Location: Iraq ( based in Erbil with trips to Sinjar and Mosul )
Closing date11 Nov 2021
General scope of the position:
The right candidate will have proven logistics, procurement and security management experience with INGOs in Iraq. The position comprises procurement, logistics and security tasks in coordination with the general operations coordinator. We are looking for a hands-on team player who exercises independent judgment while performing logistic duties and demonstrates capacities to implement, assess, and maintain strong systems and procedures. Together with the Head of Mission and the Infrastructure Coordinator and the Admin Fin HR Coordinator, the Logistics and Security Coordinator determine organization’s logistic and procurement global strategy in the country. They manage the logistic staff daily.
In addition, the candidate will manage the security and safety of the country office in close coordination with the Head of Mission. They will develop, implement and monitor appropriate measures within the frame of organization’s operations in Iraq and according to organization’s protocols, standards and procedures in order to participate in organization’s risk reduction strategy in Iraq.
General scope of the position:
The right candidate will have proven logistics, procurement and security management experience with INGOs in Iraq. The position comprises procurement, logistics and security tasks in coordination with the general operations coordinator. We are looking for a hands-on team player who exercises independent judgment while performing logistic duties and demonstrates capacities to implement, assess, and maintain strong systems and procedures. Together with the Head of Mission and the Infrastructure Coordinator and the Admin Fin HR Coordinator, the Logistics and Security Coordinator determine organization’s logistic and procurement global strategy in the country. They manage the logistic staff daily.
In addition, the candidate will manage the security and safety of the country office in close coordination with the Head of Mission. They will develop, implement and monitor appropriate measures within the frame of organization’s operations in Iraq and according to organization’s protocols, standards and procedures in order to participate in organization’s risk reduction strategy in Iraq.
Under the management of the Head of Mission, they will manage a team composed of drivers.
Essential Duties And Responsibilities:
The Logistics and Security Coordinator handles the following activities.
1. Facility management
Be responsible for the proper functioning of organization’s offices, guest house and warehouse at every level: security, safety, cleaning, general maintenance, local insurance, layout and comfort in coordination with the Head of Mission
Manage all the contracts and suppliers related to general maintenance and daily supplies such as : electricity, stationery, air conditioning maintenance, food etc.
Ensure propper follow up of HR movements between organization’s different sites, and welcome visitors from abroad in coordination with HQ or a travel agency.
Ensure propper follow up of HR movements between organization’s different sites, and welcome visitors from abroad in coordination with HQ or a travel agency.
Be responsible for IT (if need be with the support of HQ’s IT manager) at the requested security and safety level: implement La haîne de l'Espoir’s IT procedures, ensure the good functioning of all devices, follow up phone and internet contracts, organize and control digital archiving.
2. Procurement
Be responsible for all the procurements for the projects and the office, in time, and according to the better value for money principle.
Optimize sourcing (local, regional or international) considering price, quality, lead time and security/safety or custom clearance issues.
Negotiate with the suppliers to obtain the most beneficial conditions for the projects and/or the office (delivery, price, incoterm, payment terms, guarantee etc.) and draft procurement contracts before legal /HQ validation.
Implement organization’s and/or donor’s procurement policies and procedure.
2. Procurement
Be responsible for all the procurements for the projects and the office, in time, and according to the better value for money principle.
Optimize sourcing (local, regional or international) considering price, quality, lead time and security/safety or custom clearance issues.
Negotiate with the suppliers to obtain the most beneficial conditions for the projects and/or the office (delivery, price, incoterm, payment terms, guarantee etc.) and draft procurement contracts before legal /HQ validation.
Implement organization’s and/or donor’s procurement policies and procedure.
When relevant, negotiate framework agreements to reduce procurement costs.
Ensure the procurement files eligibility and appropriate archiving.
Train teams (admin, project and log) on procurement procedure.
Update procurement and supplier’s database, and maintain contact with other NGOs to increase their knowledge and analysis of the different markets.
Ensure that purchase files are correctly archived.
3. Stock management
Guarantee the management and monitoring of the mission’s stock, according to organization procedures and tools
Ensure the procurement files eligibility and appropriate archiving.
Train teams (admin, project and log) on procurement procedure.
Update procurement and supplier’s database, and maintain contact with other NGOs to increase their knowledge and analysis of the different markets.
Ensure that purchase files are correctly archived.
3. Stock management
Guarantee the management and monitoring of the mission’s stock, according to organization procedures and tools
Be responsible for the efficient management of the office and project stocks: In/Out movements record, storage conditions, security, out-of-stock prevention.
Ensure the movement/transfer of documents is properly referenced. Check stock reports on a monthly basis.
Ensure organization's or donor’s stock management procedure implementation.
Ensure the movement/transfer of documents is properly referenced. Check stock reports on a monthly basis.
Ensure organization's or donor’s stock management procedure implementation.
4. Equipment Management
Be responsible for the good management of all the project and office devices: inventory, corrective and prevention maintenance, allocation follow up etc.
Ensure organization’s or donor’s equipment management procedure implementation, from the purchase to the final donation/transfer of assets or inventory exit.
Issue technical recommendations on the choice of the equipment
Ensure the monitoring of equipment, creates utilization procedures and trains the staff on how to use them
Ensure the monitoring of equipment (state, location, proprietor/backer etc) through regular update of monitoring tools (property list) and the keeping of physical inventories
Supervise the installation of equipment and ensures they run smoothly and are maintained and ensures any necessary repairs are duly carried out.
5. Fleet Management
Ensure that the fleet available for the office and the project is adequate and constantly operational.
Implement and control organization's fleet management procedure (security and safety, maintenance and fuel consumption follow-up).
Ensure the monitoring of equipment, creates utilization procedures and trains the staff on how to use them
Ensure the monitoring of equipment (state, location, proprietor/backer etc) through regular update of monitoring tools (property list) and the keeping of physical inventories
Supervise the installation of equipment and ensures they run smoothly and are maintained and ensures any necessary repairs are duly carried out.
5. Fleet Management
Ensure that the fleet available for the office and the project is adequate and constantly operational.
Implement and control organization's fleet management procedure (security and safety, maintenance and fuel consumption follow-up).
Manage fleet costs and contracts (car or truck rental, fuel, insurance).
Follow up on movement and coordinate closely with the Head of Mission to coordinate with local authorities and forces on the ground in Erbil and operation area i.e Sinjar and Mosul /Ninawa.
Make sure, above all, that questions of safety relating to the utilization of vehicles (authorized people, exceptional circumstances, safety equipment etc) are appropriately addressed
6. Freight and transportation
Manage all the inland transportation (technical organization, loading/unloading, document management, security)
Plan and supervises the shipment and delivery of materials up to their final destination
Coordinate with the logistics department at headquarters for the shipment of merchandise coming from abroad and supervises the potential process involved with clearing customs
7. Security and safety Management
Assist the Head of Mission with safety & security management. Be directly responsible of the daily, concrete aspects of the mission’s safety management.
Ensure that all the equipment, tools, stock and systems related to security are constantly operational, and that the staff is regularly trained to use them.
In close coordination with the Head of Mission, assess program activities and their impact on staff security and safety.
Develop and implement a security and safety training plan for all staff. Develop and apply an evaluation processes to determine that training competencies are met.
Keep organization security and safety procedures updated and communicated to all national and HQ staff.
Follow up on movement and coordinate closely with the Head of Mission to coordinate with local authorities and forces on the ground in Erbil and operation area i.e Sinjar and Mosul /Ninawa.
Make sure, above all, that questions of safety relating to the utilization of vehicles (authorized people, exceptional circumstances, safety equipment etc) are appropriately addressed
6. Freight and transportation
Manage all the inland transportation (technical organization, loading/unloading, document management, security)
Plan and supervises the shipment and delivery of materials up to their final destination
Coordinate with the logistics department at headquarters for the shipment of merchandise coming from abroad and supervises the potential process involved with clearing customs
7. Security and safety Management
Assist the Head of Mission with safety & security management. Be directly responsible of the daily, concrete aspects of the mission’s safety management.
Ensure that all the equipment, tools, stock and systems related to security are constantly operational, and that the staff is regularly trained to use them.
In close coordination with the Head of Mission, assess program activities and their impact on staff security and safety.
Develop and implement a security and safety training plan for all staff. Develop and apply an evaluation processes to determine that training competencies are met.
Keep organization security and safety procedures updated and communicated to all national and HQ staff.
Maintain an up-to-date security plan consistent with the organisation’s standards and ensure that all national and HQ staff are familiar with its content.
Support the teams in case of redeployment/installation/rehabilitation/ closing of bases
Represent the organization amongst partners, authorities and different local actors involved in the logistics and the safety of the mission
8. Team Management
Supervise the whole of the logistics team (drivers and cook), directly or otherwise
Size and define the needed means for logistics operations related to project activities*.*
Prepare JDs and action plans for the organizational setting and ensure logistics staff fulfill their responsibilities.
Review of staff needs in terms of recruitment, implement HR procedures and ensure that staff appraisals take place
Identify training requirements for staff and implement them through external/ internal res/sources
9. Internal control
In close coordination with the General operations Coordinator Liaise with HQ’s Institutional Funding Manager to prepare mandatory reporting to donor, and audits on procurement and logistics.
In close coordination with the Head of Mission, liaise with HQ’s Head of Internal Audit and Logistics Referent for ad-hoc audit on logistics and procurement procedures.
Support the teams in case of redeployment/installation/rehabilitation/ closing of bases
Represent the organization amongst partners, authorities and different local actors involved in the logistics and the safety of the mission
8. Team Management
Supervise the whole of the logistics team (drivers and cook), directly or otherwise
Size and define the needed means for logistics operations related to project activities*.*
Prepare JDs and action plans for the organizational setting and ensure logistics staff fulfill their responsibilities.
Review of staff needs in terms of recruitment, implement HR procedures and ensure that staff appraisals take place
Identify training requirements for staff and implement them through external/ internal res/sources
9. Internal control
In close coordination with the General operations Coordinator Liaise with HQ’s Institutional Funding Manager to prepare mandatory reporting to donor, and audits on procurement and logistics.
In close coordination with the Head of Mission, liaise with HQ’s Head of Internal Audit and Logistics Referent for ad-hoc audit on logistics and procurement procedures.
QUALIFICATIONS
A certificate or degree in logistics, procurement, supply chain management, operations management, business administration, management or equivalent field is required.
WORK EXPERIENCE
4-6 years of work experience in an international NGO in Iraq or abroad in a similar logistics/procurement and security position is preferred.
A solid experience in field operations and security management (at least two years) is desirable.
Knowledge about Iraqi context - in particular the context of Ninawa and Sinjar - is required.
PERSONAL QUALITIES
· Good verbal and written communication skills in English and Arabic
· Knowledge of Kurdish is desirable
· French is an asset
· Adherence to humanitarian principle and CDE’s code of ethics
· Strong security context analytical skills and in-depth knowledge of Northern Iraq in general and Ninawa and Sinjar in particular
· Excellent organizational and communication skills with exceptional attention to detail;
· Strong time management skills
· Knowledge of the various local contacts;
· Ability to work independently and collaboratively
· Patience, flexibility and capacity of adaptation
· Computer proficiency in Microsoft Office Package
· Immediate Capacity to travel, especially to Sinjar
· Good interpersonal skills
· Demonstrated capacities to work with colleagues
· Knowledge of communication with local authorities in KRI and Federal Iraq.
Conditions:
· National or expatriation position
· 12 months full time contract, possibility of renewal
· Salary range : depending on profile and experience
· Starting date : 01/12/2021
· Position based in Erbil with trips to Sinjar and Mosul.
How To Apply:
Submit CV/Cover letter to email: xxxxxxxxxxxxxxx@xxxxxxxxxxxxx.com (Email is blocked and is available to Subscribers Only )
Submit CV/Cover letter to email: xxxxxxxxxxxxxxx@xxxxxxxxxxxxx.com (Email is blocked and is available to Subscribers Only )