VACANCY ANNOUNCEMENT
CMMB is a global non–governmental, humanitarian and development organization with a special focus on making healthcare available to all. CMMB has been implementing comprehensive health intervention in South Sudan since 2009.
CMMB South Sudan is seeking qualified and suitable candidates for the following position:
JOB TITLE: Logistic Officer
LOCATION Mvolo
REPORTING TO Operations Officer
Closing Date: 23rd May 2016
JOB OVERVIEW
To provide CMMB-South Sudan programme in Juba the logistics and procurement capacity to implement and manage projects by providing specialist technical oversight on aspects of Procurement, asset, flight, fleet and warehousing management in accordance to CMMB guidelines.
DUTIES AND KEY RESPONSIBILITIES
The percentage figures shown against each heading are only intended to convey a rough idea of the relative size of the various areas within the overall job.
a) Programme Strategy and Planning
Ensure mission purpose, strategic goals and programme objectives are communicated amongst logistics staff to create mutual understanding and ownership.
Advise the program Director, Logistics Manager of significant logistics issues affecting project implementation.
b) Corporate Policies, Management Systems and Procedures
Contribute towards the promotion and adherence to CMMB’s Purpose, Basis of Faith, Core Values and Operating Principles.
Ensure internal management systems and policies (e.g. PIM/DMS) are established, complied with and maintained within the base operations.
c) Logistics / Technical Support
Organize and establish sound systems for effective and efficient oversight and management of CMMB-South Sudan programme procurement and logistics, in line with the relevant CMMB and donor procedures, budgets, time frames and compliance requirements as directed and delegated by the Technical support from the Head of Operations and logistics:
Procurement Administration
Liaise with other team members to develop procurement plans in line with donor expectations and ensure that all needs of the programme are acquired in an efficient and timely manner
Processing of all local payments in liaison with the finance/HRO and AC in a timely manner ensuring to verify that all paperwork / documentation is complete and duly authorised before submitting for payment
Identify potential local sources of goods and services and recommending them for supply
Ensure all PRs worked on are logged into the PR tracker and PR progress logged as the purchase progresses towards completion. Share and update relevant stakeholders.
Maintain all logistics records, including an effective filing system for storing procurement documentation to enable tracking and auditing.
Ensure all staff in the field location understand and follow CMMB Standard procedures.
Coordinate shipping/trucking/freighting and delivery arrangements of purchased commodities and equipment’s from Juba to the programme sites.
Liaise with service-appointed inspection and superintendent firms to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries.
Assist in processing Quotation Requests (QR) using existing price database
Warehousing, Commodity & Stock Management
Identify warehousing requirements and arrange physical facilities for storage at project sites in consultation with Logistics Manager.
Establish and maintain a stock inventory management system, including stock control and detailed receipt/despatch records; provide reconciled stock reports.
Ensure documentation and reporting of losses / damages. Oversee reconstitution of damaged or short weight commodities and arrange destruction of infested and damaged items.
Together with a key member of staff within the team, carry out stocks and asset inventories on regular basis and enter into the standard inventory sheet format.
Maintain and control the ledger book for the bulk fuel.
Prepare waybills, release notes, asset movements whenever items are dispatched and good received notes when items are received.
Maintain a list of stock in Juba. field sites and facilitate disposal of all unwanted assets and stocks where arising ensuring that all stocks are clearly marked
Coordinate with project staff to ensure effective and timely release /despatch of goods to project sites.
Assist the field management in defining local team composition, management structure and manual labour needs including rostering of shift and casual workers, to fulfil warehousing, security and distribution / transport duties.
Transport Fleet management and Distribution
To adhere to CMMB rules and regulations governing the management of fleets ( report to any misuse, accident and/or damage involving CMMB vehicles and that are known to the Driver; drive at CMMB speed limit and drive with consideration for safety of passengers; correctly maintain the vehicle logbook with details of each journey; refuel the vehicle whenever it is necessary, or when the level gets below half tank; keep vehicle assigned to him / her clean and road worthy; parking the vehicle in secure and safe places at all times).
Determine transport requirements and organise distribution plans at project level, coordinating with relevant logistics and project staff to ensure effective delivery of relief commodities to project sites.
Ensure load/cargo and transport planning and routing for timely and cost-effective delivery of all program supplies
In close collaboration with other NGOs/humanitarian agencies, develop reliable consolidation and cost sharing mechanism for transportation of supplies and equipment to all areas of operation in Juba.
Define fleet requirements at the project level; develop vehicle usage plans and operating/capital cost budgeting to inform Logistics Manager.
Responsibility for daily use, security and servicing (outsourced as required), fuel and spares/tools stores and usage for local project vehicle fleet.
Ensure all those authorised to drive CMMB vehicles (formal drivers and team members) meet the standard and have up to date licences valid for the country of operation and are medically fit to drive.
Conduct or arrange additional training where necessary for local or expatriate staff to cope with the local driving conditions and type of vehicles.
To Ensure that all the necessary documents are available and up to date in the vehicle (insurance, logbook, import list, tool kit, spare parts, spare tyre, first aid kit and fire extinguisher)
Before any journey is undertaken to ensure that all persons aboard the vehicle understand the security guidelines for the related journey
Is responsible for the Health & Safety of the passengers and ensure that seat belts are used at all times.
Ensure that the vehicle is maintained and serviced accordingly
Ensure that the necessary security requirements and regulations are followed with regards to the vehicle use.
Supervise Vehicle servicing done by the service provider ensuring that all repairs and maintenance are done properly
Work with the mechanic to review spare needs of vehicles recommending necessary replacements to LOGISTICS manager and recommend approval by the Logistics Manager
d) Good Practice and Institutional Learning
Ensure that activities are carried out in accordance with signatory codes of conduct and accepted good practice.
Promote opportunities to encourage openness to learning from staff and assist in forwarding to management issues from operational experience for analysis, dialogue and possible incorporation into future good practice and policy formulation.
e) External Relationships / Representation
Build positive working relationships with government, local communities, UN, NGOs, procurement agencies and suppliers at the project level in support of an effective and efficient logistical support function.
f) INFORMATION FOR APPLICANTS
• CMMB seek as an organisation to be committed to Christ in all we are and all we do.
• Staff members need to be committed to CMMB’s ethos of professional excellence and spiritual passion.
• It is important that we are committed to relationships by following biblical principles and showing integrity in our dealings with each other.
• We seek as an organisation to be obedient to biblical teaching and evaluate our work and attitudes in line with biblical principles.
An essential part of our working life is praying together as an organisation and as teams on a regular basis.
PERSON SPECIFICATION
ESSENTIAL DESIRABLE
QUALIFICATIONS
• Relevant qualification in Logistics/ business management
• Associated Technical qualification-Degree and /or Higher Diploma in Logistics or Procurement, Business Administration or related field exp.
EXPERIENCE
• 3 years Proven Experience in the following areas
o Procurement & Logistics
o Fleet planning & management
o Warehousing Management
o Experience driving in locations outside Juba
o Logistics
o Project implementation
• Experience of leading and facilitating prayer and Bible study groups. • Proven strategic planning experience.
• Possession of valid south Sudanese driving licence
SKILLS/ABILITIES
• Supervisory skills
• Negotiation skills
• Problem solving skills
• Training skills
• Excellent written and verbal communication skills (including ability to communicate effectively in a particular language other than English for some Programmes)
• Ability to learn fast
• Computer literate
• Administrative skills
• Ability to communicate confidently and comfortably about own personal faith
• Ability to lead and facilitate team prayer and Bible studies
• Ability and commitment to apply biblical principles prayerfully within all aspects of the role
PERSONAL QUALITIES
• Humanitarian & Christian motivation
• Emotionally and spiritually mature
• Team player
• Understanding and sensitivity to cross cultural issues
• Flexible and adaptable to ever changing environments
• Ability to remain calm under pressure
• Willingness to travel and live in basic conditions
• Committed to an evangelical Christian church
• An understanding of and a commitment to CMMB’s Mission, Vision, Values and Beliefs Statement
If you believe you meet the criteria below and would like to work for CMMB, please submit your CV and covering letter to CMMB Office in Domeri-Mvolo .Or Email cmmbsouthsudanjobs@gmail.com
NB:
• All recruitment is dependent on final confirmation of the project by stakeholders.
• Only short-listed applicants will be contacted.
• The candidate must ready to work and reside in Mvolo
• Applications once received are not returnable
• This position is open to only South Sudanese