Job Description
Job title / Logistics ManagerGrade / Grade 5 / Ref / N/A
Department / Disaster Management / Division / International
Reporting to / Line management: In-country Programme Manager;
Technical management: Logistics UKO / Location / Ajuy, Iloilo, Panay Island, Philippines
Duration / 1 year fixed term contract / Last updated / March 2015
Context
The British Red Cross (BRC) helps people in crisis, whoever and wherever they are. We are part of a global voluntary network, responding to conflicts, natural disasters and individual crises. We enable vulnerable people in the UK and abroad to prepare for and withstand crises in their own communities. When the crisis is over, we help them to recover and move on with their lives.
The international work of the BRC is managed by an International Division consisting of around eighty people based in the organisation’s UK Office in London, and by staff employed overseas supporting BRC’s programmes, or as delegates to the International Federation of Red Cross and Red Crescent Societies (Federation) or the International Committee of the Red Cross (ICRC). The International Division consists of seven departments:
· Programmes & Partnerships
· Technical Advisory
· Humanitarian Policy (international policy and managing strategic relationships)
· Performance & Accountability
· International Law
· International Finance
· International HR
Scope
The Typhoon Haiyan response in the Philippines is a major emergency context with BRC one of the leading actors within an IFRC coordinated operation, providing support to the Philippines Red Cross (PRC). BRC has already provided substantial support through the provision of technical specialists in logistics, emergency shelter, communications, information management; in-kind emergency relief stocks and equipment; cash contributions to support the operation including emergency cash grants and Philippines Red Cross running costs.
BRC is seeking to consolidate its response to the Typhoon and to establish a dedicated team that will take forward further opportunities to support the needs of the affected population over the coming months and years. Current BRC priorities include shelter, livelihoods, NS support, WASH, and community resilience.
BRC intends to develop, agree and establish a core 3 year programme and this role will ensure the effective and efficient provision of approach supply chain management services to support and deliver the programme.
Overall Purpose of the Post
To provide supply chain management support to PRC and BRC for the bi-lateral programme in Iloilo. Main activities will the sourcing, procurement, supply, storage, tracking, monitoring, reporting of goods, materials and where applicable services and works.
To manage the procurement delegate and any other logistics staff who may be employed in the Iloilo project.
Main Duties and Responsibilities
1. Implement and manage the Logistics Plan of Action to support the recovery Plan of Action and lead on the monitoring of performance of the logistics support to the programme. Including planning, assessment of current and future required logistics infrastructure, technical line management and capacity building of the in-country logistics team and that of the host national society, as well as providing on-going technical support to programmes up until final exit and evaluation.
2. Provide information to the Country Manager and Programme Manager to be able to take strategic decisions related the development of the program from the logistics point of view
3. Participate in coordination meetings and, when required, face to face meetings with sectors heads in order to: develop creative solutions to pipeline constraints, create and implement contingency plans. Any other support related to logistics required.
4. Maintain open and transparent communication with Philippine Red Cross references and other PNS working in similar projects.
5. In coordination with the Procurement Delegate: (point 5 to 7): Maintain information on the supply requirements for the programme:
a. List of goods/materials
b. Specifications
c. Quantities/BoM
d. Indicative delivery schedule
e. Contractors/services/works requirements
6. Maintain supply options and a supplier database/catalogue of goods, services and works
7. Keep updated on the importation process including channels, lead-times and documentation and manage any goods being imported where applicable.
8. Be responsible for and maintain standard BRC/PRC logistics and procurement processes and procedures
a. Verifying specification and delivery schedule
b. Identifying suppliers
c. Issuing tender/requesting quotations
d. Analysing response and recommending purchase decision for approval
e. Issuing purchase order or contract for services/works
f. Maintaining full and complete documentation and records to full external audit trail standards
g. Monitoring of goods received and outstanding against PO/contract and follow up with suppliers on delay, loss etc.
h. Following up with suppliers on incorrect/incomplete deliveries/orders.
9. Be responsible for and manage the storage options for goods and materials including in-house, outsourced and VMI
a. Where applicable, to implement store management systems in accordance with the PRC/BRC policies to guarantee an efficient, transparent and time reliable flow of deliveries Ensure the warehouse/storage facility/s utilised or managed by the delegation to PRC/BRC logistics standards
b. Maintain record keeping / inventory management systems, documentation, filing and tools to PRC/BRC standards and to full external audit trail standards.
c. Maintain and manage database records (inventories, stock movement, procurement and financial data) to full external audit trail standards
d. Ensure warehouse staff are compliant in accurate and timely stock control and stock movement record keeping and reporting
e. Manage the provision of regular stock reports to the relevant stakeholders
f. Provide advice on warehouse issues that may negatively impact on the supply chain management and overall logistics operations
g. Capacity build national staff warehouse supervisor in understanding and addressing issues around organisation of daily labour to effect timely and efficient receipt and despatch of delegation’s goods.
h. Capacity build national staff warehouse supervisor in understanding and addressing issues around supervision of warehouse staff and where applicable daily workers, including timesheets to ensure payment of wages.
i. Communicate with BRC programme staff to ensure the timely and efficient delivery/receipt of goods from the warehouse/s in support of the programmes
10. Responsible for management of Delegation’s fleet and transport requirements
a. To provide support and training to the focal point for fleet and transport
b. To oversee the scheduling of daily and weekly vehicle movements to ensure efficient utilisation of BRC/PRC resources
c. To capacity build the fleet national staff in adhering to BRC/PRC fleet management rules and guidelines
d. Responsible for ensuring the monthly fleet reports are submitted in a timely manner
e. To manage the fleet services (fuel, periodic service, maintenance, insurances, contracts etc.)
f. Support the finance team in processing all documentation to ensure cost recovery of private usage
11. Responsible for physical tracking of delegation assets and the good maintenance of these and all other equipment
a. Manage the receipt, allocation and tracking of all assets
b. Manage national staff asset supervisor to support finance department in verification of inventory in offices/residence/programmes
c. Manage the national staff asset supervisor in recording all receipt and movement of assets
d. Manage all asset donations / loss/ disposal as per IFRC/BRC/donor rules and guidelines
e. Ensure monthly asset list is submitted in a timely manner
f. Capacity build the national staff asset supervisor in BRC asset management, as per IFRC/BRC guidelines
12. Liaise with all relevant stakeholders and actors internal and external including: Logs Cluster, UN, authorities, Suppliers, Livelihoods and Shelter
13. Be responsible for the contingency programme plans for both supply chain management and logistics infrastructure and update as required to meet the changing circumstances.
14. To maintain database records (software and hardware inventories, stock movement, procurement and financial data) to full external audit trail standards
15. Provide timely narrative and technical logistics reports to including the KPIs for performance management of logistics services to Programme Manager
Person Specification
Job Title: Logistics DelegateGeneral
/ In excellent mental and physical healthEducation/Training
/ Educated to degree level or equivalent in relevant subject (logistics, procurement and supply chain management) is desirableInternational Mobilization and Preparation for ACTion
(IMPACT) training is desirable
Experience
/ Significant international humanitarian logistics and supply chain management experience leading multi-disciplinary teams and a track record of success in delivering efficient and effective logistics support to programmes**Substantial experience of planning, implementing, monitoring and managing supply chains to meet the programme needs**
Demonstrable experience in budget development and finance management.**
Logistics assessment, SCM design and implementation
Direct procurement (local/international) fleet and transport experience
Strong international logistics experience, especially in post-emergency response context (preferably in developing countries)
Experience of recruitment, selection and training delivery is desirable
Experience in working in Panay or Philippines and particularly the Haiyan operation is desirable
Knowledge / Technical Skills
/ Fluency in written and verbal English is essential**Proficiency in using spread-sheets and word processing software packages is essential**
Specialist/technical knowledge of typical response items (vehicles, communication, construction, medical equipment etc.)
Behaviours /
Personal Skills / Accountability – must take responsibility for decisions and actions using information appropriately to assess/make informed judgments and/or take action.Strong communication skills – must be articulate, approachable, collaborative, and supportive and an active listener. Must demonstrate tact and diplomacy.
Good management and team working skills – must be able to manage and work effectively with and through others, to identify with and contribute to team/programme’s goals and to build and maintain effective working relationships.**
Sensitive to diversity/can work cross culturally - in particular regarding the position of women in society and the sensitivity around ethnic divides. Ensure anti-discriminatory practice and promote diversity
Adaptability/Flexibility – must be able to adjust behaviours to suit context, consider and respects different views and opinions, and work effectively and produce appropriate outputs in a pressurised, complex environment.
Problem solving/initiative – must be able to find appropriate solutions to identified problems and initiate action to respond to the needs, self-manage and demonstrate an ability to ‘get the job done’.
Good time management and organisational skills and the ability to work independently when required
Inter-personal communication skills with people from different cultures and languages
Uphold the Fundamental Principles and act with integrity and in accordance with the BRC’s values and obligations
Special Circumstances
/ Willing and able to deploy at short notice to work/travel in remote and unstable areasWilling and able to work beyond statutory hours at short notice, and be contactable outside of office hours
SPECIAL CIRCUMSTANCES
Security situation: Security in Philippines represents less of a challenge at field level at this time but it still warrants that as this post will be predominantly field based, this post is not an accompanied position.
This job description and person specification may be subject to change as a result of operational requirements.
**Minimum short-listing criteria.
6