Deputy Logistics Coordinator

• Finance department for facilitating payment for the service provider
• Programs and other functional departments for providing support
• Field teams to provide guidance and support matters related to logistics.
• HR for recruitment of team

• Rental vehicle service providers for seeking the required services
• Hotels for seeking the required services and performance feedback
• Ticketing agents for seeking the required services
• Security service providers for payment and feedback on their performance
• Different Government Authorities

Job Summary

Essential duties and responsibilities.

• Perform effectively all vehicle fleet management activities including, technical inspection, vehicle scheduling and allocation, equipping the vehicles with all the necessary safety and recovery items, PO preparation and payment for rental vehicles and reporting, and other related activities.
• Receive vehicle requests in a timely manner in the form of completed PR from different departments and projects areas
• Communicate timely and place orders to the vehicle suppliers to send vehicles for inspection.
• Process payments for rental vehicles with all the necessary documentation.
• Handle aptly replacement of rental vehicles when deemed necessary for different reasons.

• Coordinate the front desk service and liaison activities effectively.
• In collaboration with the procurement team, process the selection and contractual agreements with hotels, guesthouses, and air-ticketing organizations; maintain documentation and database of all agreements, amendments and other relevant documents

• Undertake successfully all asset management activities including regular updating of the asset master database with the right custodians, addition of new assets and disposal of assets, tagging of assets, facilitating asset disposals, and related activities.
• Ensure the appropriate recording of all the assets of the country office and all the necessary information is filled in the asset register sheet
• Update regularly of the asset master data sheet
• Identify timely the assets for disposal and collaborate and provide assistance during disposal of the assets
• Follow-up on and ensure the proper functioning of office equipment and  telecommunications systems including office telephone, office fax, satellite telephones for all offices in consultation with ICT Unit

• Conduct effectively all stock inventory management activities including having purchased items inspected, receiving and updating inventory balance, issuing and distribution per approved request, recording the inventory transaction by ensuring proper stacking and safety in the warehouse, and other related activities.
• Ensure inspection of all supplies received from suppliers and appropriate documents are completed for issuing and dispatching
• Manage the effective and proper registering of the stock transactions are completed
• Facilitate periodic inventory taking by ensuring proper handling of the stocks to avoid theft, spoilage, damage, etc.
• Generate timely periodic stock reports by the end of every month.

• Administer office and warehouse lease contracts effectively and efficiently.
• Handle accurately the lease contract preparation and presenting for signature, processing payments of lease agreements as per the terms and conditions of the lease agreement
• Maintain an up-to-date file of all leases, including walk-through inventory lists, Médecins du Mondes of deeds, rental payments and other documents related to rented facilities. Maintain a spread sheet of details for all leases agreements, amendments and other relevant documents.

• Oversee and supervise office security service handlings efficiently and effectively.
• Ensure that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed
• Provide guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement, etc.) and ensures their proper implementation
• Establish security guard schedule and provide training/orientation for new guards; weekly schedules and duty roaster for the guards in collaboration with the Senior Security Guard.
• Oversee and supervise the day-to-day and periodic office cleaning service handlings efficiently and effectively.

• Collect budget on time from different projects and charging in coordination with budget holders and finance
• Ensure the effective and timely handling of bills of  utilities including water, electricity, telephone, internet, and other utilities
• Collecting and charging overhead costs from different grant coordinators for telecom service, utility, office rent fee and other service payments
• Ensure the administration-related budget is available and well-managed for effective and efficient operations

Team Performance Management (5%)

• Manage effectively the team performance including coaching, motivating, assignment of tasks, providing guidance and feedback on their performance, and conducting performance appraisal, etc.
• Manage and measure the performance of rental vehicle service provider and providing feedback on the gap against the contract

• Providing monthly, quarterly, semi-annually and yearly logistical reports.

• Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.
• Set high standards for self and others’ behavior, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
• Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
• Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them utilize their potential.
• Accept change and support others in adjusting to it, helping them understand.

• Aware of the processes, institutions and organizations that shape the development and humanitarian context. Understands their local operating environment, demonstrating political, social and cultural awareness.
• Aware of the different structural and governing elements, including national organizations, global hub, regional hubs, country offices, liaison offices, members assembly, international board, and the leadership team
• Applies the Code of Conduct principles to their work activities.
• Understanding relevant sectoral context including how the sector operates in terms of funding and governance and awareness of organization values, and global strategy
• Regularly undertakes and interprets risk assessments, assigns ownership of risks, and manage oversight.
• Designs job roles in line with organizational need, considering the external labor market. Understands the current pay and grading system.
• Identifies current and future personnel needs aligned to the workforce plan. Manages risk by reviewing capability and capacity against future requirements.
• Understands the procurement cycle and supply chain, including the importance of good procurement planning.

• Education at BA Degree level such as Logistics, Supply Chain Management, Business Administration, Management, Economics and any other related field of studies
• At least 5+ years’ relevant experience out of which 3 years on a senior level experience (not necessarily gained in an NGO or INGO) or demonstrated equivalent combination.
• Significant experience in large scale logistical function both emergency and development programs
• Demonstrable driving qualification and experience
• Demonstrated experience scheduling and managing service requests   from multiple departments

• Be able to prioritize.
• Team player

• Fluency in English language is required
• Knowledge of local languages is a desirable