Country Logistics Coordinator
CARE ZIMBABWE
JOB DESCRIPTION
JOB TITLE: Country Logistics Coordinator
DEPARTMENT: Logistics
SUPERVISOR: Country Director
DIRECT REPORTS: Procurement Supervisor
Deputy Logistics Coordinator
Fleet Supervisor
Logistics Officer
INDIRECT REPORTS: Warehouse and Commodity Supervisors
Logistics Officer
KEY RELATIONSHIPS: ACD-P and Sector Coordinators and ACD F&A.
OPERATING BASE: Harare with regular travel to Sub-Offices
JOB SUMMARY:
The Country Logistics Coordinator takes responsibility for aligning CARE’s logistical resources to its program strategy, managing the use of those resources on an ongoing basis, and providing technical input to ensure best practice in logistics policy.
The functional areas covered by the Country Logistics Coordinator include Procurement, Fleet, Assets, Warehousing, and Security. In each of these areas the incumbent will have either a direct or a dotted (technical) line of management over the relevant staff. This position also takes a major supervisory role in the USAID FFP funded PRIZE project operating in 3 of CARE’s operational Provinces and travel will be required on a regular basis with support given to relevant staff. The successful applicant will need to have excellent knowledge of all USAID and FFP rules and regulations along with other donor requirements and may be asked to represent CARE in Logistics Working Groups both for a project and at inter-agency meetings.
The Country Logistics Coordinator may be called upon to contribute to other or new initiatives, particularly where these require analysis from a business management perspective. The Country Logistics Coordinator should therefore have the capacity to take any aspect of logistical or operational problem-solving and develop clear, reasoned analysis forming the basis for a sound, proposed solution or set of options, and present such work to the Senior Management Team and other staff.
As a member of the SMT, the Country Logistics Coordinator will assist in setting the strategic direction of CARE Zimbabwe, developing the Annual Operating Plan (AOP), and developing policies, procedures and systems. They will also be a role model for all staff by exemplifying CARE’s values and providing leadership.
KEY RESPONSIBILITIES:
Warehousing
• Policy. Maintain the country Stock Management policy, ensuring that it is clear, concise, and relevant, provides sufficient financial control, and is in line with donor and internal compliance requirements.
• Management. Provide performance management and work planning to main CARE warehouses, ensuring optimum capacity of the Wallen and PRIZE project team and providing capacity building and training as necessary. Ensure clear objectives and planning for the week ahead as well as reporting and feedback.
• Reporting & Systems. Deepen and operationalize a clear reporting system for the warehouses, taking into account different audiences and information needs, as well as cost-recovery mechanisms.
• PRIZE Project Warehousing and Commodity Oversight and Support: For all aspects of commodity warehousing, distribution and accounting under the USAID FFP funded PRIZE project (food and NFI’s). Additionally management oversight on tendering processes and contracting of secondary transporters for PRIZE and any other CARE Projects.
Procurement
Compliance. Monitor day-by-day procurement activity to ensure compliance with donor and internal procedures. Directly participate in and lead the procurement process related to very large orders ensuring strict timelines are in place.
Planning & Coordination. Coordination with PC’s, PM’s, and other relevant staff to ensure critical supply chain planning is addressed at an early enough stage, mitigating risks of delays in Procurement. Institute mechanisms to ensure adequate communication and coordination between Procurement, Finance, and Warehousing to improve the resilience of the CARE Supply Chain. Escalate any concerns to more senior management when necessary.
Policy. Maintain the country Procurement policy, ensuring that it is clear, concise, and relevant, provides sufficient financial control, and is in line with donor and internal compliance requirements.
Strategy. Seek new ways of working to improve the Procurement service – particularly with a view to ensuring better quality of received goods and faster lead times.
Management. Develop the Procurement team by focusing on performance management. Establish and track performance indicators to demonstrate Procurement service levels. Ensure a clear framework is established and regularly revisited with the Procurement staff so that roles, objectives, deadlines and targets are understood.
Reporting & Systems. Improve Procurement reporting – ensuring that relevant summary information reaches the CD and SMT regularly, that red flags are escalated immediately and in an appropriate fashion and that an acceptable tracking system is in place to communicate status of orders to all other staff.
Fleet Management
• Planning. Coordinate with the fleet supervisor, and where necessary other staff to determine and track weekly movement planning, maintenance schedules, repairs, and fuelling.
• Policy. Maintain, in close consultation with the Fleet Supervisor, the country Vehicle Use policy, ensuring that it is clear, concise, and relevant, provides sufficient financial control, and is in line with donor and internal compliance requirements.
• Strategy. Monitor and analyze needs to determine and maintain the optimum fleet - including number and type - for the Harare office, in consultation with other staff, the Head Driver, and CD.
• Management. Manage the Logistics Officer to ensure clear fleet and fuel objectives and planning for the week ahead as well as reporting and feedback.
• Reporting & Systems. In close consultation with the Fleet Supervisor, establish and track performance indicators that reflect service levels of the Fleet. Review current practice and develop improved systems and reporting if necessary to ensure appropriate reporting at different levels within the organization.
• Safety & Security In close cooperation with the Fleet Supervisor, review current practice with a particular focus on security & safety of the Fleet – in particular, our capacity to prevent and respond to accidents, and to mitigate risk when accidents do happen. Ensure opportunities for driver training including accident management, first aid, and 4WD or defensive driving.
• Fuel Management. Review and improve current fuel management practice in the CO with a particular focus on safety, monitoring & controlling issue, fraud & theft prevention, and how to mitigate stock ruptures.
• Insurance Oversight of all vehicle insurance claims (country-wide), overall policy management (with a focus on value for money) and payments to ensure adequate cover.
• Availability In close coordination with the Fleet Supervisor, monitor the availability of the country-wide fleet and step in to provide decision-making support to ensure quick follow up on any vehicle parked through accident or mechanical damage.
• Maintenance Ensure that mechanisms are in place to track the up-to-date location and full details of all CARE vehicles and generators operating from or in Harare. Ensure that clear preventative maintenance policies are adopted and provide oversight, control and organization to all generator repairs, substitution, and operation (including the use of logbooks and issue of fuel).
Asset Management
• Policy. Maintain the country Asset Management policy, ensuring that it is clear, concise, and relevant, provides sufficient financial control, and is in line with donor and internal compliance requirements.
• Planning & Management. Manage – through the Logistics Assistant – the registration and tagging of all assets country-wide. Ensure a comprehensive and up-to-date database is maintained at all times and that this is subjected to formal physical reconciliation at regular intervals. Oversee the transfer and disposal of all assets.
Security
• In coordination with the Country Director and HR & Legal Coordinator, the Country Logistics Coordinator will help maintain CARE Zimbabwe’s Security policy, ensuring that it remains relevant, practical and effective. Ensure that the Security policy is communicated and available to all staff. Help provide security briefings at induction, and explore opportunities for further staff security training, such as first aid, fire safety, defensive/4WD driving, etc.
• Oversee the practical implementation of physical security for all CARE premises, including key management, gates & fences, fire safety, and other elements of physical security.
• Manage the radio infrastructure and policy. Ensure that equipment is maintained well, planning/budgeting for its replacement after it has depreciated. Ensure that radio operators are in post where necessary and that a service is contracted for external technical support. Ensure that a clear radio usage policy is adopted and that staff receive initial and refresher training.
• Manage external contracts for security personnel, ensuring that any complaints are addressed, that checkpoint processes are logical and followed, and that performance and staffing are optimal at all times. Explore costs to ensure that our security contracts remain a competitive option.
QUALIFICATIONS:
Education: Master’s Degree in Business Administration or equivalent experience
Skills: Must have demonstrable experience in Supply Chain Management, Fleet Management, Asset Management, and/or Security Management. Proven relevant technical expertise in commodities and warehousing is critical as well as excellent working knowledge of USAID and FFP rules and regulations.
Experience:
• Minimum of 7 years of progressively responsible experience in Logistics or a related field.
• Minimum of 3 years in a senior management position in Logistics with an International NGO
Requirements:
• High level of analytical and interpretative problem solving. Able to take complex problems, and develop systems, tools and policies that capture data for performance and cost analysis.
• Excellent knowledge of USAID, FFP and other major donor rules and regulations.
• Excellent knowledge of computer data base packages.
• Decision-making capacity and ability to develop and implement solutions independently.
• Ability to keep pace with changing priorities, adapting to funding cycles, deadlines and key milestones. Prioritize and delegate tasks effectively.
• Strong staff management and leadership capacity.
• Advanced Excel skills and strong writing skills. Ability to analyze complex data and present the rationale for proposed decisions or changes.
• Patient and diplomatic. Able to both self-task and co-ordinate with others.
Please apply online at www.care.ca or www.careersunited.org .You will need to register before submitting your resume.
Note:
We thank all candidates for the responses to this advertisement. However, we regret that we will be able to contact only short listed candidates
JOB DESCRIPTION
JOB TITLE: Country Logistics Coordinator
DEPARTMENT: Logistics
SUPERVISOR: Country Director
DIRECT REPORTS: Procurement Supervisor
Deputy Logistics Coordinator
Fleet Supervisor
Logistics Officer
INDIRECT REPORTS: Warehouse and Commodity Supervisors
Logistics Officer
KEY RELATIONSHIPS: ACD-P and Sector Coordinators and ACD F&A.
OPERATING BASE: Harare with regular travel to Sub-Offices
JOB SUMMARY:
The Country Logistics Coordinator takes responsibility for aligning CARE’s logistical resources to its program strategy, managing the use of those resources on an ongoing basis, and providing technical input to ensure best practice in logistics policy.
The functional areas covered by the Country Logistics Coordinator include Procurement, Fleet, Assets, Warehousing, and Security. In each of these areas the incumbent will have either a direct or a dotted (technical) line of management over the relevant staff. This position also takes a major supervisory role in the USAID FFP funded PRIZE project operating in 3 of CARE’s operational Provinces and travel will be required on a regular basis with support given to relevant staff. The successful applicant will need to have excellent knowledge of all USAID and FFP rules and regulations along with other donor requirements and may be asked to represent CARE in Logistics Working Groups both for a project and at inter-agency meetings.
The Country Logistics Coordinator may be called upon to contribute to other or new initiatives, particularly where these require analysis from a business management perspective. The Country Logistics Coordinator should therefore have the capacity to take any aspect of logistical or operational problem-solving and develop clear, reasoned analysis forming the basis for a sound, proposed solution or set of options, and present such work to the Senior Management Team and other staff.
As a member of the SMT, the Country Logistics Coordinator will assist in setting the strategic direction of CARE Zimbabwe, developing the Annual Operating Plan (AOP), and developing policies, procedures and systems. They will also be a role model for all staff by exemplifying CARE’s values and providing leadership.
KEY RESPONSIBILITIES:
Warehousing
• Policy. Maintain the country Stock Management policy, ensuring that it is clear, concise, and relevant, provides sufficient financial control, and is in line with donor and internal compliance requirements.
• Management. Provide performance management and work planning to main CARE warehouses, ensuring optimum capacity of the Wallen and PRIZE project team and providing capacity building and training as necessary. Ensure clear objectives and planning for the week ahead as well as reporting and feedback.
• Reporting & Systems. Deepen and operationalize a clear reporting system for the warehouses, taking into account different audiences and information needs, as well as cost-recovery mechanisms.
• PRIZE Project Warehousing and Commodity Oversight and Support: For all aspects of commodity warehousing, distribution and accounting under the USAID FFP funded PRIZE project (food and NFI’s). Additionally management oversight on tendering processes and contracting of secondary transporters for PRIZE and any other CARE Projects.
Procurement
Compliance. Monitor day-by-day procurement activity to ensure compliance with donor and internal procedures. Directly participate in and lead the procurement process related to very large orders ensuring strict timelines are in place.
Planning & Coordination. Coordination with PC’s, PM’s, and other relevant staff to ensure critical supply chain planning is addressed at an early enough stage, mitigating risks of delays in Procurement. Institute mechanisms to ensure adequate communication and coordination between Procurement, Finance, and Warehousing to improve the resilience of the CARE Supply Chain. Escalate any concerns to more senior management when necessary.
Policy. Maintain the country Procurement policy, ensuring that it is clear, concise, and relevant, provides sufficient financial control, and is in line with donor and internal compliance requirements.
Strategy. Seek new ways of working to improve the Procurement service – particularly with a view to ensuring better quality of received goods and faster lead times.
Management. Develop the Procurement team by focusing on performance management. Establish and track performance indicators to demonstrate Procurement service levels. Ensure a clear framework is established and regularly revisited with the Procurement staff so that roles, objectives, deadlines and targets are understood.
Reporting & Systems. Improve Procurement reporting – ensuring that relevant summary information reaches the CD and SMT regularly, that red flags are escalated immediately and in an appropriate fashion and that an acceptable tracking system is in place to communicate status of orders to all other staff.
Fleet Management
• Planning. Coordinate with the fleet supervisor, and where necessary other staff to determine and track weekly movement planning, maintenance schedules, repairs, and fuelling.
• Policy. Maintain, in close consultation with the Fleet Supervisor, the country Vehicle Use policy, ensuring that it is clear, concise, and relevant, provides sufficient financial control, and is in line with donor and internal compliance requirements.
• Strategy. Monitor and analyze needs to determine and maintain the optimum fleet - including number and type - for the Harare office, in consultation with other staff, the Head Driver, and CD.
• Management. Manage the Logistics Officer to ensure clear fleet and fuel objectives and planning for the week ahead as well as reporting and feedback.
• Reporting & Systems. In close consultation with the Fleet Supervisor, establish and track performance indicators that reflect service levels of the Fleet. Review current practice and develop improved systems and reporting if necessary to ensure appropriate reporting at different levels within the organization.
• Safety & Security In close cooperation with the Fleet Supervisor, review current practice with a particular focus on security & safety of the Fleet – in particular, our capacity to prevent and respond to accidents, and to mitigate risk when accidents do happen. Ensure opportunities for driver training including accident management, first aid, and 4WD or defensive driving.
• Fuel Management. Review and improve current fuel management practice in the CO with a particular focus on safety, monitoring & controlling issue, fraud & theft prevention, and how to mitigate stock ruptures.
• Insurance Oversight of all vehicle insurance claims (country-wide), overall policy management (with a focus on value for money) and payments to ensure adequate cover.
• Availability In close coordination with the Fleet Supervisor, monitor the availability of the country-wide fleet and step in to provide decision-making support to ensure quick follow up on any vehicle parked through accident or mechanical damage.
• Maintenance Ensure that mechanisms are in place to track the up-to-date location and full details of all CARE vehicles and generators operating from or in Harare. Ensure that clear preventative maintenance policies are adopted and provide oversight, control and organization to all generator repairs, substitution, and operation (including the use of logbooks and issue of fuel).
Asset Management
• Policy. Maintain the country Asset Management policy, ensuring that it is clear, concise, and relevant, provides sufficient financial control, and is in line with donor and internal compliance requirements.
• Planning & Management. Manage – through the Logistics Assistant – the registration and tagging of all assets country-wide. Ensure a comprehensive and up-to-date database is maintained at all times and that this is subjected to formal physical reconciliation at regular intervals. Oversee the transfer and disposal of all assets.
Security
• In coordination with the Country Director and HR & Legal Coordinator, the Country Logistics Coordinator will help maintain CARE Zimbabwe’s Security policy, ensuring that it remains relevant, practical and effective. Ensure that the Security policy is communicated and available to all staff. Help provide security briefings at induction, and explore opportunities for further staff security training, such as first aid, fire safety, defensive/4WD driving, etc.
• Oversee the practical implementation of physical security for all CARE premises, including key management, gates & fences, fire safety, and other elements of physical security.
• Manage the radio infrastructure and policy. Ensure that equipment is maintained well, planning/budgeting for its replacement after it has depreciated. Ensure that radio operators are in post where necessary and that a service is contracted for external technical support. Ensure that a clear radio usage policy is adopted and that staff receive initial and refresher training.
• Manage external contracts for security personnel, ensuring that any complaints are addressed, that checkpoint processes are logical and followed, and that performance and staffing are optimal at all times. Explore costs to ensure that our security contracts remain a competitive option.
QUALIFICATIONS:
Education: Master’s Degree in Business Administration or equivalent experience
Skills: Must have demonstrable experience in Supply Chain Management, Fleet Management, Asset Management, and/or Security Management. Proven relevant technical expertise in commodities and warehousing is critical as well as excellent working knowledge of USAID and FFP rules and regulations.
Experience:
• Minimum of 7 years of progressively responsible experience in Logistics or a related field.
• Minimum of 3 years in a senior management position in Logistics with an International NGO
Requirements:
• High level of analytical and interpretative problem solving. Able to take complex problems, and develop systems, tools and policies that capture data for performance and cost analysis.
• Excellent knowledge of USAID, FFP and other major donor rules and regulations.
• Excellent knowledge of computer data base packages.
• Decision-making capacity and ability to develop and implement solutions independently.
• Ability to keep pace with changing priorities, adapting to funding cycles, deadlines and key milestones. Prioritize and delegate tasks effectively.
• Strong staff management and leadership capacity.
• Advanced Excel skills and strong writing skills. Ability to analyze complex data and present the rationale for proposed decisions or changes.
• Patient and diplomatic. Able to both self-task and co-ordinate with others.
How to apply
Contact Information:Please apply online at www.care.ca or www.careersunited.org .You will need to register before submitting your resume.
Note:
We thank all candidates for the responses to this advertisement. However, we regret that we will be able to contact only short listed candidates
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