Roving Logistics Officer At Terre des hommes

JOB ANNOUNCEMENT

Advert Closing date: 13^th December 2024
About Terre des hommes Foundation (Tdh)

Terre des hommes (Tdh) is the leading Swiss child relief agency. The Foundation has been helping children in need for over 50 years, defending their rights regardless of their race, creed, or political affiliation. In over 30 countries, Tdh protects children against exploitation, and violence, improves children’s and their mother’s health, and provides emergency psychological and material support in humanitarian crises.

Organization: Terre des hommes – Nigeria
Position: Roving Logistics Officer
Location: Maiduguri, Borno State, Nigeria (And Roving to Field offices in different states)

General description of the position:

Under the supervision of the Logistics Manager, the Roving Logistics Officer is responsible for supporting Logistics department as rover between the country office and field sites, with a primary focus on implementing a logistics framework tailored and organised to provide efficient logistics support at the delegation level. S/he is also committed in the management, respect, compliance and efficient implementation of all related policies, rules, procedures, and good practices.

S/He works in complete line with the project strategy defined for the intervention and her/his responsibilities embrace:

• Procurement.
• Premises management.
• Stock management.
• Fleet & thermic park management.
• Equipment/Assets management.
• IT/Communication management.
• Team management.
• Reporting.

Generic responsibilities

• Ensure adherence with TDH policies, tools, handbooks, and guidelines.
• Implement delegated support function portfolio according to plan of action.
• Support logistics field team to ensure timely and transparent acquisition of equipment, supplies and services, for program support and implementation while ensuring compliance with IMC, host government and Donor’s procedures and regulations.
• Prepare and develop status reports as required by management.
• Ensure proper filing of documents.
• Promote and share ideas for improvement of the support function.

Procurement management

• Ensure to carry-out local market surveys to ensure a full knowledge and analysis of the purchasing environment (availability of goods/services, prices, etc.)
• Update price lists and suppliers’ database.
• Ensure to prepare pre-established frameworks agreements (FWAs) and Pre-Qualified Supplier (PQS) lists and carry out comparative bid analysis and PO processes regularly.
• Implement processes to streamline repetitive procurement of goods/services to increase competitive tendering and internal processes.
• Participate in the preparation of the procurement plans, launch of tender procedures.
• Provide planning support and advice to procurement requesters and maintain a continuous overview of supply needs by providing updated procurement plans.
• Verify Purchase and Services Requests (PSR) ensuring all required information is provided and ensuring that approval rules and procedures are observed before submission to her/his line manager for validation.
• Ensure the preparation of the purchasing documents in compliance with Tdh procurement procedures.
• Manage the procurement process in an efficient and cost-effective manner.
• Ensure that goods/services procured match with the requesters’ specifications and are of good quality, value for money and delivered on time.
• Ensure that all documents collected from the supplier as well as internal documents are properly completed and in compliance with Tdh procedures before submission to the authorized signatories and the payment by the finance department.
• Ensure that purchase files are complete in compliance with Tdh procedures.
• Ensure a proper filing system of all procurement files and documents (hard and soft)
• Ensure regular training of procurement requesters to guarantee a better understanding and application of the procurement policies and procedures.
• Establish and maintain effective working relationships with suppliers.
• Evaluate performances of suppliers once a year
• Ensure the follow-up of the contracts and their renewal on time if applicable.

Key responsibilities include (but are not limited to):

Premises management

• Participate in the selection of premises, its layout and organisation.
• Ensure the application of safety and security measures in compliance with Tdh policies.
• Make inspection visits to assess the rehabilitation needs of the premises.
• Ensure the follow-up and tracking of the maintenance costs of premises.

Stock Management

• Ensure that all equipment/assets and project supplies are handled and stored according to Tdh policies and procedures in a timely and efficient manner.
• Ensure proper stock management through stock cards, recording of stock movements to guarantee accurate reporting at all times.
• Control movements of inventory, quality of storage according to procedures and guidelines and perform physical inventory controls.
• Ensure that waybills and transportation documents are in place and properly completed.
• Follow up on donations, the establishment and archiving of donation certificates.

Fleet & thermic park Management.

• Always consolidate the weekly movement plan and track vehicles movements.
• Ensure that vehicles/generators are in good condition, checked, reliable and safe to use.
• Ensure that all vehicles have proper documentation and in order at all-time (i.e., insurances, taxes, driving licenses, etc.)
• Ensure that all vehicles have the minimum standard accessories required (tools and safety equipment such as fire extinguisher, emergency kit, first aid kit).
• Ensure the proper completion of the vehicles/generators’ log- books and perform regular inspections.
• Make sure the vehicles/generators service schedule is done on time and inspected after service is done.
• Monitors and analyse the fuel consumption and maintenance costs of the vehicles/generators.
• Ensure that Tdh Fleet management policies, movement security protocols and visibility guidelines are in place and respected by all staff.
• Ensure that drivers/guards comply with Tdh rules and procedures, security and safety measures and promote good practices.

Equipment/Assets Management

• Participate in the discussions to ensure the proper set-up of equipment/assets of the delegation.
• Ensure that all assets are recorded in the assets follow-up file, documented, tagged with unique Tdh asset log number according to asset management policies and procedures.
• Ensure tracking movement of assets (users, locations, etc.) with updated information.
• Oversee assets rollover and replacement according to Tdh standards.
• Organize disposal of obsolete equipment/assets.
• Submit incident reports for damaged/lost/stolen equipment and assets.
• Conduct regular inventories, check and inspections.

IT & Communication management

• Ensure that Tdh premises are equipped with IT and Communications material in line with Tdh standards.
• Act as IT focal point (1st level support) for hardware and software troubleshooting and liaise with the IT referent at HQ for upper levels.
• Ensure proper training for adequate use of communication equipment (i.e. satellite phones, HF/VHF radios, computers, printers/scanners, etc.)

Team management

• Coordinate, plan and supervise the work of the team under supervision.
• Support the team under supervision and propose capacity building and training when required.
• Appraise the team under direct supervision.

Reporting/Communication

• Report regularly to her/his line manager related information on work progress.
• Ensure to provide the monthly logistics reports on time to her/line manager (stock inventories, assets follow-up, fuel consumption follow-up, utilities & repairs follow-up)
• Assist her/his line manager during internal/external audits and reporting assets list at the end of projects.
• Take part in meetings relating to logistics aspects.
• Report to her/his line manager any alerts of non-compliance of Tdh logistics processes or policies.

Compliance, Audit and related controls

• Ensure field logistics department is compliant with Tdh policies and procedures and applicable donor regulations and local laws.
• Implements control mechanisms over business processes and related activities compliance.
• Ensures application of plans mitigating/minimizing or removing risks impacting Logistics & Supply Chain and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Maintains accurate filing systems, with documented and auditable records of all Logistics & Supply chain transactions and reports.

Other

• Agree to comply with Tdh Code of Conduct and promote Child Safeguarding policy.
• Report serious cases of abuse on children that she/he would be aware of in Tdh’s intervention locations. Strict confidentiality must be respected.
• Adhere to and enforce current administrative and logistical regulations and procedures.
• The duties and responsibilities listed above are representative of the nature and levels of work assigned and are not necessarily all-inclusive.
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job requirements:

Experience/competencies:

• Relevant university degree or professional qualification in Logistics or equivalent- can be compensated with experience (at discretion of the recruitment team).
• Minimum of 3-years’ experience as a Roving Logistics Officer or similar position.
• Proven knowledge in the following fields:  Premises management, Stock management, Fleet and thermic park management, Equipment/Assets management, IT & Communication management.
• Advanced IT knowledge: hardware and software, Microsoft Office, Internet, networks.
• Proven experience in team management.
• Experience working with NGOs (Non-governmental Organizations) is an advantage.

Skills:

• Good organizational skills including ability to work to deadlines, priorities, and pay attention to details, ability to solve problems.
• Good oral communication, writing, and reporting skills in English.
• Proactive, autonomous, rigorous, analytical.
• Willingness and motivation to work in an international and intercultural context.
• High sense of integrity, rigour, and flexibility.

Language Skills:

• Fluency in local languages and English (speaking/reading/writing).

Computer Skills:

• Proficiency in MS Office software package.

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project’s needs.

Note :

• Applications will be processed on a rolling basis.

Method of Application:

Interested and qualified candidates should go to https://forms.gle/obMySnMAXRix5vGK6 to Apply.