Job Description

CARE INTERNATIONAL - TERMS OF REFERENCE FOR Senior Logistics and Assets Management Officer -GAROWE-SOMALIA

ORGANIZATIONAL CONTEXT

CARE is a leading humanitarian organization dedicated to fighting poverty and social injustice with a special emphasis on women and girls. CARE and its partners work with vulnerable communities to address the underlying causes of poverty and promote peace and development, through its strategic goal to reduce poverty by empowering women, enhancing access to resources and services, and improving governance. CARE Somalia/Somaliland is an International NGO working in Somalia. CARE Somalia program is seeking applications from qualified candidates for the position of a Senior Logistics and Assets Management Officer based in Mogadishu/Hargeisa/Garowe, Somalia/Somaliland with  travel across CARE offices in Somalia/Somaliland.

JOB SUMMARY

CARE Core Values Commitment:

The core Values Commitment describes who we are, what we do, and how we do it. It reflects our core values of TRANSFORMATION, INTEGRITY, DIVERSITY, EQUALITY, and EXCELLENCE, which serve as a foundation for all what we do. The core Values Commitment articulates our shared expectations of each other including our board, staff, volunteers, interns, partners, and contractors globally.

Role Purpose

The Senior Logistics and Assets Management Officer will be a member of the Supply Chain Management Team and will contribute to the Supply Chain function effectiveness and efficiency. S/he will provide adequate technical guidance and support to the Logistics and Assets Management Officer and Assistants over all aspects of the supply chain function: fleet, assets, logistics, general Admin and warehouse management) across CARE Somalia/Somaliland  in accordance with CARE and donor policies and procedures. The Senior Logistics and Assets Management Officer will work collaboratively with all relevant stakeholders and functions within the country office to ensure supply chain activities within their supervision are adequately planned, coordinated, and effectively delivered while ensuring value for money.

The role will provide operational support and timely advice to the Senior Supply Chain Manager and other members of the country office Team in ensuring the application of and adherence to all relevant CARE policies, donor rules and regulations. S/he will take the responsibility in managing risks linked to Logistics and Assets management in the hub office.

ROLES AND RESPONSIBILITIES

Administration and Facility Management

• Responsible for maintenance of facility leases (office and guesthouses), ensuring that the leases remain valid and up to date.
• Ensure that there are enough supplies for office use including stationery, equipment, furniture, water, and beverages.
• Ensure that staff work in a conducive environment where there is enough aeration, lighting and free from occupational dangers like loose cables and not appropriately arranged equipment/ furniture.
• Responsible for all service contracts related to general administration such as maintenance and supplies contracts.
• Manages the cooks and the food in the guesthouse.
• In liaison with Procurement, ensures that there are enough supplies for the guesthouse.
• Responsible for the wellbeing of those who stay in the guesthouse.

Travel, Accommodation and Events Management

• Responsible for ensuring that appropriate systems and procedures are in place to support efficient and effective management of guesthouses.
• Responsible for the management of guesthouse and support those responsible for managing field guesthouses in ensuring that field guesthouses are effectively and efficiently managed.
• Responsible for hotel and guesthouse bookings and accommodation related to travel.
• Organize meetings, conferences and workshops as needed. Prepare and disseminate materials for such events.
• Liaise with finance to ensure timely payment to vendors relating to events and accommodation including managing of those vendor’s accounts and relationships.
• Responsible for Transportation of goods/parcels and personnel travel for  the Somalia country program  including flight bookings for staff and visitors and follow-up collection and dispatch of cargo and parcels.
• Ensure all staff travelling to and from the field have the right travel documents, visas and necessary travel documentation and information.
• Coordinate and facilitate travel arrangements for external staff and visitors (CI personnel, consultants etc) in collaboration with the Senior Supply Chain Manager.
• Liaise with finance to ensure timely payment to vendors relating to flights, travel, events and airport transfers including managing of those vendor’s accounts and relationships.

Fleet Management

• Ensure that the country’s fleet (owned and rented) is fit for purpose to deliver CARE’s programmatic needs.
• Financial management to ensure the right age and mix of fleet to deliver the most cost efficient, reliable, and environmentally friendly fleet.
• Advise on fleet utilization and right-sizing of fleet requirements as per program needs.
• Proper monitoring of fuel consumption and usage of vehicle logbook, maintenance log, and other fleet reports.
• Transport services are cost efficient, reliable, and timely to facilitate delivery of project supplies.

Assets and Insurance

• Monitor and update the assets tracking system throughout their lifecycle, from acquisition to disposal.
• Conduct periodic inspections to assess the condition of assets and schedule maintenance or repairs as needed.
• Update asset records with relevant information such as depreciation, maintenance history, assets tag, reference number and location.

• Ensure that the asset register, asset movement documentation and asset records are appropriately filed and available as and when required.
• Follow up on assets’ dashboard on monthly basis and take corrective actions when needed to ensure all assets are accurately registered and tracked.

• Provide guidance in disposal methods in line with donor regulations and requirements. Coordinate the sale, donation, or recycling of assets in accordance with organizational policies and regulations.
• Ensure proper documentation and record-keeping throughout the disposal process.
• Coordinate the sale, donation, or recycling of assets in accordance with CARE and donors policies and procedures
• Responsible for managing and maintenance of general insurance which include equipment, furniture, and supplies, ensuring that general insurance policies are maintained and kept up to date.
•  Conduct quarterly and annually assets count and reconciliation.

Warehouse Management

• Warehousing and distribution footprint is aligned to the program needs in the most cost efficient and environmentally friendly way.
• Work with the program team in ensuring all warehouse premises are adapted to proper storage of goods, adhere to high standards of safety and security, are in line with Good Warehousing and Distribution Practices while ensuring compliance with CARE standards and procedures.
• Provide monthly/quarterly warehouse data to the Senior Supply Chain Manager for corrective action as needed.
• Prepare accurate warehouse transaction records and regular stock reconciliation is carried out and any discrepancies are properly share with the Senior Supply Chain Manager for prompt investigation.
• Provide adequate support to program teams to enable smooth and on-time deliveries of project supplies to the validated distribution points.

Performance Management

• Responsible for overall performance of the Hub Office Logistics and Assets Management function against the key performance indicators.
• Embed a culture of performance and effective delivery by ensuring the logistics and assets management KPIs are well tracked and met with improvement measures being made speedily to remedy poor performance.
• Support the Senior Supply Chain Manager in Monitoring  performance and use data to provide regular analysis against KPIs and make recommendations for strategic improvements to the supply chain function.

Experiences and Qualifications

• Bachelor’s degree in supply chain/Procurement/Logistics/Business Administration/ or similar fields or relevant practical experience in similar role
• Minimum of 3 years’ experience in CO and / or regional field in program support areas (procurement, administration, and logistics).
• Strong attention to details, take initiative, prioritize, and manage multiple tasks, problem solving, flexible.
• Strong analytical skills. Ability to synthesize and organize data and report on findings.
• Ability to think critically and plan for long-term initiatives. Able to implement change and demonstrate to others the value of improved processes.
• Good communication skills. Ability to work comfortably with colleagues from different cultures and various internal departments.
• Good understanding of various donor policies and procedures relevant to Logistics, assets and fleet management , knowledge of local markets and laws.
• Ability to take initiative where appropriate to deal with difficulties encountered in daily work.
• Ability to adapt or change priorities according to the changing demands of the job.
• Ability to keep focused on the overall CARE strategy while developing actions that are sensitive to cultural, gender and political realities of the workplace.   
• Ability to work under stressful and sometimes risky conditions.

CONTACTS/KEY RELATIONSHIPS

The Senior Logistics and Assets Management Officer is expected to establish and maintain open, professional, and cordial relations with the COs’ internal and external customers. These include and not limited to;

Internal

Country Office teams; Program, Program support/ Operations and Finance teams, Shared Service Centre, Regional Office, and HQ teams

External

Vendors / Government agencies / Other organizations (peer organizations)

CARE is an Equal Opportunity Employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply.

Skills Required

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