The Logistics Coordinator oversees the development, coordination and monitoring of every process related to logistics in the Mission. His/her main goal is to contribute to the Mission Country Strategy, to ensure the approach of the Mission is well adapted to the reality of logistics in the areas of operations. Based on this, the Logistics Coordinator will implement and modify the current strategy for logistics management in the Mission, as well as an action plan for its implementation. The action plan will be created in coordination with the other members of the Coordination Team, and its final aim will be to guarantee an efficient and effective operational support to the projects of the Mission.
Objective 1: Coordinate Logistics at the national level (60%)
Tasks:
Internal coordination of the logistics team in the Mission
- Support the standardization of procedures and templates.
- Ensure LINK implementation within the Mission.
- Act as focal point for all team´s troubleshooting.
- Act as focal point with HQ Logistics support team acting as go-between between bases and HQ.
- Ensure timely and relevant dissemination and implementation of Action Against Hunger Logistics procedures (Kit Log)
- Ensure the compliance of the whole Logistics operations to Action Against Hunger Good Business Regulations, Code of Conduct, and Charter of Principles
- Support in allocating workload and resources between Bases.
Support to and supervision of the supply chain:
- Control and execute all capital level procurement and provide active support to bases in this regard.
- Ensure timely and adequate implementation and monitoring of Action Against Hunger Supply Chain Management Tools
- Ensure adequate coordination among all departments involved in the supply chain.
- Act as focal point for Quality Control in terms of logistics and suppliers conducting field visits when needed.
- Act as the mission focal point in terms of procurement: giving integral solutions, launching tenders, and avoiding a split of the market.
- Lead the Procurement meeting monthly and ensure a smooth reception of the PRs among the departments.
- Ensure and lead procurement planning for every contract to be implemented by the Mission.
- Create, update, and disseminate the Mission Supply Plan
- Monitor and validate the work carried out by the Supply Chain Officer
- Monitor the compliance with Action Against Hunger and donors´ Logistics procedures.
- Ensure efficient transport of supplies within the Mission.
- Ensure the compliance of the whole supply chain to Action Against Hunger Good Business Regulations, Code of Conduct, and Charter of Principles
- Ensure proper implementation of the anti-fraud policy and its tools within the logistics department
Drafting of Proposals and Reports to donors
- Ensure proposals are in line with the Mission Logistics Strategy, and consider logistics costs, logistics needs, and the logistics context in the intended implementation areas.
- Prepare responses to any donor requirements and audits at any level.
- Create, update, and disseminate Project Procurement Plans, to be included in the proposal package sent to Action Against Hunger donors.
- Creation of accurate reports to donors on all logistics aspects defined by their policy (including stock, equipment, fleet and procurement)
Budgeting
- Prepare the logistics part of the Mission annual budget.
- Contribute to any budget to be submitted to donors as part of a Proposal
- Validate the monthly logistics expenditure forecast for all Bases
Reporting, analysis, and information management
- Control and analyze the Mission´s Logistics costs.
- Consolidate, monitor, and analyze any data submitted by the Bases.
- Ensure the Monthly Reporting requirements to Headquarters are met by the Mission.
- Ensure all reporting internally and for HQ (to be discussed and shifted on Officer duties if relevant and needed)
Equipment Management:
- Create and implement an equipment policy for the Mission.
- Ensure the adequacy of equipment to suit requirements and users.
- Manage equipment according to Action Against Hunger and donors’ guidelines.
- Ensure the correct and documented transfer of equipment on completion of projects.
- Ensure an efficient management of equipment in the Mission
Fleet Management
- Ensure an efficient fleet planning and management in the Mission.
- Create and disseminate a vehicle use policy.
- Ensure efficient transport of staff within the Mission.
- Monitor the maintenance and control of vehicles in accordance with Action Against Hunger procedures
Emergency Preparedness and Response
- Contribute to the creation and regular updating of the Mission´s Emergency Preparedness and Response Plan
- Train and prepare the logistics teams on Emergency response according to the Mission´s Emergency Preparedness and Response Plan
- Set up and manage emergency stocks when applicable
Objective 2: Contribute to the definition and implementation of mission strategy (10%)
Tasks:
- Contribute to the definition of the logistics component of the Mission´s strategy with information, hard data and clear planning
- Develop, update, and disseminate the Mission´s Logistics Strategy
- Adapt the logistics processes to include a Green Logistics perspective
- Support the digital transformation in the mission through the definition of standards and facilitating the coordination of involved parties
- Contribute to discussions within the Mission Coordination Team as needed
- Advise the Mission departments on logistics, as needed
Objective 3: Promote and ensure collaboration and coordination in logistics with external stakeholders and implementing partners (10%)
Tasks:
- Define the specifics of logistics management in any joint project between Action Against Hunger and its implementing partners
- Ensure any practices not already in use by Action Against Hunger are analyzed and considered for implementation
- Contribute and validate the logistics component of any written agreement between Action Against Hunger and it is implementing partners
Objective 4: Line-management of the logistics team in Damascus, and technical management and support to Base Logisticians in the Bases (20%)
Tasks:
- Contribute to the recruitment and capacity strengthening of logistics staff as needed
- Ensure cohesion and good communication within the department
- Participate in the briefing/debriefing of logistics team members
Incorporation into a multicultural, professional and innovative organization with the possibility of participating in projects with high social impact.
- Contract length: 3 months.
- Base: Damascus (Syria)
- Family duty station NO
- Compensation Package consisting of:
- Salary: according to Action Against Hunger salary scale and according to candidate’s previous experience.
- Action Against Hunger - Spain remuneration system allows a salary progression based on the annual development appraisal.
- This packaged includes:
- Expatriate insurance (health, live, repatriation, travel, etc.)
- Yearly holiday return flight ticket
- Accommodation and housing expenses (in a shared guest house)
- Travel costs to and from the mission.
- 25 working days of paid leave per year
- Break on 8 weeks cycle: additional rest period of 5 working days, including a lump sum for travel cost to a reference area and economic contribution.
Candidates may be contacted for other suitable positions within Action Against Hunger.
Due to the high number of application received, only potential applicants will be contacted.
Given the urgency of this position, the vacancy may close on or before the deadline.
In the process of recruitment, selection and appointment Action Against Hunger implement a range of procedures and actions including Criminal Background Checks/International vetting/Certificate of good conduct to ensure children and vulnerable adults are safeguarded and abuse is prevented.
Action Against Hunger provides equal opportunities to candidates regardless of their origin, nationality, race, gender, regional and sexual orientation. This vision aims to integrate equal treatment and opportunities among females and males in all HR processes and policies within the organization.