Action Africa Help International: Logistics and Warehouse Manager

Employment as Logistics and Warehouse Manager 

Job Title: Logistic & Warehouse Manager

Reports to: Area Coordinator

Grade: AH4

Supervises: Warehouse Store Keeper Assistant, Senior Mechanic, Logistics Officer.

Liaises with: Workshop Managers,Logistics and Warehouse Managers, Finance and Administration Assistant,Logistics Officers ,Procurement Coordinator, Finance Officer Government representatives and local cultural leaders, UN agencies: UNHCR, WFP, UNICEF, OCHA, etc. Other Implementing Partners in Field Office

Duty Station: Malakal, , South Sudan

Purpose of the role

The Logistics and Warehouse Manager in close consultation with the Area Coordinator for Upper Nile State is responsible for leading and managing AAH operational team in Malakal. As the most senior representative for AAH in Malakal, the Logistics and Warehouse Manager is responsible for representation to the local authorities and to donors, and for coordination with other NGOs and UN agencies. The Logistics and Warehouse Manager is responsible for coordinating the implementation of all AAHI projects within Malakal and ensuring adherence to quality and accountability commitments. The Logistics and Warehouse Manager ensures that AAH policies and procedures are adhered to by staff.

Duties & Responsibilities:

1. Project / Support Function Management

• Has financial oversight and monitors the Project budget in consultation with the Area Coordinator and finance staff teams.
• Contribute to development of project proposals (narrative, log frame, activity schedule and budget) for AAH projects within the area of operation, through providing leadership on conducting assessments and the shaping of new project proposals
• Provide interim and final project reports on projects within the area for submission to donors in accordance with the reporting schedule and the required reporting formats.
• Facilitate monitoring of the projects (mechanical workshop, warehouse, fleet) with project staff, to review project progress, review beneficiary feedback, identify corrective actions required, and capture learning.
• Promote and encourage an openness to welcoming feedback from beneficiaries and communities, and learning from staff
• Responsible for managing Malakal budget in consultation with the Area Coordinator, in conjunction with the area accountant, administration and logistics staff, ensuring project budgets are phased, a procurement plan is drawn up, and assisting project staff in managing specific project budget lines, monitoring expenditure to budget and identify any corrective actions required.
• Participate in project monitoring and evaluation to assess project impact and effective use of resources.
• Promote and encourage an openness to welcoming feedback from beneficiaries and communities, and learning from staff

2. Policy Compliance

• Responsible for security management for the project team in Malakal, including writing and updating the location-specific Security Plan, ensuring staff are fully briefed and trained on the agreed security measures appropriate to the area, staff understand individual and collective responsibilities for safety and security and ensuring incidents are reported, critical learning is recorded and corrective actions taken.
• Responsible for health and safety for the project team in Malakal, ensuring policy is understood by staff, and any accidents/incidents are recorded appropriately.
• Responsible for the induction of project staff posted to the area, with the support of the HR Manager, ensuring their familiarity with AAHI mission, values, Quality Standards, policies and Programme objectives and their individual responsibilities in upholding these standards and policies.
• In conjunction with the Area Coordinator, HR Manager and HR staff, ensure local recruitment is consistent with AAH HR recruitment policies, the legal context and local practice
• In conjunction with the Area Coordinator, HR Manager and HR staff, ensure HR policies and procedures are understood by the project team and implemented.
• In conjunction with the Finance Manager, finance staff and Area Coordinator, ensure financial management is in accordance with AAH financial policies and guidelines.
• In conjunction with the Area Coordinator, Operations Manager and logistics staff, ensure logistics systems (procurement, transport, storage, communications, estate / buildings management, asset management etc) are in accordance with AAH logistics systems and policies.
• Ensure project completion, filing and archiving procedures are implemented.

3. Team Management

• Provide leadership to the project teams (warehouse and mechanical workshop), ensuring clarity over project plans and priorities, encouraging effective team work and inclusiveness, and building a team spirit through regular meetings, team events, capacity building.
• Provide management and technical support to the warehouse and mechanical workshop teams, in their management of other staff, and the implementation of work plans and budget utilization.
• Prepare periodic narrative and statistical reports including, weekly, monthly, bi-annual and annual reports.
• Manage client’s assets and storages through management systems (FMS/WMS/TMS) and set an efficient system to control, monitor and report on a regular basis.
• Oversee the administrative functions for the project team, line managing administrative staff in Malakal.
• Ensure AAH’s staff performance management system is effectively implemented across the project teams, with objective setting, probationary reviews, regular catch ups, 6-monthly performance appraisals and exit interviews, carried out for all staff.
• Provide client and management advises and solutions to improve the performance of the sectors and contribute to the achievement of goals.
• Keep up-dated the clients assets and storage inventory.
• Support the implementation of AAH’s staff development policy, including personal development planning, across the project teams in a way that is consistent and transparent.
• Conduct disciplinary and grievance procedures, as required, in conjunction with the Area Coordinator and HR Manager.

4. External Representation

• Represent AAH to local authorities (whether formal governmental or informal de facto authorities), securing the necessary approvals to operate.
• Represent AAH to other NGOs, UN agencies, and visitors, ensuring coordination and constructive working relations and attendance at relevant inter-agency coordination meetings or delegating to staff as appropriate.
• Represent AAH to donors’ representatives and other visitors to the project area.
• Support policy influencing (advocacy) activities at relevant local and regional levels, in consultation with the Area Coordinator and Project Manager.
• Facilitate relationship building with AAH partner organisations and collaborative work in accordance with the AAH Programs.

5. Other duties/additional tasks

• Performs other duties and tasks at the request of management

Expected Results

• Management: Ensure Quality and efficacy
• Overseer : Project activities are monitored according to policies and procedure of AAH I
• Reporting: Project relevant information is available and transparent.
• Coordination: with local authorities, other NGOs and UN agencies

Qualifications:

• University degree or equivalent in an area that is related to the project objectives, with a focus on a relevant field
• Proven track record of leadership, with at least 4 years progressive experience
• Demonstrated field leadership in strategic program and project development, implementation, and evaluation;
• Excellent diplomatic skills and ability to create positive relations with senior government officials, international organizations, NGOs and CBOs to enhance AAH-I’s programs;
• Experience with financial management and compliance with donor requirements.
• Self-starter able to work independently and cope with demanding work situations in complex setting.

Skills and Competencies

Strong management and supervisory skills and experience.

• Ability to provide coaching, mentoring and leadership to team members.
• Ability to provide technical support to the mechanical workshop team (familiar with mechanical work operations for automobiles, generators, etc)
• Commitment to and understanding of AAH-I’s values

 

Apply here: https://goo.gl/HQImNG

 

 

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