Head of Logistics Department – Triangle

Information

Fonction: Head of Logistics Department

Country: Sudan

Location: Khartoum, with field visits to Darfur and South Kordofan as security conditions allow. May also be additional travel to new areas of operation

Duration: 7 months from November 2021 – renewable depending on funding

Conditions: : Salaried contract, gross monthly salary from € 2,300 to € 2,800 depending on experience, monthly per diem 600 EUR, medical coverage of 100% + repatriation insurance + provident fund, accommodation, international and local transportation as part of the mission, break every 3 months.

Please also note that Sudan requires medical clearance and expatriates must test negative to Hepatitis B, C and HIV to obtain residency. This is done in country.

Presentation of TGH

“Actor in a sustainable and shared solidarity”

Founded in 1994, TGH is a French international solidarity organization based in Lyon, France. The association designs and implements emergency, rehabilitation and development programs in the following sectors: water, hygiene and sanitation, civil engineering, food security and rural development, socio-educational and psychosocial. TGH is currently operating in 10 countries in Africa, Asia, Europe and the Middle East.

Presentation of the mission

TGH has been present in Sudan since September 2003, and opened its first project for the victims of the Darfur crisis in one of the IDP camps in West Darfur (Riyad camp of Geneina) in June 2004. TGH has since extended its activities in West Darfur and Central Darfur, implementing its projects through 4 operational bases (Geneina in West Darfur; Um Dukhun and Zalingei and Golo in Central Darfur). All projects are coordinated from Khartoum main office. In 2020 TGH expanded implementation to South Kordofan State, opening a field office in the eastern corridor, in Al Abbasiya. TGH currently works in the fields of water and sanitation, hygiene promotion, NFIs, food security and livelihood, Education (integrated child protection).
TGH’s strategy in Sudan consists in shifting gradually and where appropriate to more development-oriented programming, while maintaining the capacity to provide humanitarian assistance and emergency response when needed. TGH has extensive experience in WASH programs in both Darfur states, including several funded projects by ECHO, CDC, SHF USAID/BHA, French MoFa and French Development Agency (AFD) and EuropeAid. TGH has adapted its strategy to the evolution of the context. Ongoing operations include:

• Emergency assistance to people affected by population displacement and natural disasters (provision of Non Food Items- NFI and emergency shelter, safe water supply facilities, emergency sanitation and hygiene promotion).
• Construction and rehabilitation of water supply systems and sanitation services, hygiene promotion and capacity building of community based committees and local authorities in WASH services sustainable management.
• Unforeseen Emergency respond through WASH and ES/NFI buffer stock in Central and West Darfur
• The strengthening of food security and livelihood, through distribution of agricultural inputs, promotion of farming best practices, sustainable natural resources management, development of income generating activities and targeted food distribution.
• Supporting the improvement of the education environment through local educational actors capacity-building, distribution of small equipment and educational material, rehabilitation of education facilities.

TGH is currently funded in Sudan by a variety of donors: CDCS, SHF, ECHO, IOM (RRF), and CIAA.

Job description

Under the supervision of the Country Director and in collaboration with the Head of Admin, Finance & HR Department, the overall responsibility of the Head of Logistics Department is to ensure the respect and the application of TGH logistics procedures and to manage all related logistics activities. The Head of Logistics Department is also responsible to manage the national logistics team.
The position of the Head of Logistics Department includes the following responsibilities:

• Human Resources management of the logistics team.
• Supervise the proper use and understanding of all internal Logistics tools: assets, stock and fleet follow-up, in kind donations follow-up, communications.
• Supervision of the Supply chain activity with due respect of internal and donors’ purchase procedures.
• Supervision of filing of procurement documentation (complete, compliant, archived and sent to headquarters).
• Manage Purchase Follow up tools
• Supervision of stock follow-up.
• Management of assets and premises.
• Supervision of movement plans and fleet of vehicles.
• Management of ICT support, preventive maintenance, renewal plans.
• Manage the logistics part of the security plan follow-up and update
• In collaboration with the Country Director, management of the security aspects and ensure that security protocols are understood and followed by the entire team

The supervisions tasks are managed by national TGH employees and described in their job descriptions.

• HR management
  • Ensure the Logistics department is properly set-up and the flow chart is consistent with the needs of the mission
  • Ensure Job descriptions are up to date, fit with the position and the required work and are well known by each employee
  • Direclty supervise the sharing or work load of Khartoum log team in support of the logistic coordinator, and indirectly through the Logistics Coordinator for field based logistics team.
• Staff capacity building and logistics department strengthening
  • Through regular field visits, identify recommendations and ways of improving the logistics department taking into account the context, and the gaps for logistics staff and base needs
  • Support and check the national teams regarding the respect of the logistics procedures and follow up (supply chain management, internal procurement rules, purchases plans, Purchase Requests and Orders Follow Up linked with the Purchases Follow Up, anticipation, inventories, fuel consumption follow up, communication and reporting to HQ…).
  • Support and strengthen the capacity of the national team in checking the quality of the documentations/archives related to Logistics / procurements in order to guarantee the respect of TGH internal rules and donors’ demands, at coordination and field level ; the final checks of procurement procedures compliance with TGH and donors standards being the responsibility of the Head of Logistics Department.
  • Support TGH national team (Logistics, Administration and Programs) in the use of the purchase request tool linked with the Purchases Follow Up tool, and ensure its regular update.
  • Set up internal training plan, provide trainings and adapted tools to TGH national team (Logistics Department) and National Partners on the internal logistics procedures, specific logistics subjects (stock management, supply chain, fleet management etc.), as well as logistics tools (purchase follow up, purchases requests, etc.) in order to improve the work of the department and therefore the projects’ implementation, at coordination and field level.
  • Participle in the recruitment, when required, of staff for the Logistics Department and provide training, coaching, and capacity development.
• Supply chain
  • Is responsible to fill and update the purchase plan, anticipate and prepare the derogation requests
  • Supervise all the procurements managed by the Logistics department
  • Is responsible to manage the Light Negotiated up to International Open Tender procurements
  • Ensure these procurement files submitted to Finance for payment are complete
  • Ensure check lists for procurement files are up to date and used by the persons concerned (Logistics and Finance)
  • Ensure the Purchase and Service Request Tool is up to date and used by the persons concerned
• Assets
  • Is responsible to manage the follow-up of assets, allocation to TGH employees, lending certificates
  • Supervise
• Stocks
  • Supervise stocks reports, inventories, follow-up
  • Support team to update stock management procedures, and ensure compliance with processes on each base
• In kind donation management
  • Manage the compilation of in kind donations and their filing (physical and numerical)
  • Ensure proof of donation documentation is physically and numerically filed in KRT and sent to HQ
  • Communicate closely with in kind donors to get complete information: detailed quantities, unit costs, global costs, donation certificates
• Fleet
  • Supervise fleet management of Khartoum and field offices
  • Supervise the proper use of fuel consumption tools and others and the proper application of mitigation measures
• ICT
  • Manage the ICT means of the mission
  • Manage the maintenance and renewal schedule of IT means: computers, printers, NAS server, satellite phones,
  • Ensure the soft archiving procedures are known and applied by the persons concerned
  • Ensure the server (NAS) works properly and is set up with an Archive folder specific for procurement files
• Security and safety plan
  • Manage the implementation of logistics safety and security measures decided in the security plan of the mission
  • Supervise the respect of logistics safety and security measures
  • Validate the movements tracking sheets received from the field
  • Support the CD in collecting and analysing security events, trends.
• Support the collaboration between TGH Logistics and other departments (Administration, Programs)
  • Strengthen the coordination between Logistics and Administration and Programs departments; propose adapted solutions, tools and communication mechanisms to ease the overall supply chain and Logistics.
  • Strengthen the coordination with Finance and Administration teams during and after the process of purchase and for the preparation of audits.
  • Strengthen the coordination with Programs teams for the follow up of purchase requests and procurement procedures linked with field activities, or support for specific program (e.g. Buffer Stock prepositioning and distribution).
  • Strengthen the link with headquarters for the follow up of reporting tools and for the improvement on the procedures and methodologies of the mission in line with TGH internal process.
• General support to the mission
  • Contribute to the update, implementation and respect of security measures defined for the mission.
  • Support internal improvement processes. Contribute to knowledge and information sharing within the INGO team.
  • Support the national teams in the Logistics tasks and reporting.

Priorities:

• In support of the Logistic Coordinator, ensure the training of the new Deputy Logistic coordinator
• Ensure an increase in field visits from KRT Log staff following the structuring of the Khartoum Logistic department
• Ensure the structuring of the logistic department for the Al Abassiya base and ensure the training of the new logistic officer
• Ensure strong support to the Logistic Coordinator in his new tasks (PFU, archives)
• Ensure the continuity of the implementation of the new OGA tool throughout the mission
• Implement Capacity Development plan (including stock management training) for Logistics team in KRT and in field bases

This list of responsibilities could be modified according to the needs in the field.

Working environment and living conditions

Based in Khartoum, the Head of Logistics Department will perform regular missions to field bases. The movements to the field-bases are ensured by United Nations Humanitarian Air Services- UNHAS.
Current economic and social context in Sudan, especially in Khartoum, can lead to temporary tightened security procedures (movement restrictions, etc.). Any adjustment to movement restrictions would be at the direction of the Country Director, and implemented in coordination with the Head of Logistics.

Health risks are limited and there is little prevalence of malaria or other diseases in Khartoum, however this is seasonally prevalent in field bases. Quality medical services are available in Khartoum. There is one Allianz referral hospital “Royal Care International hospital”.

TGH Khartoum has a separated office and guesthouse. The guesthouse is composed of 3 apartments fully equipped each (Television, washing machines, kitchen, living room) and Wi-Fi is available such as 3G/4G. Communication means are generally good (efficient internet, international phones), but subject to reduction in bandwidth or gaps in service from time to time.
Khartoum enjoys a lot of different places for extra-professional activities: markets, swimming pools, sailing club, museums, gardens and access to cultural sites out of Khartoum too (Meroe pyramids). The social life is rather rich and active.

There are daily flights to regional and European destinations and expatriates go out of the country every 3 months for breaks or annual leave.

Profile

Educational background and experiences

• At least 2 years’ experience as Logistic Coordinator in humanitarian context is required

Skills

• Good skills in security management
• Good skills in transfer of knowledge/training, coaching of colleagues
• Computer skills (including Excel and Word)
• Writing skills in English, skills for synthesis
• Fluent in English; Arabic and French are an asset

Personal Qualities

• Excellent interpersonal and diplomatic skills
• Autonomy, attention to detail
• Good organizational skills
• Adaptation capacities to dynamic context

About Triangle Generation Humanitaire

Triangle Génération Humanitaire is an International Solidarity Organisation born in 1994 from the desire to develop cross-disciplinary and sustainable expertise. TGH integrates emergency relief, rehabilitation, and development in its programs within a comprehensive approach, using an environmental approach wherever possible.

Details

Legal residence: France

Types: NGO

Funding agencies: EC, Government, UN, UNICEF, UNHCR, AICS / DGDC

Sectors: Civil Society & NGOs, Poverty Reduction

Address: 1 Rue de Montribloud, 69009 Lyon, France

Triangle Generation Humanitaire (tgh) in Sudan

The lifting in 2018 of US economic sanctions applied since 1997 has not had the expected effect on the country’s economy, which is mainly dependent on imports.

Deprived of about 75% of the oil resources now located in Southern Sudan since its independence in 2011, Sudan is facing soaring inflation that has caused several devaluations of its currency in 2018, with a direct impact on the living conditions of rural and urban population.

The decrease in armed clashes between rebel groups and government forces seems to be confirmed in Darfur, with the United Nations announcing the withdrawal of the peacekeeping mission in the region (UNAMID) in 2020.

On the ground, this improvement in the security situation and the signing of a tripartite agreement between the Chadian and Sudanese governments and the United Nations refugee agency announce an acceleration in the return of refugees who have fled the conflict.
Meanwhile, sporadic clashes between rebels and the government (particularly in the Jebel Marra area) or between different tribes continue to occur regularly.  In addition, the consequences of climatic disorders (floods, drought and fires) call for the maintenance of an emergency response capacity.

Acting in Sudan since 2004, TGH has rapidly expanded its programs in Central and West Darfur, despite a constantly precarious and complex situation.

From its six bases in Darfur and the one, established in 2020, in South Kordofan, the NGO continuously monitors humanitarian needs and identifies priorities for action. It can thus respond quickly to both new emergency situations in coordination with other humanitarian actors, local authorities and national partners, and have a solid knowledge of the structural problems affecting populations.

In West Darfur, TGH works with vulnerable populations affected by the conflict, and mitigates the effects of chronic emergencies due to lack of access to some basic services or natural disasters.

TGH’s multisectoral contribution saves lives while focusing on the empowerment of populations and the prospects for the return of displaced people.

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TGH is strengthening the technical and material resources to boost agricultural and micro-economic activities in Geneina and Kreinik. In cooperation with local stakeholders, these actions help improve cereal and market gardening production as well as a safe environment for the beneficiary populations.

In Central Darfur, TGH is strengthening sanitation and access to safe drinking water in the Golo town (Jebel Marra). This action complements the responses provided in Golo and elsewhere to food security needs: delivery of agricultural equipment, training or home garden activities (for self-consumption).

TGH also supports returnees in Um Dukhun for access to basic services: education, water access (through community management of the infrastructure it has built), and development of sustainable livelihoods.

Finally, TGH is opening a new project in consortium with the NGO Première Urgence Internationale (PUI) in the sub-district of El Abassiya in South Kordofan. Indeed, the region has suffered from conflicts, pitting the predominantly Muslim populations in the North of the country against those in the South, who are mostly Christian and animist, since Sudan’s independence in 1956. These clashes have been characterized by massive population displacements, a drop in agricultural production impacting food security, a deterioration of basic services including reduced access to drinking water and a deterioration of education and health services. TGH teams are therefore actively working to provide adequate and sufficient water access to the population as well as to facilitate access to an improved school environment and sustainable learning conditions for students in the targeted localities. At the same time, the NGO PUI ensures the improvement and access to health services in particular by strengthening the technical platforms of health facilities, by supporting prevention activities or by building the capacity of health staff through trainings.

From 2020, as in most countries, the health situation in Sudan has deteriorated due to the COVID-19 epidemic. Due to a lockdown that lasted several months, much of the activities underway during the first wave of the virus had to be suspended by TGH. As a result, the majority of programmes in Sudan had had to adapt in order to complete the planned activities in compliance with the recommended barrier gestures and hygiene measures.