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Logistics Coordinator

MAJOR RESPONSIBILITIES

Major Activities

  • 1. Logistics Operations

  • Provide the technical oversight, input and supervision to coordinate the staff support to, delivery of, and implementation of, all logistics support systems according to WV NWS Logistics policies and procedures.

  • Participate in projects design and planning to ensure that logistic systems are suitable and flexible enough to cope with expected workload.

  • Ensure together with country management team that logistics support requirements in terms of staffing and internal logistics infrastructure required for transport and storage are correctly accounted for and budgeted in all project proposals.

  • Proactively coordinate and direct the management and tracking of all equipment and supplies from procurement or GIK, through its receipt control, storage, and onwards transport and distribution facilitation.

  • Ensure assets management in line with WV NWS donor policies and procedures

  • Capture pipeline information, and coordinate the management of the supply chain ensuring that Program and Logistics staff are well-informed and well-prepared for incoming equipment and supplies.

  • Ensure timely reporting on stock status, to help Program staff with planning of stock distribution and stock replenishment. Support Program staff to verify that distribution has occurred according to the intentions and plans of the donors, WV NWS, and project partners.

  • Locate and negotiate contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements.

  • Actively engage with freight forwarders, clearing agents, and Customs, to ensure that cargo is managed at all points of the supply chain to avoid any unnecessary delays in delivery.

  • Supervise and coordinate all logistics matters related to transport and fuel management, to ensure that vehicles are insured, managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms etc) are complete and serviceable, and that usage of fuel is correctly supervised, logged and reconciled.

  • Liaise with security personnel on security-related transport issues.

  • Supervise and coordinate all matters logistics regarding satellite communications and radio communications to ensure that equipments are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately.

  • Regularly assess and update information on access routes to program sites, airports, transport means available, warehousing, fuel availability, field comms issues, staffing needs, training required etc. Raise related issues/challenges to senior management as required and ask direction to work out optimal solution.

  • 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, and Global Logistics, pursuant with WV NWS policies and procedures.

  • Be flexible and manage time accordingly, to be prepared to tackle other tasks commensurate with the role, and level of experience, at short notice.

  1. Compliance

  • Ensure compliance with WV NWS policies and procedures, donor regulations and local laws.

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

3. Human Resources

  • Through remote management approaches, coach and support field teams working to manage logistics, commodities management, and other key PSCM functions from Idleb and Aza’z

  • Work with PSCM team to ensure understanding of operations needs with regard to Logistics and commodities management

  • Make frequent site visits to where staff supervised by you are working, to ensure that the appropriate care and support is being offered. Ensure that staff supervised by you are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.

4. Training/ Capacity Building

  • Determine internal training needs for staff under supervision.

  • Coordinate the delivery of training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs

  • Advocate and plan for professional development for supervised staff in line with available budget.

5. Working Relationships

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

  • Proactively engage on a regular basis with other WV NWS logistics teams, and logistics coordinators from other organizations to ensure appropriate links for interagency logistics coordination, particularly where Logistics Cluster is not deployed.

KNOWLEDGE, SKILLS AND ABILITIES

Minimum education, training and experience requirements to qualify for the position:

1. It is desirable that experience is supported by academic study in logistics or completion of the Certification in Humanitarian Logistics program.

List additional work experience required as a minimum qualification for this position.

  1. Evidence of practical experience in logistics management within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.) fleet management and asset management, distribution support.

  2. Proven record of experience of the management of logistics at a coordination level.

  3. Evidence of humanitarian emergency deployments and international deployments desired.

  4. Experience with donor specific procedures.

  5. Prior experience of logistics software solutions (desired).

  6. Experience of the management of budgets and the ability to prepare timely, complete and accurate reports.

  7. Evidence of the ability to plan for, and conduct training in all areas of logistics for staff (suitable to staff knowledge level).

  8. The commitment and demonstrated skills to build staff capacity in the areas of logistics management, supervision and monitoring

  9. Strong organizational and problem-solving skills with analytic approach

  10. Strong interpersonal, management and leadership skills

  11. Ability to work in participatory manner with staff to assess needs, implement and monitor activities

  12. Ability to integrate and work well within multiethnic and multicultural teams

  13. Ability to work in harsh conditions, often in remote areas.

  14. Proficiency with MS Word and Excel (minimum requirement).

License, registration, or certification required to perform this position:

  1. Ability to read, write, analyze and interpret, technical and non-technical in the English language

  2. Ability to effectively present information and respond appropriately to questions.

  3. Ability to speak Turkish and Arabic