Logistics Manager

Under the direct supervision of the Base Manager, the Logistics Manager KPK/FATA is responsible for coordinating and supervising all logistic activities and ensures safety of staff of KPK & FATA:

-       Procurement: Responsible for all purchasing in line with the internal procurement procedures and their follow up (procurement file, call for tender, distribution, suppliers follow up, etc.).

-       Fleet Management: Responsible for fleet management (cars rental contract, vehicles maintenance, fuel follow up, drivers training, etc.) and organization of any field movements (flight booking, hotel booking, etc.)

-       Stock Management: Responsible for managing all assets from inventory to storing and maintenance.

-       Staff Safety: Responsible for ensuring staff safety in the field and office by putting in place necessary measures and standard operating procedures and ensuring the staff practicing with the support of the Base Manager.

Objective 1: Procurement:

Activities:

·         Provide planning support and advice to those making a procurement request, then process and manage the procurement process in accordance with SIF policies and procedures, in a transparent, accountable, efficient and cost effective manner.

·         Follow-up the procurement for all bases in area of operations.

·         Validate the Purchase / Service Contracts for procurement, along with Coordination of admin team.

·         Set up and maintain a database of suppliers, detailing criteria of quality, price, service, ethics etc;

·         Undertake quotations or launch Calls for Tender;

·         get validation of relevant procurement from HQ

·         Check the condition and nature of goods received as required by the contracts;

·         Manage the presentation, circulation, filing and archiving of procurement documents, conforming to SIF  procedures;

·         Undertake periodic inventories;

·         Manage stock movements and distributions of goods in the framework of project implementation;

·         Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items.

·         Ensure that all procurements are tracked and recorded to identify items that should be part of a pre-approved tender process, and ensure that open and free competition for procurements is adhered too.

·         Capture pipeline information, and coordinate the management of the supply chain ensuring that Program staffs are well-informed and well-prepared for incoming goods and materiel.

·         Elaborate and update suppliers data base as well as prices list

·         Liaise and negotiate with suppliers

·         Enforce proper use of procurement ceilings and approval procedures.

Objective 2: Assets and Property Management:

Activities:

·         Ensure the safety and effective use of all SIF assets and properties in the office

·         Account for the overall compliance with assets, properties and premises management procedures

·         Ensure the maintenance and repairs of assets and properties in timely manner

·         Assess the need for additional equipment / premise

·         Account for the overall compliance with assets, properties and premises management procedures

·         Regularly control the Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly Equipment Follow Up)

·         Ensure that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents)

·         Ensure timely reporting on /assets & stock status, to help Program staff with planning of replenishment and tracking through to end-user has occurred.

·         Advice and support Program staff to verify that distribution has occurred according to the intentions and plans of the donors, and project partners

Objective 3: Fleet Management:

Activities:

·         Supervise and coordinate all logistic matters relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported,

·         Organize field movements for staff members (flight and hotel booking, rental taxi, etc.)

·         Ensure that vehicles internal equipment (tools, communications etc) are complete and serviceable; and that usage of fuel is correctly supervised, and logged and recorded.

·         Control regularly that all documentation required is filled in timely and precisely

·          Supervise the rental Service Contracts for vehicles

·         Control all documentation related to vehicles (Log Books, Fuel Consumption...)

·         Consolidate and control the Fuel Consumption Follow Up from all Senior Logistics Officers.

Objective 4: Procedures and Reporting:

Activities:

·         Comply with all the reporting requirements from Country/base level

·         Present the all consolidated monthly reports as required according to SIF guidelines

·         Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit weekly and monthly logistics reports to the in-country management team.

·         Procurement plan and Status (Order Follow Up, ongoing procurements, deliveries)

·         Stock Situation (Deliveries received, damages, stock requests)

·         Keep track of quality, quantity, stock levels, delivery times, transport costs and efficiency

·         Vehicle Follow Up (Maintenance, Incidents, Suppliers relation

·         Assets list (Repartition of assets, maintenance, problems)

Objective 5: Compliance:

Activities:

·         Ensure compliance with SIF policies and procedures, donor regulations and local laws.

·         Ensure that the procurement and disposal of commodities are in line with applicable licenses and are properly documented.

·         Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.

·         Manage all types of contracts with suppliers and service providers

·         Meet any ad hoc donor requirements in a timely and complete way

Objective 6: Telecommunication and Information Technology Management

Activities:

·         Accounts for the overall compliance with the Communication and IT procedures

·          Supervise and secure effective use of the entire telecommunication and IT system

·         Supervise all the telecommunication costs

Objective 7: Security Management

Activities:

·         Account for the overall compliance of SIF security and safety guidelines.

·         Ensure high-level security of all SIF assets, property and resources

·         Collect and compile security information of all SIF KPK/FATA bases on weekly basis

·         Attend security meetings of UNDSS and PHF

·         Ensure that watchman's are aware of all safety and security regulations

·         Elaborate security plans for all SIF KPK/FATA bases and ensure their implementation

·         Ensure the security of movement of KPK/FATA field visit

·         Organize the opening of a new SIF bases in KPK/FATA from the risk assessment analysis to office renting and equipment.

Objective 8: Human Resources:

Activities:

·         Manage all staff within department with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism.

·         Ensure that staff supervised are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.

·         Oversee the recruitment, selection and performance of logistics team

·         Logistics Manager KPK/FATA involves the responsibility of a team but also of its efficiency, which means that by having no results over the long term he must be capable of training / sanctions / recommendations for more appropriate position.

Objective 9: Working Relationships:

Activities:

·         Proactively engage with the managers and relevant staff (Program, Finance) on all matters logistic to ensure that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms.

·         Proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations and stakeholders in order to plan, organize, and schedule distribution of goods and materiel safely as well as to ensure adequate information sharing, address common concerns/problems and seek solutions.

Knowledge/Skills/Behaviour:

-          Well Organized, strategic planning, and implementation ability

-          Ability to set goals and prioritize with commitment.

-          Effective under pressure, results oriented and proactive with the ability to multi-task.

-          Good Interpersonal communication, negotiating and analytical skills