Logistics Manager

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Smythe Road, Sunny Side, Blantyre
PO Box 31807, Blantyre 3, Malawi
Tel: (265) 1 827083
www.goal.ie
RN: NGO/R/002/03, C/0146/2002

General Description of Programme:

Background

GOAL has been operating in Malawi since 2002, initially in an emergency capacity, and then as a broader health and livelihoods focused development programme. Globally, GOAL’s current strategic goals are as follows: i) communities attain optimal and resilient health; ii) vulnerable groups participate in and shape their society and environment; iii) households and communities have economic and food security. These objectives are in line with the Government of Malawi’s own developmental priorities, as laid out in the MGDS II.

Job Title:                               Logistics Manager
Job Location:                       Blantyre
Reporting to:                        General Services Coordinator

General Description of the Role

The Logistics Manager is responsible for ensuring GOAL policies are fully implemented in Malawi programme. This requires strong organizational skills in order to meet the logistical challenges of Supply Chain.

The Logistics Manager is responsible for ensuring the policies are implemented on the ground to improve country-wide coherence, and ultimately, accountability.

General:

  • Daily line management of the Logisticians in Blantyre.
  • Technical support to the Logisticians in the field locations.
  • Monitor the Donation-in-kind documentation and ensure that the paperwork is submitted to Finance.
  • Plan and organize training and build capacity for logistics staff members in best practice, GOAL logistics procedures, systems and management.
  • Ensure fire safety and workplace health and safety standards are adhered to.
  • Submission of Monthly and periodic reports to the Dublin Logistics Desk Officer as outlined in the GOAL Logistics Manual and internal management reporting system.
  • Ensure that the Logs/Finance cross over meetings are held on a monthly basis, they are minuted and actions completed.
  • Attend external meetings on behalf of GOAL.
  • Carry out field visits and submit a written report on the visit within 14 days of the return, and ensure actions are followed up.
  • Support the Area Coordinators in the management of the field logisticians through responding to issues that arise and proactively assessing field logisticians through reporting and general logistical performance.
  • Maintain, implement and develop the procedures documentation and adherence by all Malawi logistics and programme staff.
  • Implement a training/induction to ensure programme staff make use of the best logistics resources and practice in the implementation of programme activities.
  • Gather and disseminate relevant logistics information from external sources, e.g. Consortium/Partners.
  • Participate and input into country budget planning at the following stages:
    • Concept note and budget proposal development, grant management meetings; and
    • Core cost budget development.
  • Ensure that GM is in compliance with Donor rules and regulations by being familiar with the Donor compliance rules and regulations.
  • Act as the focal point for clearance of goods and supplies from Customs.
  • Ensure GM has all the necessary Insurances in place, and they are reviewed and updated regularly.
  • Work with the GSC to develop new policy and update/amend current policy to allow for changes in programmes sites/programme changes.
  • Liaise with the HoP/GSC to ensure that the prepositioned emergency replacement stock is adequate and are rotated.
  • Participate in the CSP (Country Strategic Plan) reviews and planning for the logistics section.
  • Work with the GSC to ensure that there is an equipment replacement plan in place and funds are budgeted for.  

Specific Duties on each Logistics Section

Transport (including Generators/solar power)

  • To coordinate with the Programme coordinators to ensure that the transport requirements of programmes are being met.
  • Ensure that GOAL Malawi fleet is sufficient for the daily operations in support of programme objectives.
  • Ensure that vehicle equipment is provided as per GOAL specific standard and security requirements.
  • To liaise with and make recommendations to the GSC with regard to the repair and maintenance of vehicles and to develop a vehicle replacement plan.
  • To monitor and evaluate fuel consumption and vehicle maintenance and repairs and make suggestions to the GSC for improvements.
  • To ensure that the monthly field reports are submitted on time.
  • To analyse the cost and efficiency of the GAOL fleet and make recommendations for improvement and for budget planning.
  • To ensure that all safety and security procedures and measures according to GOAL manual are exercised and those which are specifically required for within Malawi locations.
  • Ensure GOAL vehicles, communication equipment and drivers meet GOAL safety and security standards.
  • Ensure that there is a generator service/replacement and usage plan in place to maximise the life of the generators.  

Stores, stock and asset management:

  • To ensure that all goods received/stored and in transit by GOAL are recorded in GOAL standard templates and are stored and handled as per GOAL logistics manual procedures of safety, security, accountability and transparency.
  • To ensure that monthly stock checks are carried out in accordance with GOAL policy and Malawi SOPs.
  • To produce a monthly report to the GSC on stock holdings over 120 days and or closed programme stacks.
  • Review the supply chain periodically to ensure that GOAL policy is being compiled with and the goods are being received and recorded correctly.
  • Ensure that the FAR is maintained in accordance with GOAL policy and that a rolling disposal plan is in place
  • Conducts regular spot checks and reports any issues to senior management.
  • Ensures information provided for reporting is accurate and in line with donor requirements  

Procurement management:

  • To ensure good working relationship with all programme management and field staff so the procurement needs of the programme are being met in a timely manner within GOAL procurement procedures.
  • To ensure that the procurement lead times are being met, enabling projects within the GOAL programme to be completed in accordance with the programme proposal.
  • To ensure that the supplier list, OTS, contract database and price lists are updated and maintained.
  • To ensure that all works contracts are done according to GOAL Logistics manual.
  • To carry out random checks of the supply chain process to ensure value for money and confirm prices.
  • Liaise with Finance to ensure that supplier payments are not being delayed and review the issues.  

Communication:

  • To ensure that communication plans are in place in all field offices.
  • To make sure that systems being used are adequate for the purpose intended and cost-effective and in accordance with Country Communication plan and Procedures.
  • To ensure that the cost of communication is checked monthly and if needed appropriate measures on making the communication cost-effective are communicated to the GSCO and ACs.
  • Ensure that the standards of communication hardware and the usage of all communication units in country are done as per Country Communication Plan and Procedures.  

Facilities:

  • To strictly maintain generators daily and monthly logbooks.
  • To ensure that individual generator logbooks are completed properly, and all the costs associated to maintenance, repair and running a generator are in place and practiced.
  • To compile an individual generator monthly summary sheet and Annual Generator report as per the schedule established and report on this to the GSC.  

Personnel:

  • Carry out performance evaluation for staff under your management.
  • To maintain and update Job descriptions for all logistics staff in liaison with the HRM.
  • To liaise with the HRM in recruiting and discipline procedures of staff in accordance with GOAL HR policy and Malawi Labor Law.

Security:

  • Act as GM’s security focal point.
  • Ensure the Compound management is in accordance with GOAL security protocols.

Requirements:

Essential:

  • At least 4 years’ experience in logistics or related field with an international NGO in a field environment.
  • Proven management ability to lead, motivate and develop staff.
  • Appropriate skills and experience in the capacity building and training staff and partners.
  • Ability to lead multicultural team.
  • Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions.
  • Understanding and acceptance of the varying standards required and the problems inherent within the context of work in a developing country.
  • Strong computer skills in Microsoft packages, including Excel, Word, and Outlook (particular emphasis on Excel).
  • Excellent report writing skills.
  • Committed team player.

Desirable:

  • Must possess a Bachelor of Science in Logistics/Supply Chain Management.
  • Must be a member of Malawi Institute of Procurement and Supply.
  • Understanding of budget development and monitoring.
  • At least 4 years’ experience in Logistics for the support of humanitarian, recovery as well as development programmes.

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Interested candidates should submit applications to  [email protected] . By Friday 8th October 2021

Goal Malawi is an equal Opportunity employer therefore encourages female applicants. All letters to be addressed to The Human Resource Office, GOAL Malawi, P.O Box 31807 Blantyre 3.

GOAL has a Staff Code of Conduct and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any candidate offered a job with GOAL will be expected to adhere to these policies.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.

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