier’s database is regularly updated
- Organise evaluations of supplier’s when required
- Participate as in purchase committee meetings
Warehouse Management:
- Provide support on warehouse management in accordance with the Concern guidelines.
- Support efficient stock management and ensure availability of relevant supply management data and stock records.
- Support the security of stock through the implementation of effective controls.
- Ensure warehouse documentation is correctly understood and used.
- Support in strengthening staff capacity and warehouse management processes.
- Document and report on any stock discrepancies in order to support the investigation and resolution of any potential issues
- Participate in stock inventories
Transport:
- Support the different fleet / transport managers, to ensure that maintenance works are properly documented (maintenance records correctly filed, maintenance needs updated regularly and shared with the logistic coordinator).
- Support the different fleet / transport managers to monitor the maintenance conducted on Concern vehicles by external service providers and Concern Garage.
- Create a database of parts used by Concern Chad. Study Maintenance and repairs on the mission to improve tracking and efficiency.
- Propose fleet greening initiatives
- Support the Operations Director to gather data for the carbon footprint audits
- Liaise with the Logistics Coordinator in ensuring that every vehicle used by Concern staff has an appropriate first aid kit.
- Liaise with the Operations Director in sourcing and scheduling basic first aid course/refresher courses for drivers.
Emergency response:
- Support the Logistics Coordinator in establishing framework agreements with suppliers of equipment needed to support an emergency response
- Support the establishment and maintenance of a contingency stock for emergency responses in each location
- Support the preparation of distribution activity plans in collaboration with the programme departments.
- Support the dispatch and receipt of commodities on a timely basis as requested.
- Ensure end of distribution reconciliation documentation is understood, used and correctly filed.
Communications & Training:
- Support in organising regular maintenance of communication equipment in collaboration with the Operations Director and IT Manager.
- Conduct staff trainings on use of communications equipment and communication protocols.
- Help with induction of new staff
- Help with development of trainings and evaluations of staff
- Travel to field locations to conduct Systems coaching e.g. on logistics, procurement, transport etc.
Accountability
- Contribute to organisational accountability initiatives, including overseeing the roll out of commitments of Concern under the CHS (Core Humanitarian Standards)
- Adhere fully to the commitments and rules of Concern’s Code of Conduct and three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Person Policy including the respect of confidentiality.
In line with Concern’s commitments under the Core Humanitarian Standard (CHS):
- work with relevant colleagues to ensure that the Feedback and Complaints and Response Mechanism (FCRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
- work with relevant colleagues to ensure that information about FCRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.
Other:
- Assist the Operations Director and IT Manager for the asset check
- Support the Operations Director for any asset disposal plan
- Undertake other related duties as may reasonably be required by the line manager or Country Director
Your skills and experience will include:
Essential:
- Degree in a relevant field (logistics, supply chain management, business administration, etc.)
- Technical skills in two or more of the following fields: vehicle mechanics and fleet management, energy and electricity, ICT, supply chain management, VHF/HF communications, construction, distributions, procurement and tenders, stock management & warehousing
- Security awareness or experience in living in an insecure environment
- Strong IT skills including use of Microsoft office, in particular Excel
- Fluent in French, both verbal and written, and a good command of English
- Ability to organise and prioritise workload, and ability to use own initiative as appropriate
- Ability to act as part of a multi-cultural and multi-disciplinary team in a culturally sensitive way
- Ability to communicate clearly, patiently and with respect to colleagues
- Ability to cope with stress and to work under pressure
- Flexibility, adaptability, and patience
- Willing to live in basic living conditions and to travel to remote field locations
- Excellent attention to detail
Desirable:
- Previous work or volunteer experience in sub-Saharan Africa
- Experience with logistics and supply chain management in humanitarian or development contexts
- Experience working or volunteering in with an NGO in a humanitarian context
Special Skills, Aptitude or Personality Requirements:
- Good time management skills, the ability to structure processes and to respond positively and constructively to a rapid changing operational environment are key competencies.