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28 Nov 2020

ERT – Logistics Coordinator

Job Description

Role & Responsibilities

Be involved in a wide variety of activities involving coordination, logistics (transport, warehousing, and procurement), security, and staff supervision. This provides valuable support to the programme staff, enabling them to focus on their core activities.

Project Overview

The Emergency Response Team (ERT) works across South Sudan in response to acute emergencies: displacement due to conflict or disasters, returnee/refugee influxes, disease outbreaks, natural disasters, and emergency level malnutrition. The ERT has teams across four sectors – Health, Nutrition, Non-Food Items (NFIs)/Emergency Shelter, and WASH, with teams often working together in field sites. Multiple emergency response sites may be active at any given time.

Workplace & Conditions

Field based position in Juba, South Sudan with some travel to field sites across the country. Take a look at Medair’s work in South Sudan.

Starting Date / Initial Contract Details

As soon as possible. Full time, 24 months.

Key Activity Areas

Logistics

  • Support logistical activities such as procurement (including procurement planning), supply chain, stock management, warehousing, transport booking and tracking, utilities in field locations, communication equipment, vehicle hire, base setup, and asset tracking.
  • Liaise with ERT Project Managers to provide effective logistical support to projects and field teams.
  • Be the point of contact between all ERT teams and Juba-based logistics positions – in particular the Supply Chain Manager, Logistics Manager, and Warehouse Manager.
  • Travel to ERT response locations and support logistics operations and needs on site including base set up, stock management, and supplier selection.
  • Ensure all activities are carried out in line with Medair guidelines and procedures and according to donor requirements.
  • Work with relevant team members and field management to ensure the security of the Medair field base(s) and of all Medair property and equipment.

Staff Management

  • Manage and work with nationally recruited staff with an emphasis on developing individual and team capacity to handle a variety of logistical tasks as efficiently and effectively as possible.
  • In the field, work with casual labour (including hiring, coordinating, and payments) to achieve specific, time-bound tasks.

Administration

  • In close collaboration with the Medair Logistics Team, meet the related administrative requirements of Medair donors, local legislation, suppliers, contractors, and any other stakeholders, so that the logistical aspects of the programme function efficiently, effectively, and with integrity.
  • Ensure a clear and transparent paper trail is in place for all logistical transactions (purchase requests, waybills, stock control, etc.), that records are kept in an orderly and timely fashion and that the filing and archive system is in line with Medair and donor requirements.
  • Contribute, as required, to the accurate and timely reporting of activities, e.g. through weekly and monthly reports.

Communication

  • Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of activities and requirements.
  • Provide training, advice, mentoring, and coaching as required to all relevant staff on logistical procedures, internal controls, and the logistical requirements of donors.
  • Develop and maintain positive relationships with suppliers, local authorities, the Logistics Cluster, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.

Quality Management

  • Use and promote the use of documents in the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.
  • Be aware of the potential for loss or fraud in logistical activities and procedures. Proactively work to prevent such occurrences by working with the team to improve transparency and to ensure the best use of Medair assets and resources.

Team Spiritual Life

  • Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
  • Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
  • Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

  • University degree in relevant subject or equivalent professional / technical qualification.
  • Strong working knowledge of English (spoken and written).

Experience / Competencies

  • Relevant professional experience in an administrative position, including Logistics, and/or Base Management.
  • Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
  • Able to oversee multiple tasks, prioritising and delegating as required.
  • Able to build trust and enforce procedures.
  • Team-player with good communication and inter-personal skills
  • Able to develop and maintain effective relationships with internal and external stakeholders
  • Problem solving ability. Strong administrative skills.
  • Good numerical and report writing skills. Attention to detail.

How to apply

Before you apply

Please ensure you are fully aware of the:

a) Medair organisational values

b) Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, Medair’s accountability policies and best practices

c) Key Profiles & Benefits Package provided for Internationally Recruited Staff (IRS).

d) Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).

Application Process

To apply, go to this vacancy on our Medair page. *Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.**

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