Logistics Manager

Purpose of the post

Under the supervision of the Logistics Coordinator (LC), the Logistics Manager (LM) will be responsible for managing the logistical operations of the mission and its offices, compounds, and guesthouses in a way that the programmes can effectively deliver their objectives.

S/he is responsible for the proper logistics process; including but not limited to procurement, supply chain, storage, and shipping for the project launch define, plan, and execute all supply and technical logistics activities for the mission.

S/he works closely with the LC to set up an efficient and safe working living environment for all staff members. S/he will provide technical support to logistics team, optimize cost-effective logistics solutions, and ensure compliance with relevant procedures. S/he provides leadership in specific technical areas of competence, such as recruitment and training of logistical staff, fostering team cohesion and motivation but also Safety and Security, environmental policy implementation, etc. In order to deliver results, s/he operates within the logistics budget.

Tasks and responsibilities

Management:

• Manage team recruitment, training, and leadership, including job descriptions, tests, interviews, induction, goal setting, monitoring, leave management, discipline, safety, and skills development.
• Plan and oversee activities, implementing corrective measures as needed.
• Provide guidance, mediation, and support in addressing challenges, issues, and incidents.

Logistics activities, planning and follow up:

• Offer advice on logistics organization.
• Coordinate with other departments to ensure smooth collaboration and activity coherence.
• Develop and oversee department budgets.
• Establish and track logistics management indicators.
• Conduct specific studies or guide internal/subcontracted studies.
• Ensure process conformity, adapt, and validate new procedures.
• Monitor logistics products and services.
• Prepare and share monthly activity reports by the 5th of each month, updating statistical data regularly.
• Promptly report any information impacting MDM staff or property security to the line manager or technical advisor.

Supply chain & stock management:

• Organize the supply chain system following protocols and guidelines.
• Plan and execute purchases based on office, Guesthouse, and activity requirements.
• Ensure local purchases adhere to the supply system and meet MdM Germany standards for quality and services.
• Maintain administrative supply procedures in line with protocols.
• Implement storage procedures according to protocols.
• Prepare packages and freight for project shipments effectively.
• Coordinate with the Logistics Cluster and transporters for goods transportation to the project.
• Provide logistical support to medical staff for proper storage, packing, and pharmacy management.
• Manage storage and distribution of food for nutritional activities following protocols.
• Conduct regular physical inventory counts and update stock cards upon item arrival or dispatch.

Fleet management:

• Establish vehicle rental contracts in compliance with procurement procedures.
• Provide training to the field logistics manager on organizing movements, daily fleet monitoring, and tool utilization.
• Oversee vehicle fleet management, including maintenance, scheduling, and administrative tasks (rental, insurance, documentation).
• Secure project fuel availability by partnering with fuel stations or utilizing the Logistics Cluster.
• Equip all MdM Germany’s vehicles with essential safety gear like first aid kits, fire extinguishers, and other necessary equipment.

Equipment and premises Management:

• Assign identification numbers to all MdM Germany’s properties following its procedures.
• Maintain and ensure the safety of all MdM Germany equipment and properties (Offices, Guesthouses, vehicles, computers, printers, communication tools, etc.) in accordance with its procedures.
• Keep records of MdM Germany’s equipment and assigned identification materials for each team member.
• Engage maintenance suppliers for necessary equipment like IT equipment, ensuring proper service use and equipment maintenance.
• Organize and preserve logistic department documents (guidelines, purchase files, donation certificates, supplier contracts, MdM Germany’s equipment manuals, reports, etc.).

Communication:

• Guarantee adequate and quality communication tools within the project.
• Provide continuous access to communication between project staff and the project base, as well as from the base to the capital for security matters.
• Conduct training on the usage of project communication equipment like satellite phones and computers.
• Maintain updated phone numbers and email addresses for all staff upon their arrival.

·         Bachelor's degree in Logistics, Supply Chain Management, or related field.

·         Relevant training in logistics, fleet, security, and operations

·         5 years of experience in logistics or supply chain roles in INGOs.

·         Good working knowledge of the English and Amharic, Somali is a plus.

·         Strong organizational skills in emergency situations and autonomy in daily operations

·         Effective communication and reporting skills.

·         Proficiency in logistics software and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams, etc.)

·         Experience/knowledge of the Somali region is a plus.