Roving Logistics Officer (Port Sudan) – Concern Worldwide
Job Description
| Organization: | Concern Worldwide |
| Job Title: | Roving Logistics Officer |
| Salary: | Grade D0 to D5, monthly gross salary ranges from 620 USD to 792 USD based on experience |
| Based in Country: | Port Sudan |
| Supervisor | Snr Transport and Warehouse officer |
| Closing Date: | 09 Nov 2024 |
The Roving Logistics officer is responsible for ensuring effective support in the management of the Logistics function (Warehouse, Fleet, Assets and Inventory and documentations) mainly in Port Sudan office and provide support to program areas in West Darfur, South Kordafan, West Kordfan states. He/She will also support in filling the gaps existing as a result increase in operations, staffs being on leave and support in addressing reporting gaps in the field locations. He/She will be responsible for the generation of all the periodic reporting (Monthly, Quarterly and Annual logistics reports) and will support in the archiving of the logistics documents. . The main duties and responsibilities are as follows:
Duties and responsibilities:
- To Support Warehousing activities in Port Sudan Office.
- Check storage space availability before supply arrival; make sure scheduled cleaning and ventilation carried out.
- Ensuring warehouse is equipped with necessary health and safety equipment.
- Undergo regular Warehouse structure inspection and repair/maintenance where required.
- Organize porters for loading and unloading.
- Ensure proper receiving of supplies, follow Inspection and Unload, ensure efficient space utilization, lay out and proper stacking. Issue reception (GRN) and handling (Bin/Stock) Documents
- Control stock in the warehouse from damage and/or loss.
- Follow allocation and undergo Loading and Dispatching (FIFO/FEFO).
- Responsible for accurate and timely reporting, such as, Issuing of Dispatch Documents (RR, GDN) and Collect dispatching feedback (delivery confirmation- GRN at destination)
- Monitor stock levels and communicate for periodic release of items and notification of items that are due to expire.
- Ensure daily Stock Controlling and update stock balances whenever there is movement (In & Out) of stocks.
- Responsible for Receiving Supplies at WFP and other partners warehouse on behalf of CWW.
- Issue dispatching Documents of GRN and ensure the waybill received when receiving Donation In Kind (DIK).
- Prepare monthly stock movement reporting.
- To Support Asset Management in Port Sudan Office.
- Record Asset during receipt and track Asset movement
- Record all Asset information_ Price, Serial No, accusation date, donor
- Tagging with proper tagging code
- Follow movement of Asset After receipt and update location.
- Record Custodian sheet (attractive Asset) in the name of user and keep updated at all the time
- Follow Assets issued out for temporarily base_ borrowing if any and ensure the Assets is returned on time.
- Follow condition of Asset, Check functional, Broken for maintenance and Damage for disposal
- To Support Generator operating in Port Sudan Office.
- Follow Port Sudan Generator Operating smoothly on daily basis
- Working Hours
- On/Off
- Fuel refill.
- Post Notification signs (Danger, flammable, no smoking…)
- Update Log sheet for generator.
- Collect fuel from fuel station and from WFP
- Share Generator user manual (context based) with guards and other users.
- Prepare Generator report reflecting fuel consumption and hours running.
- To Support Daily Transport Operation in Port Sudan Office.
- Assign vehicles (own or rental-taxi) based on the request in.
- Follow transport arrangement for Admin, program and other departments up on request.
- Organize transport for Airport Pick and drop and for international visitors, guests or stakeholders as required. Manage emergency transport request as per the procedure.
- Facilitate float for daily transport expenses and ensure timely settlement.
- Follow periodic vehicle service and regular inspection for own vehicles, ensure job card is filled and maintenance or service request submitted by the driver in a timely manner.
- Monitor Drivers keep vehicles clean and tidy, daily check is filled and report any occurrence to avoid vehicles stranded or stuck in the middle of the road during journey.
- Monitor Vehicles are operating without any problem, check for vehicles parts and accessories functionality and, facilitate for any maintenance may require.
- Ensure Concern Worldwide transport regulation and safety standards are in place, appropriate visibilities adhered, Speed limits… followed as per the standard
- Log sheet in place in every Vehicles, ensure drivers properly fill log sheet and reviewed regularly.
- Facilitate fuel refill for vehicles and generators, Ensure Fuel Vouchers requested and approved at quarter gauge and all necessary refilling Documentation filed and payment processed without delay.
- Prepare monthly transport and fuel consumption reports, get it sign and upload it to SP by end of the month.
- To support in Stock Management in deployed areas in the Concern field office.
- Take a strategic approach to supply management utilizing sound practices to ensure accountable, timely, and cost effective delivery of appropriate supplies to the programmes
- Oversee and implement Concern standard warehouse/stores management procedures and monitoring stock levels and advise on appropriate stocking and replenishment decisions to meet project demands.
- Carry out routine monthly physical stock counts, analyze the stock reports and identify gaps and find suggestions for improvement including capacity building of the store keeper
- Support in the Planning for receipt of items by maintaining up to date records of SRs & LPOs/ contracts in any field Office location.
- Support in receiving and releasing items from the stores, based on approved paperwork.
- Support in Verifying that goods received match the specification of what is required
- Support in checking and Verifying that goods, e.g food & drugs, are in date Storing the items in an organized and tidy manner to ensure that items are not damaged while in storage and for ease of stock counts
- Verify stock levels regularly, as items are received or released
- Report to the relevant budget holders when minimum stock levels are reached
- Documents any loss, theft or damage to supplies
- Follow-up with special attention drugs & food expiry dates or any other damage of stock, and warn the concerned department two months before goods become completely obsolete or lost.
- To support in Asset and Inventory Management in Sudan Offices.
- Trace assets in the mission record any new Inventory and Assets not in the register .
- To conduct quarterly and annual verification of the Assets in the Sudan mission and update the Asset register in each location and have in displayed in the offices for compliance .
- Follow-up on incidences relating to asset and inventory damages and filed on incident reports.
- Annually generate a list of assets and inventory that are spoilt that needs disposal for each of the field locations.
- To support in Reporting and document archiving:
- Support in Ensuring that stock movements are entered into the computer to produce monthly stock reports for all stock items.
- Prepare and share, monthly report for the expendables store outlining all stock movements and remaining balances.
- Ensure stock cards are updated daily and or regularly
- Generate Mission Asset and inventory reports reports to the Logistics Coordinator and Systems Director on a quarterly basis .
- Organize a Bi monthly Field visits and Compile and share on every mission support to the Concern operation areas Warehouse, DIK and Transport and fuel reports share with the Senior Logistics officer, Logistics Coordinator and Systems Director .
- Ensure the Generator monthly fuel consumption and running hours are tracked for effective management of service and use.
- Collect all the distribution reports for the different activities and the associating documentation and properly archive in the SharePoint for future audit.
- On a monthly basis support in the archiving of all Logistics documents ( Fuel, DIK, Transport, Generator ) in the share points.
- Be ready to support in any locations where there is existing gaps.
- To support in the Maintenance/Safety activities of the stores/warehouses
- Other:
- Ensure that the stores are organized in line with standard procedures ensuring adequate space, safety and access to items held in store
- To ensure that all flammable or explosive products (if any) are stored safely (in a ventilated place away from the light) and away from other materials, equipment and products.
- Monitor security of Concern and cluster storage and supplies.
- Ensure all staffs have safety gadgets in the course of their duties. E.g safety gloves for carrying items, masks and gumboots for guards and drivers at all time.
- Other:Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives.
- Take active measures to address equality issues, particularly relating to gender, in programme as well as operational activities.Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organization.
- Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and its associated policies, finance, logistics, HR, security management etc).
- Contribute to ongoing security management and planning as necessary.
- Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).
Undertake other related duties as may reasonably be assigned by the Senior Logistics Officer and Logistics Coordinator.
Minimum Qualification, Skills and Experience Required:
Essential Skills and Knowledge Required
Essential
- Bachelor’s Degree required, preferably in Logistics, Administration or related field with demonstrated experience in Logistics and (or) Administration in Sudan.
- At least three (3) years of progressive experience with at least two (2) years’ experience with an International NGO in Logistics.
- Demonstrated working Knowledge of Transport, Warehouse, and Assets management.
- Demonstrated ability to manage multiple staff and coordinate Logistics activities
- Excellent teamwork including abilities to coordinate well with diverse individuals and teams and to negotiate effectively with colleagues and stakeholders to achieve results;
- Comprehensive knowledge of operations and logistics systems procedures for donor/client-funded projects.
- Strong computer skills in basic, office programs.
- Fluency in English, knowledge of Arabic is an asset.
Desirable
- Ready for deployment where there exists gaps in Concern operations areas in Sudan.
- Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholders
- Excellent interpersonal and communication skills, facilitation skills and writing skills.
Competencies:
Essential
- Managing yourself
- Leadership
- Communicating and working with others
- Delivering Results
- Planning and Decision Making
Desirable:
- Creativity and Innovation
- Influence, Advocacy and Networking
- Change Management
Concern Code of Conduct and its Associated Policies.
Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s
Core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies
Emergency Response:
Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Sudan Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.
Other duties
The above duties will be prioritised by the manager in consultation with the post-holder. The post-holder may be asked to re-organise their work to help Concern respond to changes in type or extent of need. This would be done in a way consistent with the purposes of the post and in consultation with the post-holder.
Confidentiality:
Except in the normal duties of work, information relating to the practices and business of Concern Worldwide must not be disclosed to another person or organisation without authorisation.
How to apply
To apply: Please, submit a cover letter ,CV detailing your experience, skills and qualifications, a telephone contact number and two professional references to Concern Worldwide office in Port Sudan
Concern is an equal opportunity employer. Qualified women candidates are particularly encouraged to apply.
Only short-listed candidates will be contacted for the interview. To find out more about Concern Worldwide visit our website at http://www.concern.net
