Country Logistic & Security Manager- Kenya and Somalia

Location: Nairobi- Kenya
Closing date: 31 Jul 2016
Contract duration: 12 months

Starting Date ASAP

Position Profile
Under the authority of direct supervision of the Country Director, key responsibilities include:

Department Management
1.1. Responsible for recruitment, capacity building and appraisals of logistics staff
1.2. Provide technical support and guidance to field offices on the development of procurement plans, including demand analyses, market assessments, and logistics planning at country and area level
1.3. Represent organization with relevant logistics and communication networks, actively building relevant relationships


Procurement management
2.1. Establish a rigorous, accountable and transparent procurement system in strict compliance with organization’s Logistics Manual, local law and donor requirements
2.2. Undertake regular market studies, set up and regularly maintain a database of local suppliers, including track records of past performance
2.3. Assist in establishing and implementing procurement plans with all Project Managers
2.4. Enforce a zero--‐tolerance policy regarding corruption and ensure adherence to organization  Code of Conduct and Ethical Procurement Guidelines


Fleet Management
3.1. Ensure all organization vehicles are regularly serviced and maintained
3.2. Oversee the allocation and daily availability of vehicles
3.3. Ensure proper recording on fleet management (e.g. log books, fuel consumption etc.) according to organization’s Logistics Manual
3.4. Analyse and monitor vehicle usage and running costs to maximise efficiency, prevent fraud and ensure timely program implementation
3.5. Supervise drivers and ensure adherence to transport and relevant safety standards in compliance with organization’s Country Security Management Plan
3.6. Ensure a proper level of preparation before movement on the field, ensure transportation means are adapted, and set movement rules which are adapted to the local
3.7. Ensure operational follow-up of movements.
3.8. Ensure all generators are properly operated and regularly maintained


Asset Management
4.1. Ensuring all assets are tagged and listed in the asset management list at the time of procurement with an asset file created for them and that a regular monitoring system is in place
4.2. Organise the installation of heavy equipment and assets and train staff on their operation & maintenance
4.3. Ensure the implementation of regular asset verification


Delivery Management
5.1. Ensure systematic process of delivering items from the capital/suppliers to field locations, ensuring full control of movement and receipt of items
5.2. Ensure administrative and custom requirements are adhered to
5.3. Ensure proper quality control at expedition and delivery points
5.4. Identify reliable companies for the transportation of stock and ensure their adherence to organization Ethical Procurement Guidelines


Stock Management
6.1. Assume overall responsibility for all organization warehouses and stocks through the oversight and monitoring of effective stock management systems;
6.2. Identify and equip warehouses for the safe and secure storage of organization supplies
6.3. Ensure regular inventories and spot checks are conducted
6.4. Produce stock movement reports according the organization Logistics Manual


Communication & IT Management
7.1. Ensure documents and licenses with regards to Satellite phones, Mobile phones, V/HF radios are available and up-to date
7.2. Analyse and monitor communication equipment usage and running costs to maximise efficiency, prevent fraud and ensure reliable and constant communication services
7.3. Organise the installation of communication and IT equipment and train staff on their operation & maintenance
7.4. Oversee the effective functioning of the IT system in all office and guesthouse facilities, ensuring that IT infrastructure and support is in place
7.5. Ensure proper data back-up and protection systems are in place
7.6. Ensure compliance with the organization global IT standards


Logistics support to other departments
8.1. Liaise and cooperate with the Senior Management Team and Project Managers on logistics and procurement matters
8.2. Actively participate in country level coordination meetings by reporting on progress
8.3. Lead coordination between the logistics team and Project Managers, Technical coordinators, Area coordinators and Sub-Area coordinators to facilitate effective, efficient and timely program implementation
8.4. Provide regular updates to area and programme teams on supply chain status (in particular order form, procurement and delivery follow-up)
8.5. Support the Administration & HR departments in premises management and maintenance
8.6. Contribute to donor proposals, budgets and reports
8.7. Contribute to Emergency Response planning and Contingency Planning efforts for logistic and procurement needs and execution including establishing appropriate framework agreements with relevant suppliers


Security Management
9.1. Draft and regularly update the Country Security Plan (CSP) for validation by the Country Director and endorsement by HQ
9.2. Draft Standard Operating Procedures (SOPs) adapted to the local context
9.3. Draft regularly update and ensure preparedness (check contingency kits, first aid kits etc.). to evacuation and contingency plans in capital and support Area Coordinators in developing contingencies
9.4. Fill in and regularly update the Risk Analysis Matrix (threat, likelihood, impact, level of vulnerability, level of risk)
9.5. Set up and control the implementation of mitigation measures and security rules according to the local context and ensure compliance with Minimum Operating Security Standards (MOSS)
9.6. Carry out security assessments of new organization  facilities, ensure a standard level of facilities protection, and supervise guards.
9.7. Produce real-time incidents report (using Form SEC-03)
9.8. Attend security coordination meetings and update Country Director and HQ on current security issues


Reporting and Compliance
10.1. Ensure organization and donor compliance rules and requirements are adhered to
10.2. Ensure timely and accurate logistics document flow to the Finance and Transparency/Compliance departments as per organization global audit manual
10.3. Assist the HQ and Regional Audit teams in the preparation of external audits
10.4. Prepare regular, timely and accurate logistics TITANIC reports
10.5. Prepare and send security TITANIC on a monthly basis to the Country Director and HQ Security Department.
Perform other duties as requested by Country Director

Qualifications:

• At least 2-3 years of working experience in insecure environments; preferably in Africa, Asia, or the Middle East;
• Extensive experience in logistics and/or security management and procedures;
• Demonstrated communication and organizational skills;
• Ability to train, mobilize, and manage both international and national staff
• Flexibility and ability to multi-task under pressure;
• Ability to work well in unstable and frequently changing security environments;
• Willingness to work and live in often remote areas under basic conditions;
• Proven ability to work creatively and independently both in the field and in the office;
• Advanced proficiency in written and spoken English
• Knowledge of local language and/or regional experience highly desirable

Conditions:
Salary defined by the organization salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
Additional monthly living allowance
Free food and lodging provided at the organisation’s guesthouse/or housing allowance (depending on contract length and country of assignment)
Transportation costs covered, including additional return ticket + luggage allowance
Provision of medical, life, and repatriation insurance + retirement package


How To Apply: 
Please send, in English, your cover letter, CV, and three references to xxxxxxxxx@xxxxxxxx.org

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