Syrian Arab Republic: Logistics Manager

Organization: GOAL
Country: Syrian Arab Republic
Closing date: 27 Jul 2013

Asia NGO Jobs Vacancies General Description of the Programme:
GOAL has been working in Syria since 2012, responding to the acute needs of conflicted affected communities. GOAL is working in Idlib Governorate delivering food, non-food and cash voucher programming to highly vulnerable populations.
Job title: Logistics Manager
Job location: Antakya, Turkey with travel to field sites
Reporting to: Logistics Coordinator
Contract length: 2 months
Start date: ASAP
Job Purpose:
The Logistics Manager is responsible for supporting the Logistic Coordinator in the introduction, maintenance, management and training of all GOAL logistics policies and procedures. The Logistics Manager will have specific responsibility for capacity building the national logs teams. The Logistics Manager will be expected to work in close collaboration with the Senior Logisticians in both Harem and Antakya and under supervision of Logistics Coordinator to efficiently serve the needs of GOAL’s programmes.
S/He will support the Logistics Coordinator in the management of the Procurement Department. The Logistics Manager is responsible for overseeing the Antakya and Harem Senior Logisticians in the day to day management of all assets, warehouses and stores, offices and accommodation Ensuring that all procedures and standards are adhered to at all times by all staff.
The Logistics Manager is responsible for overseeing the Antakya and Harem Senior Logisticians in the day to day management of transport. Ensuring that all procedures and standards are adhered to at all times by all staff.
In cooperation with Logistics Coordinator s/he should continuously work on implementation of the policies, recommendations and changes provided by Logistics Coordinator and Internal Audits.
Key Duties:
Procurement
• Prepare and manage contracts in line with the GOAL Syria contract management standards and Procurement Chart
• Ensure that contracts are monitored and renewed as deemed necessary on time for renewed and repeated services and works
• Update and manage contract tracking system (contract management sheet)
• Update and manager Order Tracking Sheet
• Work in coordination with Logistics Coordinator in management ongoing core cost expenses, funds forecast, core cost and general program price list budget planning
• Manage and accomplish the procurement cases delegated by Logistics Coordinator for both Syria and Turkey purchases
• In coordination with Logistics Coordinator manage tender process of high value purchases
• Work with Logistics Coordinator in assisting preparedness of concept notes, proposals and budgets for new projects, as well as all GMM meetings for the existing and new projects
• Assist Logistics Coordinator in procurement and the range of the paperwork and procedures, compliance issues with donors and GOAL Syria procurement chart, that procurement entails
• Compile the comprehensive and compliant procurement files and paper trail for each procurement case and present same to Finance Department for payment
• Carry out the range of survey and procurement activities for establishing framework contracts as identified by Logistics Coordinator
• Maintain management, renewal and ongoing payments of framework contracts and other long terms agreements, ie. Property rental contracts, vehicle rental agreements, etc
Transport/Fleet Management
• In coordination with Logistics Coordinator and in cooperation with Senior Logisticians, ensure that all fleet management procedures, paper trail and reports are in place
• Receive, analyse and feedback on weekly fuel and vehicle log book reports from the Senior Logisticians.
• Ensure efficient vehicle bookings and allocations systems are in place in cooperation with Senior Logisticians in both Harem and Antakya.
• Manage drivers overtimes claims.
Stock management/warehousing
• Supervise Senior Logisticians in management of warehouse department and store systems and procedures to ensure compliance to the Logistics Manual.
• Ensure all standards and exercises for stocks accountability and records are in place, and are sufficiently managed by Senior Logisticians
• Manage Senior Logisticians in their warehouse reports, SMS’s, stock counts and store paper trail
• Regularly manage stores records reconciliation with procurement statistics and distribution data.
• Stocks utilization and replenishment systems are adequate to both logistics procurement and delivery capacities and programs implementation.
• As required provide formal and informal trainings to GOAL staff on issues related to the propser management of warehouses.
Asset Management
• Work with Senior Logisticians in ensuring the live and up-to-date FAR is in place, all assets are labelled and current locations of all assets are known and reported to Logistics Coordinator
• Supervise and support the Senior Logisticians to ensure establishment of full and comprehensive FAR, records keeping, central management, as per Logistics Manual and are maintained on continuous basis
• Supervise and ensure that all standards and exercises for assets accountability and records are in place, and are sufficient
• To ensure that the system of controlling assets movement between personnel, programmes and locations within the country is in place and working adequately.
• To ensure appropriate disposal of assets as required in cooperation with Senior Logisticians
Compound management
• Overall responsibility for office and guesthouse management, with the assistance of Senior Logisticians.
• Supervise ongoing expenses on compound management and manage compound budget accordingly with Logistics Coordinator.
• Under take and or recommend to have good compound management system in place.
Liaison and Customs clearing and contracts management
• Undertake customs clearing by following proper paper work and documentation for imported goods.
• Participate in meetings representing GOAL Syria when requested by senior management.
Other
• Other tasks and responsibilities as directed by the Logistics Coordinator.
• Fulfil GOAL Syria reporting requirements.
• Facilitate regular logistics meetings within GOAL Syria
• Provide logistics inductions and training's for the new coming logistics and non-logistics personnel
Requirements:
• 3 years of experience in logistics management in humanitarian or commercial sector
• Experience in carrying out high value regional and international purchases
• Knowledge of international cross border logistics, including export, imports and customs clearance
Key qualities, Skills and Competences:
• Familiar with donor guidelines
• Experience liaising with government bodies, UN agencies and other NGOs and customs clearance.
• Good interpersonal skills and capacity to build relationships with suppliers based on honesty and integrity;
• Ability to manage and prioritise a varied workload in a rapidly changing work environment;
• Willingness to learn and to take on extra duties as required;
• Good computer skills including Microsoft word and excel;
• A flexible approach to work and willingness to work additional hours or on weekends as required;
• Ability to write, speak and work in English.
• Ability and experience in change management, including implementing new systems and bringing new and existing staff ‘on board’.
• Excellent team leader and builder, communicator, facilitator and trainer.
This Job Description only serves as a guide for the position available. GOAL’s work in Syria is rapidly growing and changing and GOAL reserves the right to change your job title, description or duties, having reasonable regard to your skills. Employees are expected to assume new assignments enthusiastically and perform to the best of their abilities.

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