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OVERALL DESCRIPTION
General
Description of the Programme:
GOAL has been working in Sierra Leone since 1999, and is currently
operational in the capital (Freetown) and in one rural district
(Kenema). In Freetown, GOAL is currently supporting an Integrated
Children and Youth Welfare Programme in 9 slum areas. The
ICYWP works with ‘of the street’ children and
commercial sex workers, assisting them with opportunities
for shelter, formal and non-formal education, skills training,
supporting their health needs and reunifying them with families
where appropriate. The Health team in ICYWP also run urban
nutrition screening activities, and specific HIV/AIDS and
health promotion interventions.
GOAL in Freetown are also pioneering urban WASH programmes
in slum areas, supported by DFID. This is expected to extend
significantly in 2010.
The GOAL programme in Kenema has undergone significant change
in the last year. The current activities include a UNICEF
funded WASH programme focusing on Community Led Total Sanitation
and School Led Total Sanitation, and providing water and sanitation
facilities in health care units and schools in two Chiefdoms.
General Description of the Role:
GOAL has a strong logistics team in Freetown and in Kenema
and a key aspect of the Logistics Coordinator (LC) role will
be to support the learning and development of these national
staff.
GOAL is also bringing in a range of new policies and procedures
to ensure maximum accountability in our programmes world wide.
The LC will be very involved in the implementation of these.
GOAL works closely with several Community Business Organisations
and local NGOs. They are in general strong in there fields
of operation (child welfare, HIV Awareness, water management,
village development) but weak in reporting and accounting
systems. There is a great opportunity to work with these groups
and help them develop systems and procedures appropriate to
their needs. The LC will be responsible for supporting a national
staff team to provide this kind of support to GOAL partner
organisations.
Key Duties for the Logistics Coordinator:
The Key Duties for the Logistics Coordinator are as follows.
Additional detail on each of the sections is provided overleaf.
• Implement standard GOAL Logistics Policies across
all GOAL Sierra Leone’s operational areas.
• Support and oversee all daily logistics operations
in support of programme objectives, including but not limited
to:
o Procurement and Donor Accountability
o Warehousing and Stock Management., including Donations-in-Kind
o Asset Management
o Insurance Requirements
o Fleet Management. (Implementing effective and appropriate
monitoring of vehicle maintenance and fuel consumption for
a fleet of 24 motorbikes and 9 vehicles)
o Transporting Supplies including Customs Clearance
o Communications and IT systems. (GOAL Sierra Leone has just
introduced a network and internet access for staff. National
staff have extremely limited IT capabilities and broad ranging
training and support is required.)
o Compound Management.
• Personnel Management.
o Provide daily line management and support to the logistics
teams in GOAL Sierra Leone.
o To ensure effective management and provide appropriate,
timely and quality technical, training and monitoring support
to the national logistics staff.
o To work closely with local groups to develop their effectiveness
in systems and procedures.
o To ensure procurement and construction works are carried
out in compliance with donor and international standards.
o To ensure that systems are left in place to allow national
staff to carry on effectively in the future.
• Counterpart and Capacity Building. To work alongside
the national logistics manager to build capacity to effectively
mange without further support
• Input into Program and Budget Planning on Logistics
issues
• Reporting and Internal Liaison
• External Liaison
Requirements:
- 3+ years of work experience as a senior logistician with
an international NGO
- Willingness to get involved in all aspects of logistical
support to ensure efficient operations of programmes.
- Understanding and acceptance of the varying standards required
and the problems inherent within the context of work in a
developing country.
- Appropriate skills and experience in the capacity building
and training of national staff and partners essential.
- Management ability to lead, motivate and develop staff
- Knowledge of community development methodologies and the
ability to work in a participative manner developing shared
ownership and vision desired
- Ability to work under pressure to pursue multiple tasks
simultaneously to successful conclusions
- Strong computer skills in Microsoft packages, including
Word, Excel, and Outlook
- Hands-on experience in areas such as repairing/maintaining
vehicles, computer and communications systems setup an advantage.
- Experience in developing programme strategies in a transition
period between emergency and development environments desirable.
- Experience in proposal development, budget preparation and
report writing desirable.
Note: This
Role Description only serves as a guide for the position available
and GOAL reserves the right to make necessary changes.
2. SPECIFIC DUTIES OF THE
LOGISTICS COORDINATOR (some of these duties are as supervisor)
I. Procurement and Donor Accountability:
• To support all projects within the GOAL programme
by managing the logistics requests and purchase orders for
local and external procurements
• To ensure that all relevant Donor and local government
regulations are complied with in purchasing
• To maintain Procurement/Delivery Tracking Sheet for
all purchases.
• To coordinate with the GOAL project managers and update
them on all orders
• To maintain good working relationship with all programme
management and field staff to ensure that procurement needs
of the programme are being met.
• To ensure that all goods received by GOAL are recorded,
stored and allocated in accordance with the GOAL logistics
manual
• To negotiate and secure best value and service benefit
deals on all procurement and supply requests based on GOAL
logistics criteria.
• To update and maintain the list of local suppliers
in the Vendor Roster
• To make sure that all works and services contracts
comply with to GOAL Logistics Manual and local HR and Labour
Law
• To create and continuously maintain all procurement
exercises and control systems to ensure fully accountable
and streamlined purchasing practices, such as Price List,
Procurement/Delivery Tracking Sheet, Vendor Roster, Market
Surveys as per the standards and formats recommended in Logistics
Manual
• To carry out continuous market research and assessment
of the programs purchasing requirements to establish required
Framework Agreements for supplies, services and works in order
to streamline purchasing procedures, simplify purchasing administration
and ensure efficient and responsive delivery of goods to the
programs of standard quality
• To make sure that all the payments done by Financial
department for local orders are cross checked against the
initial procurement and delivery papers.
• To ensure that all procurement paper works as per
GOAL Procurement Manual are fully handed over to Finance department
and any outstanding papers are followed up till the complete
closure of procurement loop.
• To ensure and coordinate with Finance department that
all procurements are in compliance with all relevant donor
purchasing and stocks/assets management requirements and regulations.
Together with Finance department to produce required reports
and updates to donors
• To submit all relevant reports to HQ Ireland in a
timely manner. These will include including High Value Requirements
Schedule, Purchasing Proposals, and Vendor Rosters.
II. Warehousing and Stock Management, including Donations-in-Kind:
• To ensure that all goods received by GOAL are recorded,
stored and allocated in accordance with the GOAL logistics
manual and internal stocks arrangements
• To ensure that all goods dispatched by GOAL to the
final distribution sites are recorded, stored and allocated
in accordance with the GOAL logistics manual and paper works
system
• To conduct regular stock taking as per GOAL standards
• To keep up to date records and files on all stocks
• To liaise with Finance department in carrying stock
takes and complete the relevant reports as per GOAL standards
• Liasion with program staff on distribution systems,
paper works, set up of distribution sites, and flow of distribution
documents back to standard filing directories,
• To keep up to date records and files on all equipment,
materials, donations-in-kind and goods procured or donated
to GOAL
• To manage physical receipt and paper works for donations-in-kind
and submit monthly reports to the Assistant Finance Controller
• To submit all required reports in a timely manner.
III. Asset Management:
• To physically label and electronically record all
GOAL Assets and their location.
• To carry out physical counts and update relevant paper
works as per standards and requirements set in Logistics manual
• To coordinate with Finance department in monthly Assets
checks
• To provide an updated Fixed Asset Register to Finance
each month.
• To coordinate issuing of assets to end users and ensure
that relevant paper works and collection of assets back from
the users systems are in place and working
• To manage all actions and paper works related to change
of status of assets through sale, disposal, write off, handover,
send back to HQ, loss and damage of assets. To manage donation-in-kind
of assets as per standards and requirement of the Logistics
Manual
• To maintain country Inventory systems of the items
which do not fall under Fixed Asset category. To create and
maintain country Register for professional literature, software
and installation Cd’s, user manuals, etc.
• To complete all relevant reports, obtain required
authorisations and file the paper works as per standards and
requirements set in Logistics Manual
IV. Fleet Management:
• To ensure that the GOAL Fleet and any other vehicles
used by GOAL are road-worthy and safe.
• To make sure that all safety and security procedures
and measures as according to GOAL manual are exercised and
those which are specifically required for a certain location
• To co-ordinate with the project managers to ensure
that the Fleet requirements of the programme are being met.
• To manage all Fleet requirements including fuel, maintenance,
servicing and ensuring that all vehicles are fully equipped
with tool kits, first aid kits, and other relevant equipment
and equipment is maintained as per GOAL logistics manual and
GOAL Kenya Security Guidelines.
• To manage and coordinate all drivers and make regular
inspections of vehicles and vehicle logbooks.
• To coordinate with and make recommendations with regard
to the purchase, hire, repair and maintenance of all vehicles.
• To monitor and evaluate drivers’ performance,
fuel consumption and vehicle maintenance and repairs.
• To oversee weekly checks on all tools and spares in
all GOAL vehicles as well as weekly mechanical checks.
• To provide monthly evaluation reports on all Fleet
logistics issues to the CD.
• To manage a fuel system, including the weekly and
monthly Fleet analysis of the cost and efficiency as per the
GOAL standard Vehicle Log Book and Analysis formats
• To make sure that there is an efficient system of
booking and usage of the vehicles for programs
• To make sure that adequate and sufficient stocks of
spare parts, consumables and fuel is created in required areas,
replenished, well recorded and accountable for as per GOAL
standard stocks management systems and paper works
• To analyse Fleet Data on a regular basis and compile
GOAL standard reports for Individual vehicles and the entire
Fleet.
• To submit Fleet Status Report and Fleet Replenishment
Plan to HQ Logs as required.
V. Insurance Requirements:
• To continuously monitor the requirements for Insurance
in-country and to respond accordingly.
• To arrange, negotiate and contract insurance for assets,
stock items, cash, compound structures and contents on annual
basis
• To arrange, negotiate and procure insurance cover
for transport units in country as per requirements and standards
of Logistics manual
• To coordinate with HR/Administration department in
identifying requirements and standards for cover of public
and employers liability insurance, as well as purchase of
personal assets of GOAL staff. (Note: HR are ultimately responsible
for Personnel Insurance)
• To coordinate insurance claims and represent GOAL
in front relevant authorities and departments in claiming
insurance reimburse and completing relevant paper works
• To carry out market surveys and insurance broker liaison
and contracting annually for research of insurance packages
and their costs and contents required for GOAL
• To maintain filing on insurance and renewal of the
insurance purchase
• To compile Insurance Status Report as per standards
and requirements of GOAL HQ
VI. Transporting Supplies including Customs Clearance:
• To make sure that all supplies being transported are
accompanied by the correct GOAL documentation
• To ensure that all supplies are insured during transit
• To ensure that correct INCOTERMS are used in the transport
of all goods, particularly international deliveries.
• To manage all customs procedures and paper works related
to customs clearance of internationally incoming goods. To
contract customs clearance company to do clearance of goods
and liaison with customs authorities to represent GOAL interests.
VII. Communications and IT:
• To update and review communication plan for the country.
• To assist country management and program managers
in selecting required and suitable types of communication
units for their programs locations and set up
• To make sure that communications systems being used
are adequate for the purpose intended and cost-effective
• To ensure that the cost of communication is checked
monthly and if needed appropriate measures on making the communication
cost effective are taken
• To provide relevant and regular training to all users
and new comers for all communication units in practice, introduce
them to communication plan and procedures in use in country
• To implement and update annually communication replenishment
systems and maintain buffer/safety stocks of communication
units in the country and include this planning exercise into
budget planning and breakdown
• To create, maintain and continuously update e-mail
system and internet connection adequate and sufficient for
the program need and office set up type
• To provide required and ongoing trainings and technical
advise to all relevant staff and new comers on all IT systems
and requirements practiced in country
• To install, maintain and upgrade data back up systems
• To install, maintain and upgrade anti virus systems
• To create and maintain Internet policy and ensure
that all the users abide by it
• To report to HQ and country management as per GOAL
standard schedule and requirements
VIII. Compound Management:
• Ensure GOAL offices, vehicles, communications equipment
and drivers meet GOAL safety and security standards;
• To manage utilities, such as power (both mains and
generator), water supply and bills.
• To maintain generators log book, services, fuelling
systems and analysis, cleaning. To ensure correct load, electrical
capacities distribution, power protection of generators and
generators power distribution systems
• Manage solar systems, maintain them, trouble shooting
• To carry out ongoing maintenance of buildings, and
assist country management in relevant and accurate budget
planning annually for the maintenance of all GOAL compounds
in country
• To liaise with Landlord
• To manage Health and Safety issues, such as
o fire safety (all fire extinguishers are accessible, maintained
and staff trained, fire exits are in place and clear),
o cleanliness of external and internal premises of the compounds,
o clean water supply is available,
o working environment and space are managed.
• To liaise with security company. To ensure that security
gear and equipment for the compound and guards are procured
and maintained as per adequate requirements.
IX. Personnel Management:
• Train and build capacity of the logistics team members
in best practice, GOAL logistics procedures, systems and management;
• To maintain and update adequate Job Descriptions for
all logistics staff in liaison with the Human Resources Manager
• Liaison with HR/Administration department on any HR
related issues. To coordinate with the Human Resources Manager
in recruiting and discipline procedures of the staff in accordance
with GOAL HR policy and Sierra Leone Labour Law
• To arrange the hiring of casual labour as required
• To arrange the hiring of casual skill labour for any
maintenance and hardware job in the compound
• To carry out induction on Logistics set up, systems,
standards, paper works and requirements to any new incoming
program staff and logistics officers
• To carry out staff appraisals as per scheduled requirements
of HR department in country
• To maintain and coordinate schedule of external trainings
required for all logistics staff in country, HQ or externally
• Communicate with other sections on progress and status
of logistics projects development, any new procedures and
regulations installed within Logistics department in country,
as well as those systems imposed by HQ, any changes in the
structure of the logistics department.
• Logistics Coordinator is also expected to communicate
any organisational structures and local changes in the organisation
to all relevant logistics department staff.
X. Input into Budget/Proposal
Planning:
- Participate in budget planning and assist in building accurate
and extensive budget breakdowns,
- Acquisition/Disposal of Assets such as Vehicles
XI. Reporting and Internal Liasion:
- Report to Country Director in line with internal management
requirements.
- Submit the required Logistics reports, as outlined in the
GOAL Logistics Manual to HQ Logs.
- Liaise with HQ Logs Dublin and Technical Team Logistics
staff as required.
XII. External Liaison:
- Liaison with Local authorities on Logistics issues as required
- Represent GOAL in any Logistics Cluster meetings and liaison
with other Humanitarian organisations in any logistics related
issues.
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