JOB ADVERT LOGISTICS OFFICER
Background.
Hope Restoration South Sudan is a National NGO implementing humanitarian and development programmes: (Gender based violence, General Protection, Refugee returnee Monitoring, WASH/ NFIs, Women Empowerment, Food security and Livelihoods, CCCM, Health & Nutrition, Emergency Response) Etc. HRSS operates in Unity State, Central Equatoria, Jonglei and Upper Nile states in South Sudan.
Our humanitarian response supports vulnerable people in hard to reach areas, targeting women & Girls, Vulnerable persons, persons with specific needs, and persons with living disabilities, Refugees, IDPs and working with beneficiaries to provide lifesaving interventions to communities.
Hope Restoration Seeks application for the following position. Suitable and Interested candidates are encouraged to submit their application letter along with updated CV’s/Resume to the address indicated.
Position: Logistics Officer
Locations: Juba & Field Offices.
Directly Reports To: Finance Manager
Works Closely With: Procurement & Logistics Manager, Operations Manager,
Officer Working Hours: Monday-Friday 8:00 Am 5:00pm
Closing Date: 07/10/2022
STARTING DATE: ASAP
Overall Job Purpose:
The Logistics Officer is the chief of logistics, transport, warehousing, quality control, and operations. He/she is responsible for supporting the implementation of all HRSS projects by ensuring the timely procurement of goods, the provision of transportation services, the careful and frequent recording of movements and changes, and the safety and security of staff members and their operations. The Logistics Officer will work closely with program and administrative staff to ensure comprehensive reporting, support and assistance to all HRSS activities. This is a critical position in HRSS. It requires diligence, dedication, and a capacity to handle numerous duties within a changing environment.
Background .
Hope Restoration South Sudan is a National NGO implementing humanitarian and development programmes: (Gender based violence, General Protection, Refugee returnee Monitoring, WASH / NFIs, Women Empowerment, Food security and Livelihoods, CCCM, Health & Nutrition, Emergency Response) Etc. HRSS operates in Unity State, Central Equatorial, Jonglei and Upper Nile states in South Sudan.
Our humanitarian response supports vulnerable people in hard to reach areas, targeting women & Girls, Vulnerable persons, persons with specific needs, and persons with living disabilities, Refugees, IDPs and working with beneficiaries to provide lifesaving interventions to communities.
DUTIES AND KEY RESPONSIBILITIES - LOGISTICS / TECHNICAL SUPPORT
Warehousing
• Maintain and manage all storage facilities ensuring stocks and inventory are properly arranged. Palletised and clearly labelled to ease reference and reporting
• Receiving, issuing and updating all documented data on stores and stocks ensuring the use of the right documentation (such as GRN, Waybills, stock cards, bin cards and release notes) every time goods are received and dispatched
• Maintaining accurate balances on stocks (fuel, admin, programme items, disposal items in stores).
• Ensure stock and inventory counts are regularly done to facilitate reporting, manage and prevent the risk of loss.
• Maintaining a system of stores that allows donor visibility and tracking items under stores custody to ease dispatch, monitoring and reporting and compliance to Donor guidelines
• Oversee warehouse activities ensuring there is proper planning related to loading and offloading of stocks and inventory and ensuring this is done in a timely manner
• Ensure the safety and preventive measures are in place to so the goods and stocks in warehouses are not compromised either through damage, infestation, and expiry or lost through theft.
• Regular checks of safety of the facilities containing stocks and inventory under stores custody are done to ensure optimal security measures are in place as regards protection of stores items
• You will ensure that no goods expire while under your custody by notifying the users on time through monthly reports or specific alerts and also you will ensure that goods received are of long expiry period. You will therefore use LILO / FIFO.
• Implement health and safety standards as required in stores environment ensuring utmost clean and organised environment stores and generator houses
• In cases of losses ensure that this is reported immediately Liaising with the Line manager and following through on HRSS guidelines on incident reporting and documenting.
• Supervise casual workers recruited for the purposes of supporting any stores related activities liaising with the HR department and Line Manager to ensure proper recruitment processes are followed; contracts properly signed in a timely manner, work hours accurately recorded and completion certificates are signed and presented to finance for payment in a timely manner
Fuel
§ Receipt of stocks of fuel on behalf of HRSS to where this is required while ensuring no loss recorded and all documentation relating to this are maintained properly and presented from approval and authorisation of payments to respective managers and finance
§ Issue of stocks of fuel making sure that all HRSS guidelines relating to issue, use and reporting on this are accurately done and reported on a monthly basis
§ Maintaining the pre-determined re-order levels of stocks of fuel sufficient for operations of Office in liaison with the Logistics officer ensuring any replenishments are done in a timely and risk free manner
§ Maintain accurate and consistent system fuel purchases and use ensuring clear tracking of fuel purchased, in store, issued with details on quantities and dates including related balances all the time
§ Account for fuel received and issued to both vehicles and generators before an order is completed and authorised
§ Ensure all stores are under key and locked at the end of each work day and reporting anomalies in effect of this every when applicable following HRSS guidelines on incident reporting
§ Liaise with the Roving Mechanic to ensure that generators are maintained and serviced regularly and that proper record of service done is documented and clearly labelled on generators.
§ Information on fuel issuance and usage must be ready in form of a report presented to the Logistics officer before end of the month.
§ Ensure all staff & you understand Health and Safety issues that relate to fuel handling and follow HRSS Standard procedures.
B – PROGRAMME STRATEGY
• Advise the Area operations manager and Logistics Manager of significant logistics issues affecting programme implementation regarding delivery and storage of project goods and equipment.
• Ensure mission purpose, strategic goals and programme objectives are communicated amongst logistics staff to create mutual understanding and ownership.
C– PROJECT / SUPPORT FUNCTION MANAGEMENT
• Ensure specific logistics systems (Warehousing – receiving and issuing items into and out of the store) are complied with.
• Support compliance with the policies and procedures set out in HRSS’s Programme Logistics Manual.
• Support good health and safety implementation within the logistics and ensure any accidents are reported and recorded.
D-CORPORATE POLICY AND COMPLIANCE .
• Work with the Logistics Manager, Area Operations Manager, Area Coordinator, Senior Logistics Officer and other project staff to ensure that the Warehousing needs of stocks are met to a high standard.
• Maintain an efficient and effective supply chain system to ensure supplies and equipment purchased meet required indicated specifications.
• Monitors HRSS warehousing policies, and ensuring all warehousing activities are within the policy.
E-TEAM MANAGEMENT
• Promote good team management in line with the bullet points in this section, working with the Logistics Manager as part of the wider logistics function.
F- EXTERNAL REPRESENTATION
• Build positive working relationships with government, local communities, NGOs and suppliers in support of an effective and efficient logistics function where appropriate.
Other Information
§ HRSS seek as an organisation to be committed to Christ in all we are and all we do.
§ Staff members need to be committed to HRSS’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.
§ All staff also takes part in devotions, away days and retreats.
PERSON SPECIFICATION ESSENTIAL DESIRABLE QUALIFICATIONS
• University Degree in Logistics or Supply Chain management and/or appropriate equivalent qualification
• Full clean driving licence
• Associated Technical qualification (e.g. Warehousing)
• Further qualification in humanitarian logistics
EXPERIENCE
• Proven technical (sector specific) logistics experience
• Proven experience in procurement essential
• Management of technical equipment including radios, satellite phones, generators, IT
• Proven experience in people management
• Proven driving experience appropriate to the programme 2 years minimum experience in practical field.
• Working knowledge of good logistics practice standards in: SPHERE, Humanitarian Accountability Partnership.
• Health & Safety at work
• Cross-cultural work experience
• Proven NGO work experience
SKILLS / ABILITIES
• Leadership and management
• Organisational and administrative
• Negotiation and representation
• Analytical and problem solving
• Excellent written and verbal communication skills
• Radio and satellite phone operation
• Computer literate, able to work efficiently in Word, Excel, Outlook
Training and mentoring skills
• Electrical power generation troubleshooting
• Off-road driving (4x4, winching) training skills.
PERSONAL QUALITIES
• Team player
• Understanding and sensitivity to cross cultural issues
• Commitment to accountability to beneficiaries, showing dignity and respect, and demonstrating listening and understanding
• Flexibility, ability to remain calm under pressure
• Networking
• People developer and motivator
If you believe you meet the above criteria, please submit your CV and covering letter as well Academic transcripts to [email protected] / copy to [email protected] and hard copy delivered to Hope Restoration S.S More about HRSS visit us at https://hoperestorationsouthsudan.org
NB:
• Only short-listed applicants will be contacted for interviews.
• Applications once received are not returnable
• Applications are reviewed on rolling basis
Hope Restoration South Sudan Munuki Block C Plot No. 349