Ethiopia: Logistics Department Director (National position) - Ethiopia

ROLE PURPOSE:

Manage and ensure the country programmes’ overall logistics function is effective and efficient and are accountable to its beneficiaries and donors as well as develop and implement strategies and plans to ensure that overall programme logistics: Supplies and Procurements, transport and asset management, warehouse management are met according to agreed programme activities and resources utilisation priorities and SCI systems, polices, and procedures

Ensure an efficient and effective logistics service across all programs and regional/Area Offices. This includes implementing, monitoring and following-up across all logistics disciplines to ensure that SCI’s logistics polices, standards, and best practices is adhered to.

KEY AREAS OF ACCOUNTABILITY:

Strategic / Leadership • Overall management of logistics functions for programme and emergency operations. Focus more on strategic than the day today routine operations. • Directly involve in the operational planning, mainly the logistical aspect of the programmes i.e., in proposal development, budgeting, monitoring and filed supervision and preparedness planning etc • Review logistics systems and procedures in Country and be sure that they meet SCI’s minimum standards, that adequate control mechanisms are in place and that they are being implemented and adhered. • Provide guidance and advice to programmes and projects on all aspects of logistics especially in the areas of proposal development of high risk grants; o Planning logistics requirements ;Prepare practical logistics component of the project proposals and budgeting exercises to ensure that all the logistical planning has been done, with the right/ realistic budgets.; o Identify areas of significant reduction in programe operational running costs through the utilization and allocation of resources; o Improve accountability to donors and beneficiaries through implementation of regular reporting and strong control mechanisms

• Ensure the implementation of Supply chain, Fleet and Equipment management are in line with SC global policies as well as donors requirements and ensure that they are implemented across the programme uniformly.
• Lead, manage and motivate the logistics team in the country office as well as guide the Regional and Sub offices Logistics Coordinators to manage logistics in their respective area of operations. Ensure that all logistics staff in Addis has clear work plans, performance objectives and are reviewed in a timely and constructive manner in accordance with the policy. Constructive semi-annual and annual performance reviews, including capacity development plans are prepared for and discussed with each direct report.

Technical/Operational • Provide logistical and operational capacity building at Addis and field level to logistics teams and programmes/project managers on logistics procedures, developing logistics strategies and managing logistics within their technical areas. • Guide and assist on the preparation of annual forward plan of logistical requirements such as vehicle needs , vehicle rental policy, ensuring that SC has the right number of vehicles of the right type, in the right place; achieving high levels of utilization through having efficient and competent drivers, effective maintenance systems and reliable Insurance cover to minimize risks • Ensure effective warehouse and stock management control are in place through the development and maintenance of effective systems. • Make certain all logistics requirements are delivered in accordance with timescales set and agreed with programme managers • Undertake regular visits to regional offices and attend regional meetings, monitor the implementation of agreed logistics framework; identify support required and act accordingly. • Provide support to develop the Logistics component of the programmes emergency preparedness plan, ensure that supply chain strategy is in place, that pre-positioned emergency stocks are in place and managed effectively • Act as a full member of the Emergency Task Force team during emergency situations and to contribute to the development of SCI’s humanitarian response policy & strategy, if required • Ensure regular logistics reporting systems are implemented in all programme offices in line with standard financial control mechanisms for Procurement, stock, vehicles and assets. Review the monthly logistics reports and advice Area Operations managers, and program/project managers where there are irregularities or areas of concern that need follow up.

Capacity Building, Staff Management, Mentorship, and Development • Under the leadership of the Operations Support Director (OSD) forms the core Logistics senior management structure. As part of the team, ensure all SCI policies and procedures are understood by staff, followed and adhered to. • To mentor, coach and work with the logistics staff to develop technical and managerial skills so as to assume greater responsibility. • Proactively develops the skills of logistics staff to understand and utilise logistics management tools to design and implement quality programmes. Orient non-logistics staff to optimise support effectiveness. • Ensure all direct reporting team have accurate and up-to-date JD • Sets standard and agreed performance objectives for all direct reports • Conducts at least 6 One-to-ones on monitoring meeting in a year and have documents as evidence • Conducts midterm performance review at midyear for direct reports • Conducts end line performance evaluation for direct reports, documents and submits to HR • Ensure all new recruited staff gets Fraud, SS and Child safeguarding training and monitor the progress • Ensure staff submit accurate time sheet on monthly basis on time • Ensure that all staff understand and are able to perform their role in an emergency as well as in development contexts • Manage the team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly • Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff • Incorporate staff development strategies and Performance Management Systems into team building process. Establish result based system and follow up • Manage the performance of all staff in the program operations work area through: o Effective use of the Performance Management System including the establishment of clear, measureable objectives, on-going feedback, periodic reviews and fair and unbiased evaluations; o Recognition and rewards for outstanding performance; o Effective and timely management of poor performance o Documentation of performance that is less than satisfactory, with appropriate performance improvements / work plans

Budget Holding Responsibilities • Ensure that budget accurately reflects anticipated costs of planned work at all times. • Ensure your budget is entered into Agresso (Financial Management System) mapped to the budget coding (account, Cost center, Projects, DRC and DEA) within ONE month of the award being activated. • Ensure the financial records relating to your budget/s are accurate and in line with policies and procedures set out in the Finance Manual (a copy can be obtained from the Finance Department). • Ensure expenditure is authorized in accordance with the budget authorization procedures within the scheme of delegation (SoD) • Monitor, analyze and report significant variances between budget and actual expenditure. Specifically, budget holders have a mandatory requirement to complete monthly variance analysis for submission to Program Operations Director/Deputy Country Director Program Operations. • Prepare reports on financial performance of your award as required either by donors or other, internal demands. • Keep a record of all committed costs and not allow procurement of goods and services (including staff costs, rental, freight, etc) to exceed the budget line. If such a request is needed, you must contact the Awards Unit for review and contacting of the Member/Donor. • Ensure to get prior approval from the Member (and/or donor) for incurring costs on any individual budget line which are more than budget line flexibility as per Fund Summary and review with Awards Unit for variations 10% above the costs budgeted for that line item.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• MSC/MA degree in Procurement/ Purchasing and Supply Management, Public/ Business Administration and other related fields. • Minimum of 12 years’ progressive practical experience in the field out of which 5 years at high level managerial/directorial position • Proven and significant experience in international procurement and contract management, financial knowledge including an ability to review procurement demands and trends, and to develop strategies to fill identified gaps. • Field level experience in logistics for INGOs in international development and emergency programmes • Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement • Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in. • Commitment to Save the Children values. • Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time • Highly organised with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail. • A high level of computer literacy (word, excel, ppt etc)

How to apply:

HOW TO APPLY

Interested applicants who met the MINIMUM requirements should send the following through ethiopia.recruitment@savethechildren.org on or before June 4, 2016. a. A CV (not more than 3 pages) b. A cover letter (not more than one page) c. A one page table summarizing your educational background, work experience, technical skills and competencies to facilitate the screening process. Refer the vacancy announcement while doing this Please DO NOT SUBMIT copies of transcripts, academic degrees or recommendation letters with the application. You will provide them upon request.

PLEASE MAKE SURE YOU STATE THE CODE OF THE VACANCY ON THE SUBJECT OF YOUR EMAIL. For hard copy applicants you can forward your application through Save the Children; P.O. Box 387; Addis Ababa; Ethiopia ensuring that the job title is clearly stated in the cover letter. All applications should be received within 15 days of this advertisement.

In the selection of its staff, Save the Children is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities.

“We need to keep children safe and as such, our selection process reflects our commitment to ensuring that only those who are suitable to work with children are considered for these posts. All successful applicants will, therefore, be required to complete a Police Check and must sign onto our Child Safeguarding Policy and Code of Conduct.”

Note: All travel costs should be covered by the applicant if invited for written exam or interview.