Logistics Coordinator

General Objective:

Secure deeply logistical performance and coordination at mission level in order to provide programs with optimum support.

Objective 1: Contribute to the definition of mission strategy

The Log Co is responsible for:

- developing a logistics strategy for the mission

- making logistics data available to other departments to facilitate the establishment of the country strategy

- producing high quality and timely logistics contributions to "proposals" and reports for funding bodies

Ø Contributing a logistics perspective to coordination discussions

Ø Advising other departments on their logistics requirements

Ø Ensuring that logistical needs and constraints are taken into account in the preparation of projects

Ø Collecting data and preparing the logistics sections of "proposals" and reports to funding bodies, contributing to the financing plan

Ø Checking that his/her contribution to "proposals" and reports is consistent with the rest of these documents

Ø Representing the mission to outside bodies in logistical matters and developing a network for the exchange of information and good practice

Objective 2: Coordinate logistics at national level

The Log Co is responsible for:

- implementing ACF logistics regulations throughout the mission and ensuring

compliance with them

- the quality of the logistics service provided throughout the mission

- leading and optimising logistical activities at mission level

- ensuring that logistical commitments made to funding agencies are respected

- producing timely and high quality logistics reporting for the mission

- anticipating and flagging up logistics-related risks

Ø Laying down logistical standards across the mission, in accordance with ACF guidelines

Ø Providing leadership and optimising the organisation of logistics at mission level

Ø Devising a technical and geographical strategy for supplies (local/international purchases, stock and transport)

Ø Supervising the implementation of a supplies strategy and sanctioning its stages according to ACF procedures (validating procurement requests, including rental contracts)

Ø Supervising the management of equipment : allocation, transfer between bases, depreciation

Ø Controlling the mission logistics budget

Ø Consolidating, monitoring and analysing logistical data submitted by bases

Ø Ensuring the sound conduct of audits and pre-audits

Ø Ensuring the implementation of an archiving system conforming to ACF logistics guidelines

Ø Maintaining a network with local input, exchanging good practice

Ø Representing ACF at the logistics Cluster, coordinating ACF activity with that of other parties involved in concerted initiatives

Objective 3: Collaborate with headquarters in the management of international transport

The Log Co is responsible for:

- working with headquarters on the definition of incoterms

- selection of freight agent and contract management

- reception of merchandise and customs clearance

Ø Forwarding to headquarters the data needed to draft a contract with the carrier

Ø Negotiation of terms and conditions with the freight agent

Ø Supervising the forwarding of customs clearance information to the freight agent

Ø Checking the speed and the quality of deliveries

Objective 4: Promote and ensure collaboration and coordination in logistics with the mission's partners

The Log Co is responsible for:

- participating in the process of selecting partners and validating the risk analysis in logistical matters submitted by the bases

- defining with partners the modes of logistics management in the framework of joint projects

- validating the logistical aspects of partnership conventions and agreements

- taking full advantage at mission level of all innovative logistics management practices in the framework of partnerships

Objective 5: Prevent and manage fraud and corruption

The Log Co is responsible for:

- identifying the risks of fraud and corruption in his/her field of competence and putting in place preventative and monitoring mechanisms

- making his/her team aware of the risks of fraud and corruption

- alerting the Country Director to cases of fraud and corruption and undertaking corrective action

- putting in place and monitoring recommendations arising from the day-to-day control and audits

- ensuring donor compliance in conjunction with the finance department

Objective 6: Manage the Logistics team in capital and be support/technical Manager for Head of base/Logistics Manager in the bases

The Log Co is responsible for:

- the day-to-day management of his/her team (guidance, follow-up, motivation…)

- evaluating the performance and developing the skills of his/her team members

- management of the teams for which s/he is support/technical Manager

Ø Definition of the Human Resources needs of his/her area of activity and production of an organisation chart of the team

Ø Taking part in the recruitment of his/her teams

Ø Organising and leading team meetings

Ø Developing and monitoring individual action plans for team members

Ø Managing planning activities, the sharing and coordination of tasks

Ø Carrying out individual evaluation interviews with his/her team members

Ø Providing technical support to the teams

Ø Identifying the training needs of team members

Ø Devising, organising and leading training sessions

Ø Managing difficulties in the team