Head of Logistics Department

Organisational background:

Action Contre la Faim (Action Against Hunger) has been conducting humanitarian programs in Somalia since May 1992. Currently, AAH is conducting its humanitarian activities in Somalia focused on treating and preventing malnutrition, increasing access to clean water and appropriate sanitation, strengthening the food-security, livelihoods and thus boosting the resilience of communities in Somalia as well as emergency response via program bases in Somalia.

The Positions and responsibilities:

AAH Somalia is looking for a suitable Somali national to fill the position of Head of Logistics Department based in Mogadishu- Somalia.

Goal:

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

Mission 1: Contribute to the definition of mission strategy

The Head of Logistics Department 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

§ Contributing a logistics perspective to coordination discussions

§ Advising other departments on their logistics requirements

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

§ Collecting data and preparing the logistics sections of “proposals” and reports to funding bodies, contributing to the financing plan.

§ Checking that his/her contribution to “proposals” and reports is consistent with the rest of these documents

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

Mission 2: Coordinate logistics at national level

The Head of Logistics Department 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 optimizing 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

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

§ Providing leadership and optimizing the organization of logistics at mission level

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

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

§ Supervising the management of equipment: allocation, transfer between bases, amortization.

§ Controlling the mission logistics budget.

§ Consolidating, monitoring and analyzing logistical data submitted by bases.

§ Ensuring the sound conduct of audits and pre-audits.

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

§ Maintaining a network with local input, exchanging good practice.

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

Mission 3: Collaborate with headquarters in the management of international procurement and transport.

The Head of Logistics Department is responsible for:

§ working with headquarters on the definition of incoterms

§ reception of merchandise and customs clearance

§ Coordinate and follows procedures required for international (outside Kenya and Somalia) sourcing.

§ Negotiation of terms and conditions with the freight agent

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

§ Checking the speed and the quality of deliveries

Mission 4: Contribute in preparing and implementing security policy for the country operations

The Head of Logistics Department will contribute to:

§ Local security plans and to keep them up to date.

§ designing the national security plan with the security coordinator and the Country Director

§ Informing the teams about security and the related resources.

§ Support the security coordinator and the country director to implement security guidelines on the mission.

Mission 5: Promote and ensure collaboration and coordination in logistics with the mission’s partners

The Head of Logistics Department 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.

Mission 6: Prevent and manage fraud and corruption

The Head of Logistics Department 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.

Mission 7: Manage the Logistics team in capital and be support/technical Manager for Logistics Manager in the bases.

The Head of Logistics Department 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

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

§ Taking part in the recruitment of his/her teams

§ Organizing and leading team meetings

§ Developing and monitoring individual action plans for team members

§ Managing planning activities, the sharing and coordination of tasks

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

§ Providing technical support to the teams

§ Identifying the training needs of team members

§ Devising, organizing and leading training sessions

§ Managing difficulties in the team.

Qualifications/Skills & Experience:

§ Graduate in Logistics / Operational / Supply Chain Management, Business Administration or equivalent. Professional qualifications from accredited institutions such as CIPS an added advantage.**

§ At least 6 years of professional working experience in similar position & Humanitarian Logistics sector at managerial level specifically dealing with International procurement, Freight, Warehouse management**

§ Have a keen understanding of export processes and INCOTERMS in general

§ A keen understanding of the Somalia context

§ Demonstrate excellent logistics capacity assessment skills

§ Demonstrate excellent negotiating skills

§ Excellent communication skills & networking skills

§ Good analytical and reporting skills

§ Coping with high workload, irregular working hours and sometimes challenging working environments.

§ Ability to work under minimum supervision

§ Demonstrate team spirit

§ Knowledge and adherence to Humanitarian Code of Conduct

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