INTERSOS – Logistics Manager – Sud Sudan

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference
Job Title: Logistics Manager
Code: SR-41-2145
Duty station: Juba and Ezo
Starting date: 1/04/2022
Contract duration: 6 months
Reporting to: Head of Mission
Supervision of: to be defined
Dependents: Non-family duty station

General context of the project
In 2020, across South Sudan, about two-thirds of the country’s population (7.5 million) remain in need of humanitarian assistance. In the last years, the situation has become even harder since humanitarian funding has significantly decreased, making the humanitarian crisis in South Sudan a forgotten one.
The severity of the crisis is deepened by the consequences of COVID19. The health situation has been particularly worrying for IDP living in closed sites known as PoC sites given the poor conditions of the sites including overcrowdedness, poor hygiene, lack of safe drinking water, clean latrines, and hygiene kits. Beyond the health consequences related to the virus, restrictive measures including the closure of borders, limited movement across states and closure of basic services have severely impacted the most vulnerable people, particularly in terms of food security and nutrition. South Sudan had 61 percent of its population in a state of food crisis (IPC +3) in 2019. In september 2020, the floods have put and additional strain on food security, projections expecting at least 30% of the country (particularly in Upper Nile and Jonglei) to pass to a state of acute food crisis (IPC+4). Additionnaly, the disruption of COVID-19 will likely result in disruption of health and nutrition services. This has hinghtened the risk of death for more than 292,000 childrensuffering from severe acute malnutrition this year and might increase the number of children suffering from moderate acute malnutrition (MAM) that previsions, prior to COVID19, estimated at already 1 million children.

General purpose of the position
Participating and collaborating in the definition and implementation of all supply and technical logistics strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply programs, adequacy of the means provided, and the compliance to INTERSOS standard, protocols, and procedures in order to enable the development of the mission in perfect working conditions and optimize the impact of the projects. Work closely with Program and administrative staff to ensure comprehensive reporting, support, and assistance to all INTERSOS activities. Is responsible for the logistics management of IMP software.

Main responsibilities and tasks

• Participate actively in the definition and update of annual project planning and budgets, providing constant (weekly or biweekly) information to the Head of Mission (HoM) about the identified logistics/technical needs and identification of objectives, priorities and resources needed for the mission.
• Monitor the implementation of logistics/technical activities in the mission (construction and rehabilitation, stock and supply of medical and non-medical material, fleet management and transport, water and sanitation, vehicles and engines, equipment/installation and infrastructures, security rules (implementation and enforcement, ICT, assets etc.)
• Ensure compliance of INTERSOS standards, protocols and procedures, across the mission and according to donor requirements including all supply aspects, and report to the HoM on the development of the ongoing programmes and propose reorientation strategies when needed
• Provide monthly reports to the HoM and Logistics Coordinator HQ (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed
• Support the Logistics team and participate in the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for
• Ensure the liaison with the technical reference and support for all logistics/technical issues in the mission, providing coaching to logistics staff and representing INTERSOS in meetings with authorities and other NGOs for technical/logistics related issues
• Support installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition as well as all the equipment required
• Ensure the proper purchase use, maintenance and registration of IT assets and office equipment (computers, software, backups, etc.) and communication tools, as well as the communication, means in the mission (including numbers, frequencies), allowing permanent communication between capital, projects, bases and HQ. Ensure all staff in the mission benefits from proper training on how to use communications equipment available in the mission (e.g. satellite phones, HF/VHF radios, computers, etc.)
• Monitor and implement the technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, monitoring on a daily basis the security rules observation and reporting to the HoM of any problem.
• Coordinate with the Admin and Finance Department to ensure that payment processes to suppliers are made on time and respect the financial systems
• Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained
• Manage the overall procurement performance for the mission. Ensure effective and cost-efficient procurement planning by liaising with technical staff, Heads ofBase and/or Project Managers to ensure that procurement plans are detailed, in place and up to date. Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality
• Develop and implement service contract management instructions, policies and procedures. Examine and re-evaluate existing service contracts and oversee regular rent, utility payments (i.e., electricity, water, gas, etc.), office and guesthouses maintenance contracts and running costs procedures. Ensure that they are properly handled by Logistics Assistants, Administration and/or Focal Points
• Maintain and update an established suppliers list per base, in coordination with logistics staff and Admin/Finance Department
• Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs
• Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored
• Ensure that the fleet is checked, regularly maintained and that vehicles are insured and taxes are paid
• Follow-up on proper monitoring of fuel consumption and use of vehicle logbook, maintenance log, oil log and other fleet formats and templates by field logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
• Initiate regular fixed assets and inventory checks on a quarterly basis
• Support the production of mission level’s SOPs (if needed) for the Logistics needs

Required profile and experience
Education
Degree or/and Masters university degree in education or social science or in engeenering

Professional Experience
Essential working experience of at least one year as Logistics Officer. Experience with INTERSOS or other NGOs/UN/Official delegation in developing countries would be an added value.

Professional Requirements
Readiness and ability to travel around South Sudan according to the need of the project and the Mission
Excellent knowledge of procurement process and third party management
Knowledge of car and office equipment maintenance
Experience in Security Management
Leadership, planning and organizational skills
Experience and ability to train others, facilitate workshops and transfer knowledge
Essential computer literacy (Word, Excel, Power Point)

Languages
Proficiency in English (written and spoken)

Personal Requirements
Negotiation and networking skill
High integrity and transparency
Teamwork and communication skills