Logistics Deputy Coordinator (Supply Chain) (Port Sudan) – TGH

Job Description

Organization	Triangle Generation Humanitaire
Location	Port Sudan (with visits to all TGH bases)
Salary	1439 USD
Closing Date	19 Jan 2025

Responsibilities and related tasks

Under the responsibility of the Logistics Coordinator, the Deputy Coordinator shall focus on monitoring and strengthening the procurement performance at Sudan mission and ensuring adequate technical support for procurement staff at the field bases. S/he shall ensure proper and efficient procurement planning across all projects and bases, review and make recommendations on supply chain strategies and routes, and prepare and launch tender and framework processes. At the same time the Deputy Coordinator shall provide support for the Logistics Coordinator on other tasks as needed and, in the absence of Coordinator, provide gap-filling.

Specific responsibilities are as follows:

1. Supply chain coordination & technical support:

Under the authority and guidance of the Logistics Coordinator and with technical support of the HQ technical referent:

• Coordinate the preparation and regular updating of procurement plans for all projects.
• Identify the major procurement needs across the mission and make recommendations on strategies to address them in a cost effective and quality manner.
• Plan and oversee the launching of tenders and SNPs for the development of framework agreements and other contracts (both in Sudan and through coordination with TGH Chad logistics team for procurement in Chad).
• Provide technical support to logistics teams in the field to conduct market surveys and other research in order to identify the best goods and services and suppliers in terms of best value, delivery time, and quality; directly conduct such market surveys and research during visits to the field and do so remotely when in Port Sudan.
• Monitor and provide technical assurance for procurement processes across the mission, ensuring meticulous adherence to TGH procurement processes and donor requirements.
• Ensure TGH procurement tools and documents are known and properly used, and actively provide training and mentoring to field staff in their use.
• Review, validate and give feedback on procurement dossiers submitted by the field teams.
• Support the maintenance of filing and archiving system (hard copy, digital and in the cloud) at field base and country office levels.
• Plan and perform spot checks and document audits to ensure consistency in process application and proper documentation and filing are maintained at field level.
• Promote, facilitate and ensure effective communication within and between the logistics department and other Sudan mission teams over procurement and other logistics issues, including the sharing of a weekly PFU with all relevant colleagues.
• Coordinate with the Finance and Administration to ensure that payment processes for suppliers are implemented on-time and respecting the financial regulations.
• Contribute to the preparation of data and documents for donor reporting and for external and internal audits.
• Contribute feedback and provide input on revisions of mission or global level procurement SOPs if requested.
• Support the Logistics Coordinator, Field Coordinators and Logistics Managers in the field to ensure efficient warehousing setup and efficient asset and stock management in all TGH bases and activity locations.
• Conduct and support assessments of warehousing and storage facilities during visits to the field and in Port Sudan.

2. Asset management:

• Oversee the purchase, use and maintenance of IT assets and other office and communication equipment.
• Ensure efficient follow up of fixed assets and stock of the mission, including by making sure the relevant tools and forms are known and properly used.
• Conduct spot checks on fixed assets at base level during field visits.

3.Internal & external coordination:

• Participate in the internal coordination meetings especially those related to procurement planning and processes (such as PFU meetings).
• When delegated by the Logistics Coordinator, attend external meetings.
• Assist the Logistics Coordinator in the follow-up of external administrative requirements.
• Participate in collecting data and sending regular report and feedback on Logistics activities to HQ.

4. HR Management & Capacity-Building

• Design and conduct trainings on procurement processes and best practices for logistics team and other colleagues in the field.
• Provide daily mentoring (directly and through remote support) to procurement and other logistics staff in the field.
• Conduct regular field visits (to all TGH areas of intervention) in order to provide capacity-building, technical support and supervision to logistics teams.
• Review and contribute to logistics staff work plans based on forecast procurement needs and priorities.
• Participate in the management of the logistics team, including staff performance appraisals, capacity-building assessments, etc.
• Contribute to the supervision and capacity-building of partner organizations according to TGH partnership agreements.

5. Other tasks

• Provide gap-filing during the absence of the Logistics Coordinator due to annual leave, sickness, etc.
• Contribute to the monthly logistics report
• Support and monitor that TGH logistics staff respect the PSEA and Child Safeguarding guidelines; promptly report any concerns or incidents to the mission PSEA focal points, Accountability Manager or Country Director.
• Other logistics-related tasks as requested.

Required knowledge & skills:

• University degree or equivalent in training and professional experience; post-graduate diploma is an asset.
• A minimum of 3 years of experience in logistics including at least 2 years in a procurement/supply chain role.
• Demonstrated experience and in-depth knowledge of procurement processes and best practices; experience and skills in financial administration or other subjects relevant to logistics are an asset.
• Prior experience in an NGO is required.
• Team management experience, preferably including remote management experience, is an asset.
• Excellent spoken and written English and Arabic.
• Strong computer skills (Excel, Word, Outlook, Internet).

Personal features:

• Willingness to travel regularly to the field, including to potentially insecure environments, is essential.
• Strong interpersonal skills (negotiation, diplomacy, etc).
• Honest, ethical and with impeccable integrity.
• Demonstrated commitment to humanitarian values, and respect for cultural differences, and an affinity for working with people with differing backgrounds and skills
• Hardworking, flexible and adaptable, and with a problem-solving attitude.
• Team spirit and with a service-delivery attitude toward beneficiaries and colleagues.

Duties and responsibilities:

Required knowledge & skills:

• University degree or equivalent in training and professional experience; post-graduate diploma is an asset.
• A minimum of 3 years of experience in logistics including at least 2 years in a procurement/supply chain role.
• Demonstrated experience and in-depth knowledge of procurement processes and best practices; experience and skills in financial administration or other subjects relevant to logistics are an asset.
• Prior experience in an NGO is required.
• Team management experience, preferably including remote management experience, is an asset.
• Excellent spoken and written English and Arabic.
• Strong computer skills (Excel, Word, Outlook, Internet).

Personal features:

• Willingness to travel regularly to the field, including to potentially insecure environments, is essential.
• Strong interpersonal skills (negotiation, diplomacy, etc).
• Honest, ethical and with impeccable integrity.
• Demonstrated commitment to humanitarian values, and respect for cultural differences, and an affinity for working with people with differing backgrounds and skills
• Hardworking, flexible and adaptable, and with a problem-solving attitude.
• Team spirit and with a service-delivery attitude toward beneficiaries and colleagues.

How to Apply

Interested candidates can apply through:

Federal HAC Labour Office Port Sudan’ (Hai Almatar)

TGH OFFICE PORT SUDAN (Daim Madena)

TGH E mail address:[email protected]

Net Salary for This Position is 1439 USD.

NOTE: This position is not entitled to TGH INPAT Status, no accommodation, no Monthly Allowances.

Opening date 6 Janyary 2025 – 16 January 2025

Furthermore, this job description can be updated during the time of the contract according to program needs