About the position: This is a 12-month permanent position based in Kalemie, Tanganyika Province, DRC, with a salary of Grade 4 (€45,457 – €50,509). The position requires at least 50% travel to the field.
You will report to the Operations Director and work closely with Area Coordinators, Base Managers and technically manage the logistics team in the DRC.
We would like you to get started as soon as possible.
Your objective: The Logistics Coordinator will be responsible for the management and coordination of logistics activities in the DRC and will strengthen the team’s management and planning skills. The incumbent will also lead the continuous improvement of the logistics systems in place and modify them if necessary. He/she will provide effective and timely logistics support to all programs regarding procurement, inventory management, assets, premises, fleet management and communications. He/she will also be responsible for anticipating needs and setting up logistics processes that will facilitate the functioning of each logistics area, in particular fleet management, inventory monitoring and procurement optimization.
You will be responsible for:
Supply management
- Support the management and tracking of project orders in the Supply Request (SR) tracking sheet, ensuring records are up to date, accurate and managed efficiently by users.
- Contribute to the development of an effective and efficient supply chain; maintain a database of local suppliers and prices of the most frequently requested goods and services.
- Conduct in-depth supplier and market analyses and maintain a preferred supplier list.
- Ensure the coordination of purchases between the different bases in the DRC.
- Manage the tendering process for framework contracts, the list of prequalified suppliers and large-scale purchases for programs.
- Support program teams in developing procurement plans and conduct a quarterly review of all procurement plans.
- Ensure that project supply requirements are accurately planned, organized and prioritized.
- Ensure that all Area Coordinators and Base Managers have framework contracts in place, where applicable, and that these contracts are reviewed and renewed in a timely manner.
- Conduct spot checks on procurement processes and files during base visits.
- Train and advise staff on timely procurement.
Warehouse management
- Support efficient warehouse management in accordance with Concern guidelines.
- Support inventory security through the implementation of effective controls and spot checks in warehouses during field visits. Ensure that warehouse workers are equipped with what they need to do their jobs and that storage facilities are suitable. Anticipate major needs.
- Submit accurate and timely inventory reports.
- Strengthen staff capacity in warehouse management.
- Investigate all stock discrepancies and provide a report on the procedure and results.
- Organize the disposal of old inventory and assets.
- Ensure quality documentation for inventory management including: inventory lists by support/programs and projects, accurate use of templates, and effective and efficient tracking of goods receiving notes and release forms.
- Train storekeepers in effective and efficient inventory management, by systematically visiting stocks and ensuring regular inventories, particularly at the end of programs.
- Make recommendations on improving inventory tracking between bases, ensuring that inventory in transit is correctly identified and located.
Asset Management, Information Technology and Communications
- Ensure regular maintenance of communications equipment in conjunction with the operations director and the IT coordinator.
- Train staff in the use of communications equipment and communications protocols.
- Ensure that the DRC fixed assets register is updated and verified quarterly, with a copy to the Operations Director.
- Ensure that all procedures and documentation relating to asset management, in accordance with the Concern Logistics Manual, are in place and complied with.
- Ensure that assets are protected by physical controls in accordance with the logistics manual.
- Ensure that donation certificates bearing the beneficiary’s signature are obtained and archived for all goods and equipment donated to beneficiaries/partner groups or received from donors.
- Ensure that all required and available communications equipment is installed and fully operational: HF, VHF, satellite, mobile network, etc. and that they are functioning properly.
Reports
- Review monthly logistics reports from all bases, provide feedback to logistics teams and base managers and communicate to the Operations Director.
Transportation
- Ensure that a robust vehicle maintenance system is in place and that maintenance work is properly documented. Closely monitor fleet maintenance.
- Ensure a well-maintained and functional transport fleet for the needs of personnel and equipment, including the allocation of vehicles in the DRC. Anticipate needs and analyze problems.
- Review monthly transportation reports and monitor fuel consumption.
- Control the maintenance of Concern vehicles by external service providers.
- Provide driver training and implement a performance management mechanism to encourage them to take care of the fleet.
- Propose medium/long term solutions for bases where vehicles are repeatedly lacking, propose a reorganization of vehicle allocation in order to promote activities on the ground.
Capacity building and management
- Pay special attention to the training of interns in the logistics department.
- Go to the field to conduct training on systems, e.g. logistics, procurement, transportation, etc.
- With the assistance of the Operations Manager, develop and implement reporting tools and templates.
- Identify training opportunities for logistics staff.
- Review logistics induction for new arrivals and organize it whenever possible.
- Provide technical management and strategic direction to Concern DRC’s logistics team.
- Participate in national strategic planning initiatives and other tasks as determined by management.
- Fully adhere to the commitments and rules of Concern’s Programme Participant Protection Policy and Code of Conduct (P4 and CoC), including respect for confidentiality.
- Take active steps to address equality issues, particularly with regard to gender.
- Undertake any other relevant and reasonable tasks requested by the line manager.
- Actively participate in the strategy for integrating the gender dimension into the program and operations.
- Liaise with the regional logistics advisor to implement best practices observed in the French-speaking region.
- Cover field positions where applicable.
Other functions:
Your skills and experience are as follows:
Essential :
- Undergraduate degree in logistics, supply chain management, management or relevant discipline,
- At least three years of experience in systems/logistics, with management experience, including at least two years abroad with an NGO; experience in logistics/procurement/transport/fleet management; experience in store management.
- Proven ability in report writing
- Excellent communication skills in French, both written and oral
- Strong communication, problem-solving and analytical skills. Ability to prioritize and manage a large and varied workload.
- Proven analytical, planning and time management skills
- Be a team player, flexible and able to work with a multinational national team.
- Political and cultural sensitivity
- Passion and personal investment for the quality of work, desire to go further.
- Ability and willingness to live in rudimentary conditions for long periods of time.
- Excellent computer skills including Microsoft Word and Excel.
- Degree in mechanics or fleet management/solid experience
- 2 years of experience in a management role
- Outgoing personality with excellent training skills
- Ability to work under pressure and meet tight deadlines
- Experience working/living in an unsafe environment
- Kiswahili or English would be an advantage.
Desirable:
- Degree in mechanics or fleet management/solid experience
- 2 years of experience in a management role
- Outgoing personality with excellent training skills
- Ability to work under pressure and meet tight deadlines
- Experience working/living in an unsafe environment
- Kiswahili or English would be an advantage.
How to apply
Applications in French are welcome
All applications must be submitted via our website at https://jobs.concern.net before the closing date. CVs should not exceed 4 pages.
Due to the urgency of this position, applications will be screened regularly and we may offer positions before the closing date.
