Head of Logistics

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Liberia, Niger, Tanzania, and Uganda. AIRD registration in South Sudan was recently finalized. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

AIRD now seeks to recruit a qualified and motivated Head of Logistics to be based at the Head Office in Kampala, Uganda.

Job summary

The role holder will be expected to play a key leadership role in establishing AIRD as a logistics leader amongst humanitarian agencies.

The job holder will provide leadership & management support to logistic programs in AIRD country operations (CO).

Based in the Head Office (HO) in Kampala, Uganda, the job holder will provide support to field operations, ensure that all AIRD, donors and contractors requirements are implemented, reinforce staff capacity in logistics, and improve AIRD Country Program (CP) logistics management. S/he will be deployed to AIRD CO up to 50% FTE.

Overall responsibility

The overall responsibilities of the Head of Logistics position is to

• Provide technical oversight, input, direction and supervision to Logistics staff to ensure effective and timely support to projects implementation.
• Review, upgrade, roll out, implement, and monitor logistics procedures, SOPs and guidelines
• Support implementation of logistics strategies in line with country program/operation strategy targeting quality, cost efficiency, productivity and reliability
• Supports assessment and evaluation of risks impacting Logistics and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Ensure that management of assets, warehouses, workshops, fleet, fuel, equipment maintenance, etc. is in line with applicable policies, procedures, SOPs and donor guidelines.

Detailed responsibilities

Qualitative analysis of AIRD logistics processes

• Ensure existing CP practices, policies and procedures are in compliance with AIRD Standard Operating Policies (SoPs)
• Ensure adherence to SOPs, other AIRD policies and United Nations (UN) requirements
• Ensuring systemized organisation wide implementation and monitoring spare parts, fuel, fleet, warehouse, and garage/workshop activities in all country programs
• Drive operational excellence to achieve optimal efficiency and cost-effectiveness in all functions and operations.

Reinforcement of AIRD global logistics processes

• Oversee the deployment and utilization of global systems and operational policies, procedures, and systems to deliver compliance with AIRD and donor requirements.
• Oversees correct implementation of AIRD and contractor (UN) standard systems and procedures for management of warehouse, workshop, fleet, assets and reporting.
• Provide anti-corruption, transparency and cost efficiency focus in all processes (e.g., in spare parts, fuel, fleet, warehouse, and garage/workshop)
• Support the rollout of all updated policies, manuals and procedures.
• Ensure recommendations related to logistics and operations are followed and take all necessary measures to address audit findings.
• Implements, analyzes and monitors Key Performance Indicators for all logistics aspects through the new ERP roll out.
• Identify and share ideas, innovations, best practices and request for improvements related to business processes and related tools at local, national and global level.
• Ensures AIRD logistics activities minimize negative impact on environment.
• Collects and analyzes Productivity and Quality evaluation indicators, feedback from requesters/users and business partners/suppliers and adjust logistics strategies accordingly to achieve the best Value-For-Money.
• Align service and country strategy, policies and logistic programmes to achieve operational cost efficiency, agility, reliability, and quality.

Support to Country Programs

• Advise and support Country Directors (CD), Operation Managers (OPM) and Sub Base Managers (SBM) on any issues affecting activities implementation
• Remain updated of donor policies and procedures related to Logistics & Supply Chain and responsible for timely dissemination and consistent application across country programs.
• Provide logistics input and training to relevant staff to build logistics capacity
• Ensuring that all operating costs connected to all AIRD operations are correctly and timely budgeted, accounted for and reported appropriately in accordance with existing SOPs.
• Support OPM in building and maintaining fit for purpose team structure with appropriate segregation of duty through continuous planning and optimization of human resources within assigned team.
• In collaboration with OPM, ensures warehouse, fleet, construction, workshops operations have adequate staffing, equipment, furniture, supplies and required infrastructures improvements to maintain optimal storage conditions, safety and security.
• Reinforce stock, fuel, spare parts management systems, procedures & routine controls, consumption of stocks as well as suspected irregularities
• Participate in international technical recruitments (OPM, SBN, other technical staff)

Capacity building

• identifies training requirements/gaps, and ensure that training plans are developed, fully implemented and refresher trainings provided to staff under supervision, as required and deemed necessary.
• Maintains open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their roles.
• Promote accountability, communicate expectations, and provide constructive feedback via bi-laterals and performance reviews.

Control logistics activities

• Ensure field compliance with AIRD policies and procedures and applicable donor regulations and local laws.
• Support implementation of department control mechanisms over business processes and related activities compliance.
• Supports assessment and evaluation of risks impacting Logistics and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Assess compliance of business processes and related documentation to identify gaps and implement necessary corrective measures and risks mitigation.
• Conducts spot checks and control evidence verifications as required.

Fraud prevention

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per AIRD policies and procedures, donor regulations and local laws.
• Support internal compliance and audit activities on logistics
• Identify and report any potential gaps in procedures, segregation of duties, conflict of interest and fraud prevention, documentation of transactions, tracking and reporting of commodities and assets.
• Based on assessment outcome, provide recommendations and mitigation measures for identified gaps.

Logistic contracts (UN) Oversight and Reporting

• Ensure that all standard reporting is in place for all country and field offices and consistently applied and timely submitted
• Ensures standard reports are prepared, analyzed and shared with stakeholders as per standard requirements and schedule.
• Validate UN technical reports before submission

Representation

• Represents AIRD to international Logistics Cluster, international INGO logistics Forums, IASC cluster system, attend regional logistics meetings.
• Liaise and act as HO focal point for UN senior logistics /supply Officers

Fundraising

• Participate in development and review of UN logistics proposals
• Ensures together with country management team that logistics support requirements in terms of staffing and internal logistics infrastructure, required for effective project support, are correctly accounted for and budgeted in all project proposals.

Security

• Setup and ensure the application of, and compliance with, security protocols and policies in all country operations
• Monitor the security situation and establish a good understanding of AIRD country of operation contexts and risks associated with a remote, hard to reach, and insecure environment.
• Maintain regular contact with local, national, regional and international relevant networks and security stakeholders
• Act as HO focal point for incident and security reports.

Qualifications, Skills and Experience

Required

• Background education in humanitarian logistics. Diploma from Bioforce, or other recognized Certification in Humanitarian Logistics.
• 7 to 9 years of relevant experience working in humanitarian logistics. Proven record of experience of the management of logistical operations including fleet and garage workshop, spare parts, fuel, warehouse, and asset management.
• Strong knowledge of humanitarian contexts and constraints. Proven experience in remote, insecure, and hard to reach humanitarian contexts.
• Fluency in French and English (able to read, analyze and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
• Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision, and monitoring.
• Strong organizational and problem-solving skills with analytic approach.
• Strong interpersonal, management and leadership skills. Experience in remote management.
• Ability to create and maintain effective team spirit, work in participatory manner with staff under supervision and other stakeholders to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Advanced use of MS pack. Able to build staff capacity on design and use of excel forms.
• Strong organizational and problem-solving skills with analytic approach
• Experience of the management of budgets and the ability to prepare timely, complete, and accurate reports.
• Experience with UN contracting procedures.

Desirable

• Significant experience within NGO’s preferably with a focus on emergency and early recovery projects.
• Prior knowledge and understanding of donors’ rules and regulations applicable to Logistics (USAID/BHA, ECHO, EC, FCDO, etc.)
• Prior experience of logistics software solutions
• Evidence of the ability to plan for and conduct training in all areas of logistics for national and international staff (suitable to staff knowledge level).