Job Description

VACANCY ANNOCEMENT (Nationals Only)

Logistics and Security Officer

Duty Station: Las Canood

Duration of contract: 12 months (with possibility of extension)                                   

Closing date:  24 September, 2024

NGO PRESENTATION

Created in 1982, Humanity and Inclusion, operating name, Handicap International (HI) is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside people with disabilities and other vulnerable groups, our actions are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. HI was the co-winner of the Nobel Peace Prize in 1997 for its role in the International Campaign to Ban Landmines.

Humanity and Inclusion (HI) is currently expecting to start implementing an integrated approach to respond to needs to people affected by the Las Canood crisis. Services will be set up in Las Canood hospital and Community Based MHPPSS activities in the surrounding areas.

RESPONSIBILITY OF THE POSITION

ROLE OF THE EMPLOYEE

Based in Las Canood, under the line-management of Country Manager, she/he will be responsible to:

Responsibility 1: Follow up procurement organization

Involving in setting procurement plan setting in collaboration with Log Manager and project Staffs

• Support Log Manager to analyze the local market and keep an up-to-date database of local suppliers that satisfy the association's criteria (quality, price, service, ethics) and needs
• Organize local procurement process according authorized PSR in line with HI Purchasing procedure within accountability, transparency 
• Maintain Supply records of Purchase monitoring Chart
• Organize local transportation of merchandise: choice of transport and packing, planning and monitoring of consignments, administrative and customs clearance formalities
• Organize any distribution of merchandise for the projects
• Makes sure that goods and services provided comply with the request (quality, quantity, price, deadline, origin, etc.)  Receives the invoice, and prepare HI Payment Authorization form to be validated by the Budget Holders with attaches a copy of the Purchase and Service Request for transmission to the cashier.

Responsibility 2: Carrying out or ensuring correct management of store dedicated to store equipment’s and items for the operations.

• Follow up the identification of stock need in collaboration with project manager, Logistic Manager to prepare PSR for operation kits and consumable replacement need 

• Follow up and update the Stock cards in according receiving or releasing stock movement

• Update monthly stock report base on Stock Card and transmitted to Logistic Manager
• Establishing staff and equipment forecasts required for loading/unloading
• Follow op the operation campaign kit refilling before operation deployment aim to be able to deliver complete kit during deployment progress 
• Organize the physical management of stocks in collaboration with Logistic Manager

-          Organize the periodic inventory stock take or reconciliation
- organize periodic stock controls; Stock Card and stock monitoring chart
- manage the flow of merchandise

• Organize stock distribution of merchandise for the project’s operation
• Provide the relevant information and report on stock to Project managers or relevant owner of stock 

Responsibility 3: Organization of Fleet / vehicles and of any other means of transport in term of allocation, use and maintenance management

• Receive and follow up the Travel and event Request (TER)  
• Follow the management of vehicles and other means of transport rules and regulation
• Follow up the booking & Scheduling of Vehicle, Flight and other means of transport, 
• Assist the flight departure and arrival agreement (drop/ pick-up, taxi.etc.)  
• Maintain daily Fleet (vehicle and Flight) Tracking & Monitoring Board
• Communicate the vehicle or Flight reservation in close collaboration with passengers
• Do regular vehicle Logbook Check and monitor the vehicle movement
• Follow up vehicle maintenance, repair, cleaning and other servicing required
• Follow up the vehicle fueling supply and compile monthly fuel & Others expenses report.
• Perform training to drivers (logbook, road safety, basics maintenance)
• Provide vehicle minimum standard kits, tools and document
• Follow up the regular vehicle documentation renewal,
• Update Vehicle Monitoring Chart (VMC) at monthly basis 

Responsibility 4: To follow up the organization of HI equipment, use and maintenance

Activities:

• Organize the equipment allocation in collaboration with Logistic Manager
• Organize the installation, maintenance/reparation, monitoring and traceability of equipment  
• Follow up the Equipment Distribution and Retrieval to or from staff 
• Producing documents record for Distribution and Retrieval of each piece of equipment
• Follow up new equipment data entry registration into EMC 
• Update Equipment Monitoring Chart (EMC) at situational basis and    
• Conduct regular Physical Equipment inventory every 6 months and update the EMC.
• Handling basic IT Trouble shooting among the users

Responsibility 4: Organization of premises supply / services and facilities (Office, staff accommodation, storage facilities, vehicle parking

• Seeking and identify any potential premises (accommodation, Office and Storage) 
• Carry out the fitting out, servicing and maintenance of the premises
• Perform inventories
• Follow up the regular premises rent and utilities payment  
• Organise repairs of all premises including the supervision of casual workers
• Ensure the security of the premises (locks, guards, guard schedule, and etc.)
• Assist on the logistical organization of project seminars and training
• Provide the relevant premises supplies
• Carry out the logistical organisation of seminars/trainings
• Reservation of accommodation for travellers and visitors,

Responsibility 5: Managing base “logistical support functions" team under his/her line managing

• Follow up the logistical support functions team e.g. driver
• With Country Manager/ Log Manager to produce work objective setting and carrying out appraisal assessments 
• Managing staff leave and temporary replacement for the duty
• Disciplinary measures

Responsibility 6: Organize logistics administrative filing system

• Compiling archive for each logistic function are handled in both of manual and computerize 
• Providing all relevant auditing document in collaboration with Log and Finance managers
• Submit the relevant tools of base or functions handled regularly

Responsibility 7 Operational Security Management

• Support the Country Manager and Humanitarian Access Advisor in the security watch through follow the evolution of local, national context.
• Familiarise with HI’s internal procedures in security management, security and contingency plans, update them regularly and ensure staff in Las Canood / Garowe are aware of them, reinforcing their application.
• Develop his own networking in order to gather and cross check information coming from the field and from other networks. maintaining regular and trustful communication with different external key actors, including other security officers and advisors;
• Collecting, analysing and sharing relevant, quality and objective security relevant information regularly and pro-actively to HI country manager and team;
• Facilitating briefing, to the team to enhance security awareness and ensure good understanding and familiarity with HI security operating procedures among the team
• Reporting any evolving risks and/or security incidents within HI operations pro-actively to relevant staff and facilitating regular exchanges on the political, security and socio-economic operational environment within HI team in Las Canood / Garowe and the Country Manager and how these are likely to affect HI’s operations and plans.
• Writing security incident reports

Responsibility 8:  Respect of HI identity, rules and policies

• In coordination with the Human Resources Manager and Program Manager:
• Know, understand, apply and respect HI code of conduct and ethics, HI mandate and values, HI rules and operating procedure, HI policies (child protection policy, policy and mechanism for the prevention of and fight against bribery, the protection of beneficiaries from sexual exploitation and abuse policy) and make sure they are known, understood, applied and respected by its team
• Know, understand, apply and respect HI security rules and make sure they are known, understood and applied by her/his team
• Regular refresher trainings are organized

Experiences and Qualifications

Education and Competency

-          Bachelor’s degree, preferably in supply chain management, security policy international relations, international development.

-          At least 3 years of field experience in Logistics / Supply Chain and Security Management.

-          Experience in context analysis, risk identification and risk mitigation.

-          Strong communication and reporting skills,

-          Strong organizational skills,

-          Ability to work under high pressure,

-          English mandatory (oral and written),

Conditions

-          Status: Service contract with salary according to experience

-          Start: October 2024 (subject to funding)

-          Duration: 1 year (possible extension)

Skills Required

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