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Logistics Coordinator

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Fri, 18/01/2019 - 17:00

This vacancy is open to both internal and external candidates

 

Plan International is an independent development and humanitarian organization that strives for a just world that advances children’s rights and equality for girls.

 

We believe in the power and potential of every child.  But this is often suppressed by poverty, violence, exclusion and discrimination.  And its girls who are most affected.

 

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

 

We support children’s rights from birth until they reach adulthood.  And we enable children to prepare for – and respond to – crisis and adversity.  We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

 

We employ more than 9,000 people in programme countries, working with over 85,000 communities.  We have been building powerful partnerships for children for almost 80 years, and are now active in more than 70 countries.

 

Plan International Sierra Leone is committed to ensure Child Protection in all its interventions and processes. It also encourages women to apply and is an equal opportunity employer.  

 

We are currently seeking to recruit:

 

Logistics Coordinator

 

 

Grade:D1

Location:         Country Office

Department:  Administration

Reports to:    Country Logistics Manager

Summary of the position:

This role will support Plan International Sierra Leone’s work by ensuring asset, facilities and fleet management are aligned with organizational standards and best practices in logistics.

 

Typical Responsibilities

 

  1. Ensure effective implementation of Plan Policy and procedures on management of vehicles.

  • Maintain an accurate and up to date motorbike and vehicle records (file)

  • Monitor vehicle movements and manage vehicle tracking system

  • Collect individual travel plans at the Country Office and convert them into weekly vehicles planning

  • Create the trip ticket for each assignment and get it sign by the Country Logistics Manager

  • Manage non-planned requests of cars

  • With the Country Logistics Manager’s authorization, wherever necessary, resort to car rental to fill existing gaps

  • Ensure timely registration, insurance and licensing of all Plan’s cars and bikes.

  • Ensure that all CO vehicles have required documentation (Logbook, Maintenance book, Fuel taken book…..)

  • Make a periodic random check of vehicle documentation to ensure proper filling and submit the report to Country Logistics Manager for review.

 

  1. Organize periodic maintenance of cars

  • Ensures that Plan vehicles are in good working order at all times

  • Recommend acquisition and disposal of vehicles where necessary

  • Make sure all requests for car reparations are supported by appropriate documents

  • Ensure drivers consistently complete cars logbooks and report any incident without delay.

 

  1. Issue a monthly country report on fuel consumption.  

  • Ensure availability of fuel for generators and vehicles

  • Ensure timely (within 2 working days) liquidation of fuel

  • Prepare and submit a monthly fuel consumption report (vehicles and generators and submit it to the Country Logistics Manager no later than the 5th of the month)

  • Prepare for supervisor’s review latest on the 5th of the month, a summary of distances run for each project in support of cost recovery process.

  • Analyse consumption data and support possible gaps with appropriate explanations

  • Prepare and submit a monthly statement of rented cars for Plan International SLE’s operations

  • Receive and process invoices related to fuel used for Plan’s operations.

 

  1. Make sure facilities are in good order for Plan’s work

  • Ensure Plan facilities meet government regulations and environmental, health, and security standards

  • Keep good record of Plan International Sierra Leone’s tenancy agreements and alert supervisor on termination dates at least three months before term

  • Ensure timely payment of rental fees to landlords and file evidences of such payments

  • Monitor with Finance payment of withheld tax and share evidences with landlords

  • Receive electricity and water invoices of the country office and expatriates residences and process their payment after routine verifications;

  • Ensure cleaning, and timely repair and maintenance of office facilities;

  • Ensure that the electrical, air conditioning, plumbing and other essential facilities and equipment are in good condition and well maintained.

  • Prepare request related to expatriates’ residence maintenance or equipment purchased

 

  1. Manage Inventories (stock)

  • Organize Plan International SLE’s stock according to Plan procedures and established standards;

  • Record the in and out movement to inform entry of items in stock and their use for Plan’s work;

  • Prepare a quarterly report of stock movement for supervisor’s appreciation.

 

  1. Contribute to preparation of quarterly and annual logistics related reports

  • Prepare the draft of annual insurance survey report for supervisor’s review before its submission to IH;

  • Collect data for the quarterly administration report and prepare the draft for supervisor’s review;

  • Track information required to complete the annual environmental report and prepare for supervisor’s review the draft in view of its timely submission.

 

  1. Align asset management with organizational standards

  • Receive delivery of ordered goods

  • Enter Good Delivery Notes (GDN) in SAP as and when they are available

  • Enter details of newly purchased asset in LOGEMA before transmission to the final user

  • Continuously update asset database after disposals through sales, loss, donation or transfer

  • Keep good records of deeds of donation and documentation resulting from other forms of disposal

  • In support to staff exit process, verify, take hold of asset under their custody and file evidence for future reference

  • Prepare or review Incident/Loss Notification form and ensure its completeness and accuracy before finalization by the Country Logistics Manager.

  • Keep a record of Grant agreement and ensure management of assets purchased on those funds comply with the agreement requirements

 

  1. Support asset disposal process

  • Participate in the disposal committee meetings;

  • Share with the Disposal Committee (DC) list of assets to be disposed off

  • Keep good record of support documents of the disposal for reference

  • Update the asset database upon completion of the asset disposal process

Others:

  • Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Qualifications and Experience:

Essential

  • A recognized Diploma in Logistics or similar qualification from a reputable institution of learning;

  • 2 to 3 years of relevant experience managing logistics in a reputable organization;

  • Knowledge of donor’s system policies, rules, regulations and procedures governing fleet management

  • Team working skills with attention to contributions from other team members

  • Capacity to prioritize and manage various workloads with short deadlines in fragile and culturally dynamic environments.

  • Diplomatic and interpersonal skill including negotiation and influence skills.

  • Capacity to work with many stakeholders belonging to different professional environments.

  • Excellent IT knowledge, especially capacity to use common applications, Word, Excel, PowerPoint, email and Internet.

  • Loyal, honest, trustworthy and respectful of procedures.

Desirable

  • Good communication skills. Comfortable working with colleagues from different cultures and various internal departments;

  • Good writing skills in English.

  • Preference for team work and a collaborative working environment

  • Great availability;

  • Great listening skills, discreet and tactful.

  • Sensitive to cultural and social conditions.

  • Commitment to continuous learning; willing to update knowledge in logistics field.

  • Ability to respond/manage multiple demands from various sites/departments

  • Work experience in an INGO

Behaviours (Plan International’s Values in Practice)

 

We are open and accountable

  • Promotes a culture of openness and transparency, including with sponsors and donors.

  • Holds self and others accountable to achieve the highest standards of integrity.

  • Consistent and fair in the treatment of people.

  • Open about mistakes and keen to learn from them.

  • Accountable for ensuring we are a safe organisation for all children, girls & young people.

We strive for lasting impact

  • Articulates a clear purpose for staff and sets high expectations.

  • Creates a climate of continuous improvement, open to challenge and new ideas.

  • Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.

  • Evidence-based and evaluates effectiveness.

We work well together

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

  • Builds constructive relationships across Plan International to support our shared goals.

  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.

  • Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

  • Builds constructive relationships across Plan International to support our shared goals.

  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.

  • Engages and works well with others outside the organization to build a better world for girls and all children.

 

Applications:

Last date for submission of Application (CV and cover letter) is: 18th January, 2019 by 5:00 pm

 

Interested candidates need to send their updated CV (no more than 3 pages) and a cover letter (maximum 1 page) to Sierra-Leone.Recruitment@plan-international.org on or before the closing date mentioned below. Subject line of submission mails will only bear the indication: Application for the Position of Logistics Coordinator  

 

Only short-listed candidates shall be contacted. References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.

 

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