SAVE THE CHILDREN INTERNATIONAL PROGRAMS ROLE PROFILE TITLE: Logistics Manager TEAM/PROGRAMME: Programme Operations Team GRADE: TBC LOCATION: Amman, Jordan CONTRACT LENGTH: 12 months CHILD SAFEGUARDING: Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff. ROLE PURPOSE: This role will manage scale up and management of the overall logistics department in the Save the Children Jordan Country Office. This role will manage logistics and procurement staff and will support the Programme Operations Director and other members of the senior management team on the best use of Save the Children’s resources and ensure capacity building of the national staff. SCOPE OF ROLE: Reports to: Reports to Programme Operations Director Staff directly reporting to this post: Logistics Coordinators, Procurement Officers, Fleet Coordinator. Logistics staff in the field will have a direct reporting line to the Field Manager and a dotted/functional line back to the Logistics Manager for technical supervision and support. KEY AREAS OF ACCOUNTABILITY: Strategic Management Translate Save the Children Global Policies into an effective, responsive logistics structure in Jordan Driving the country logistics strategy development and leading in-country logistics activities, including procurement, fleet/movement, relief distributions of NFI's and warehousing Ensure that Save the Children minimum standards of logistics procedures and country policies are implemented and adhered to throughout the program, Coordinate all programs’ logistics (operational program delivery services) in line with Save the Children guidelines, as directed by the Program Operations Director Oversee the development of Save the Children’s logistics structure in Jordan – recruiting, training, forecasting of requirements and structuring of the team, work and priorities Sensitization and training of other teams to logistics work, requirements and identification of areas where improvements can be made and synergies found. Close involvement in the development of new proposals. Comply with all relevant Save the Children policies and procedures with respect to child safeguarding, health and safety, equal opportunities and other relevant policies. Team/Department Management: Working with the Programme Operations Director In line with available resources, ensuring that the logistics team is staffed and equipped appropriately to deliver on its tasks and responsibilities. Developing the capacity of the logistics team by overseeing assessment of staffing capacity, identifying new posts, designing attractive and realistic job specifications, conducting recruitment and appraisals, and offering general management support in effective team-building Improving accountability through the implementation of a set of monitoring and reporting Supply Chain Management Procurement Overseeing timely and transparent program purchases through effective management support systems, ensuring that Save the Children procurement policies and procedures are followed at an DATE: MAY-14 SAVE THE CHILDREN INTERNATIONAL PROGRAMS ROLE PROFILE optimal quality/price, that procurement on an international level is carried out efficiently and effectively, and that all procurement procedures are properly implemented In collaboration with the Procurement team, centralize information on the programme supply chain by maintaining an effective centralized order management system Provide support/oversight to field offices, when required, for local procurement, In line with Save the Children procurement policies and procedures, establishing Framework Agreements with suppliers for regularly/frequently procured goods and services Warehousing & stock management Overseeing stock management: control, develop and maintain effective warehouse/delivery management systems. Ensure that warehouses are maintained in line with program/response requirements. Take a leading role conducting to upgrades in all warehouses Ensure in kind donations are appropriately managed and stored in line with donor requirements and item requirements. Safety and Security Ensuring that communication, transport and other systems are developed in support of the maintenance of good safety and security for all staff, visitors, Vehicles and Facilities in coordination with Safety and Security Manager. Facilitate and support the Safety and Security manager of evacuation of field based teams in the event of an emergency Fleet and Asset Management Implement fleet management system in line with Save the Children policies and procedures to ensure accountable and efficient use of then vehicle fleet. Ensure staff are sensitized, trained and held accountable on the safe use of vehicles. Ensure vehicles meet Save the Children Safety and Security requirements. Maintain/implement an effective vehicle allocation system. Ensure a centralized program asset register is maintained, that all program assets are logged, issued with unique asset numbers and cards and are tracked throughout the country. Ensure field teams and logistics teams are aware and abide by donor specific asset regulations. Program and field teams support Providing logistical input for procurement plans during proposal and budget writing. Coordinate/Support distributions of humanitarian assistance Liaise with program and Monitoring & Evaluation teams as required to ensure the audit trail from purchase through distribution/delivery meets Save the Children and donor standards Relationship/Matrix Management Implementing effective communication systems between the capital logistics office and other offices, Provide technical support and support accountability systems for Logistics personnel in field offices Liaise closely with the Finance Director and Awards Manager to ensure accountability, donor compliance, expenditure linked to proposals and grants, Working with the Field Managers and the Program Operations Director to ensure that the operations structure is equipped to implement programs effectively, efficiently and accountably. Working with the regional logistics focal point on compliance, systems and procedures to ensure effective and efficient program delivery SKILLS AND BEHAVIOURS (our Values in Practice) Accountability: Accountability for making decisions, managing resources efficiently, achieving and role modelling DATE: MAY-14 SAVE THE CHILDREN INTERNATIONAL PROGRAMS ROLE PROFILE Save the Children values Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved Ambition: Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same Widely shares their personal vision for Save the Children, engages and motivates others Future orientated, thinks strategically Collaboration: Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters Values diversity, sees it as a source of competitive strength Approachable, good listener, easy to talk to Creativity: Develops and encourages new and innovative solutions Willing to take disciplined risks Integrity: Honest, encourages openness and transparency QUALIFICATIONS AND EXPERIENCE: Essential At least 6 years’ experience in logistics or operations management in the humanitarian sector. At least 3 years NGO experience in logistics management, within a complex/large scale country programme and in emergency response/humanitarian environments Substantial experience in all technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, communications, and security Experience of developing / implementing a complex international supply chain to support different types of programmes, and coordinating resources to meet the programme objectives Proven track-record in managing and supervising others in logistics, including training and capacity building Ability to synthesise and analyse complex information, and make clear, informed decisions Experience of advising and supporting others at all levels with logistics aspects of a programme, including strategic thinking and planning Ability to build relationships quickly with a wide range of people, both internally and externally Excellent planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities Strong communication (written and spoken), and interpersonal skills in English and Arabic, with experience in managing teams Fluency in written and spoken English. Highly computer literate, particularly MS Excel. Understanding and commitment to Save the Children aims, values and principles. Desirable Technical experience/training in specific areas of logistics eg fleet mechanics, IT/communications networks Technical experience/knowledge in specific types of humanitarian intervention eg Health, WASH, Food Security Formal management training. Experience of working in remote field bases with limited infrastructure Date of issue: DATE: MAY-14 May 2014 Author :Sébastien Lambroschini SAVE THE CHILDREN INTERNATIONAL PROGRAMS ROLE PROFILE DATE: MAY-14