Roving Logistics and Commodity Manager

Main duties & Responsibilities:

Key areas of responsibilities:

• Ensure that Concern’s minimum standards of logistics procedures, reporting tools and donor requirements are implemented and adhered throughout the country  program  projects  consistently and uniformly,

• Capacitate the field logistics teams and  provide  on-job training as required 

• Carry out logistics assessment when new project start in new field locations

• Participate and contribute while mobilizing resources for new project locations and ensure all logistics facilities are in place for smooth program implementation.

•  Work as a bridge between procurement and warehouse to fill goods in transit are delivered to requested operational location without kept long at HO warehouse.

•  Act as a focal person to receive DIK commodities from implementing partners/donors and facilitate necessary logistics and storage arrangements timely.

•  Follow DIK deliveries and distributions in all concern worldwide operational locations and consolidate monthly donor report.  

•  Ensure Concern worldwide distribution guideline and SOPs are always emplace in all the distributions.

• In the absence of the Country System Coordinator, represent the role and attend cluster meetings as required

Functional Responsibilities:

Procurement:

• Ensure that Concern global procurement policies and procedures are adhered and fully understood by all field staffs involved in the procurement process. 

• Ensure any changes in the procurement procedure are disseminated in a timely manner and that all appropriate staff are trained to adhere with the change 

• Coordinate with country office procurement team and ensure procurement for emergency projects are timely procured.      

•  When required participate during new project start-up workshop and contribute the required logistics requirements including developing procurement plan.

•  When required provide technical support for field logistics team to expedite field level procurements. 

• Closely work with HO procurement team to ensure the organization procurement activities are going smoothly.

Warehouse - Stock and DIK commodity Management:

• Ensure that Concern global warehouse management policies and procedures are adhered and fully understood by all field staffs involved in warehouse activities. 

• Liaison with coordination logistics team ensure project office and warehouse lease agreement is renewed on time and payment is effected timely.  

• Provide technical support to the country office warehouse team and ensure procured program supplies are timely delivered to the project. 

• Responsible for tracking, reporting  and documentation of DIKs commodities received from implementing  partners/donors

• Identifies potential gaps and take correction action that may impede commodity management compliance with WFP, USAID/CRS/ donors’ commodity management minimum standards.

• Ensure acceptable commodities and warehouse management systems are in place in all warehouses and ensure these standards are uniformly comply with Concern’s and donors’ warehouse/inventory management policies and procedures.

• Collect distribution reports from project offices and reconcile the report  against the stock release and donor’s waybill documents   

• Monitor the stock balance for emergency field offices, and ensure adequate stock are available to avoid program interruption and advice on appropriate stocking and replenishment to meet project demands.

• Ensure project storage facilities are comply with Concern and donor’s minimum standards and ensure all required warehouse facilities  like: documentation, health and safety and storage handling equipment are in place.   

• Ensure project warehouses and stocks are secured, well managed and all store documents are in placed

• Support distribution activities and ensure that distribution documents are properly handled in accordance with Concern & donor requirements and are adequately & properly filed for reference.

• Responsible for preparing quarterly and yearly DIKs delivery summery reports and undergo quantity reconciliation confirmation and obtain value for DIKS from donors for sharing relevant staff.

• Liaison with CFC or Finance manager responsible to prepare year end DIK audit report and share Dublin-HQ

Assets:

• Ensure that Concern global asset management policies and procedures are adhered to and fully understood by all field staffs involved with asset management and individual custodians

• During  field support/visit conduct a spot check on assets and ensure that asset are properly registered and tagged as per the standard asset register tools – FAR  

• Ensure asset disposition plan is updated and shared to the relevant staff for ending projects    

Transport & Fleet:

• Ensure that Concern global fleet management policies and procedures are adhered and fully understood by all field staffs involved with fleet management including vehicle users

• Coordinate with the transport and fleet management team and ensure projects transport requirement including freight trucks are timely deployed 

• Ensure that field project use  office’s  as well as hired vehicles  effectively in line with Concern’s transport  policy and procedure  

• Ensure that hired vehicles deployed to the project are technically fit and roadworthy for the intended field location/terrains as per the Concern’s minimum standards. 

Networking:

• Maintain good relationship with Concern’s partners and local stakeholders.

• Cultivate and strengthen relationships with donors and similar implementing NGOs.

• Participate cluster meetings as appropriate.

Accountability and Reporting

• Produce monthly-reconciled Commodity Status Report for review by the  Logs coordinator and SD and circulate the signed and reviewed version to  relevant Concern departments on the 5th working day of each month

• Supervise the preparation of accurate monthly Commodity Status Reports by Concern Ethiopia field offices and Loss Status Reports for timely submission to the donors.

• Ensure that claims are filed against responsible parties for commodity losses.

• Receive monthly commodity distribution plans and confirm that quantities are distributed in agreement with the plans.

• Ensure that way bills, GDNs and GRNs for commodities are filed by all LAF officers / storekeepers.

• Establish commodity-tracking system for easy tracking and monitoring purpose.

• Review all Monitoring Reports on food distributions including regular warehouse inventories of warehouses and provide recommendation for correction

Gender Equity  

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy

• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities

Accountability

• In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);

• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Emergency response 

• Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.

• Understands local safeguarding structures and arrangements.

• Practises in a manner that seeks to reduce the risk of abuse, harm or neglect.

• Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.

• Able to document safeguarding concerns, and maintain appropriate record keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Personal specification

• Master’s degree with min. 3 years relevant experience OR
• Bachelor’s degree with min. 5 years relevant experience.
• Min 3 years NGO Experience

Competencies /Knowledge, Ability and Skill     

• Good knowledge and experience in supplies managerial positions
• High degree of initiative, integrity and accountability
• Comprehensive knowledge of the polices, rules, and regulations of Concern governing the operations of PDPs and distribution centres warehouses
• Ability to work under pressure and meet deadline
• Skill in report writing
• Skill in the use of  Microsoft office, especially in Ms-Excel and preferably with experience of additional Software applications related to the job
• Team work: work with other  colleagues in a team manner and contribute to the team so as to achieve the goal
• Integrate: Honest, encourages openness and transparency; demonstrates highest levels of integrity
• Communication: Actively communicate with the team
• Values diversity, sees it as a source of competitive strength
• able to work as part of a team and establish relationships with field offices

What we offer

• A competitive salary and benefit package

• Excellent medical benefits (100% cover including dependents)
•  20 days annual leave

• 26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave

This job description is not exhaustive and may be revised by the line manager from time to time.