Jan 21, 2016

Logistics and Security Officer, Somalia

Location: Mogadishu Somalia
Closing date January 31, 2016

CED is seeking a dynamic, innovative and self-motivated professionals to fill the position of Logistics and Security Officer:

Supervisor: Human Resource and Administration Manager

Supervises/guides: Logistic Assistant, Security Guards and Drivers

Job Summary
Participation in planning and implementation of project logistical operations and security preparedness. The other primary responsibility of this position will be procurement and logistics administration of all office and project needs. The Logistics and Security officer shall be responsible for overseeing the logistics and purchasing of all office and project needs in Somalia. S/he will carry out procurements & logistics in conformity with the donor guidelines and CED’s internal procurement & logistics policies. The other responsibilities for this position will be ongoing analysis of the context and developments in relation to the security situation.

Logistics, Procurement and Communication
In liaison with the Project Managers to establish and secure project purchase needs. This includes ensuring best price quotations are obtained and the relevant documentation provided to support payment requests in close liaison with the Finance/ administration staff
Daily co-ordination of CED procurement activities and assisting office staff with logistics and procurement activities as required.
Ensure accurate inventory of all items, both in stores and offices.
Supporting projects in developing procurement plans and consolidate plans at the HQ level.
Manage organization and implementation of the procurement of each project including preparation of terms of references, publication of tender documents, bidding invitations, receipt of offers, quotations and their corresponding analysis in compliance with the rules and regulation of CED and its funding partners.
Ensuring purchases is done on time for projects use
Reviewing quotations and analyzing them for price, quality, timeliness, capacity and reliability.
Advise procurement committee on procurement process and supply chain management.
Provide relevant support to all other field offices on procurement and logistics matters.
Update the assets register regularly.
Provide logistics and procurement report on weekly and monthly basis or as deemed necessary.
Assist program and operational personnel in regular procurement planning meetings.
With full understanding of CED procurement policies and formats, assist as needed in training staff members.
Work closely with the CED offices to ensure smooth flow of travel requests (staff and goods) as well as coordination of material movement.
Conduct market surveys in local markets and ensure that local market surveys are regularly carried out to ensure a full knowledge of the availability and prices of the local items.
Ensure proper documentation and filing systems of all procurement documents ensuring all processes are adequately documented.
Provide timely and sound advice to Admin & HRM and Finance and administration and other project staffs on logistics and procurement matters.
Monitoring daily the security situation and providing updates to the Project Staff as well as CED Nairobi office. This will also involve the first-line supervision of the security guards, including protocol and training needs for the security team.
Maintain the daily communication between Mogadishu Office and CED Staff during field movement, ensuring that communication protocol is understood and maintained at all times.
Supervise the management of vehicles for projects use and Oversee and ensure proper and efficient use of the organization vehicles by overseeing fuel consumption and movements.
Compile a monthly procurement status and Vehicle Utilization Reports and circulation to the Finance and Administration officer and Project Managers.
Maintaining the daily telephone communication between Mogadishu Office and field Staff during field movement, ensuring that communication protocol is understood and maintained at all times.
Ensuring that the vehicles hired/procured are in good working condition and available at all times. That the drivers are well instructed on duties assigned and maintain a vehicle log for all trips. That the necessary security equipment is maintained in the vehicles and in working condition. Ensure scheduled project trips are well arranged. This will also involve actual driving duties for the CED vehicle when the regular project drivers are unavailable.
Assistance in linking the Project to the local communities, through limited involvement in mobilizing the different groups and partners to meet their project obligations. This goes the same for the local authority.
Assisting the Project Officers in logistical arrangement for securing and preparing meetings venues in the different project locations.
Compiling a monthly Vehicle Utilization Report and circulation to the Administration and Human Resource Manager.
Any other duties as assigned by your Line Manager.

This will involve close monitoring of the daily regional security situation and providing updates to the Project Staff. This will also involve the first-line supervision of the security guards, including protocol and training needs for the security team.
Responsible for the security of the offices including staff, premises, as well as the security of CED materials and assets.
Ongoing analysis of the context and developments in relation to the security situation.
Develop and maintain up-to-date context analysis and risk assessment.
Develop and maintain an incident reporting system.
Maintain close contacts with all relevant stakeholders to develop a network and build relationships with key actors to ensure gathering of reliable security information.
Undertake regular and ad hoc security assessment missions as necessary, in order to gather information and to analyze the overall security situation in existing and potential areas of intervention.
Support CED management staff to develop a security management system which includes a security management strategy (including detailed acceptance strategy) and plan and which allows for the continuous updating of security measures.
Advice and support the Executive with regard to implementing the security management system.
Support the Executive Director and other senior staff to manage security incidents.
Provide crisis management support to the managers senior management for incident response, reporting and analysis.
Ensure that the supporting departments (HR, Administration and Logistics) have in place an appropriate system to facilitate good security management.
Ensure that staff have the security skills and awareness that they need to be effective, by providing appropriate learning and development opportunities, including delivering training.
Ensure that all staff and visitors receive appropriate briefing.
Ensure that an appropriate system is in place to provide security information to travellers in advance of their departure.
Ensure that the necessary security equipment is maintained in the vehicles and in working condition.

ICT – Responsibilities
To implement and ensure that the Data backup plan is regularly carried out, reviewed and updated
Build the capacity of staff in ICT through on and off the job training in support area.
Carry out planned IT infrastructure improvements and act in the supervisory roles in technical expertise areas such as those of service providers.
Manage information technology and ensuring infrastructure needs are met, including properly functioning IT equipment, routine maintenance, and security over IT (anti-virus software and regular backups).
Assist in setup and installation of equipment such as laptops, Desktop computers, data projectors and other specialist ICT equipment, ensuring that systems are ready for use and operating correctly.
Liaise with the service provider for the management and maintenance of IT and communications equipment (Computers, printers, telephones and other means related to communication technology).
Supervise allocation and use of equipments and ensure installation, maintenance and repairs of equipment as required.
Assist in physical connection of IT equipment’s for staff.
Implement hardware preventive maintenance schedule for all computer hardware, printers and laptops
Perform documentation of proposed equipment’s upgrades such as laptops for staff in the context of organization policy
Network performance monitoring, management and support to ensure optimal performance of local area Networks and Wi-Fi set ups
Setup and support office computer networks, printers etc.
Performing checks on all computer systems to ensure Anti-virus program is up to date, Ms office application are properly installed, Licensed and operational
Liaise with internet service providers and manage the internet connection to monitor the utilization and ensure internet connectivity is fully operational
Providing technical advice in areas of ICT equipment’s procurements’
Carrying out research with technological advances in areas that will help in office automation, advising and planning for disaster recovery strategies.
Required qualifications
Bachelor’s degree in Procurement and Logistics, Business Administration or any other related field.
At least 3 years of relevant work experience in areas such as procurement, and logistics preferably with NGOs.
Must have post-graduate training in Procurement; Logistics etc
Planning, organizational and analytical skills and a team player
Ability to identify and build talent
Excellent Management, Interpersonal and Communication, decision –making and analytical skills
Skills in building and maintaining relationship
Must have in depth knowledge of HR Management Information System
Self-motivated and supervisory skills
Understanding of computer applications in respect to the above responsibilities. This would include a working knowledge of at least database and Microsoft office
Hands on and self driven
Willingness and flexible to travel and work all over Somalia and among the poor communities.
The candidate must be able to manage several tasks simultaneously, be flexible and be willing to assume a range of unanticipated assignments.
The position requires excellent attention to detail, organization skills and maturity
Ability to work as a team and coordinate with other project team members
Good spoken and written English and Somali.
Strong organizational and leadership qualities.
Excellent skills in use of computers.

How to apply:
All applications should be sent to email: xxxxxxxxx@xxxxxxxxx.com