Logistics Manager at PIN April, 2021

PIN

Position: Logistics Manager
Location: Mongu, Zambia
Contract duration: 9 months
Start date: ASAP
Direct Line Manager: Head of Systems and Operations

OVERVIEW

Background

People in Need (PIN) is an international, non-profit organization providing humanitarian and development assistance around the world. Present in Zambia since 2017, PIN has directly and in cooperation with local partners implemented numerous humanitarian and development projects across Western, North Western and Lusaka provinces, mainly focusing on emergency and development Nutrition, WASH, Livelihoods, renewable energy and good governance programming (funded by UNICEF, DG DEVCO and Czech government).

Description of the Role

Ensuring transparent and reliable processes with overall control and responsibility over the sections of procurement, transportation, warehousing/assets, communication, maintenance of equipment and facilities (office, guest houses and stores) and record keeping (procurement trackers, logbooks, etc) as well as reporting.

Responsibilities:

  • Oversee and coordinate transparent and reliable logistical processes of PIN Zambia Operations,
  • Support Administration and Procurement of materials, works and services,
  • Coordinate Transportation, monitor and evaluate KPIs,
  • Be in charge of the premises running, ensure cost-effective use of the premises,
  • Oversee stock management process as per PIN Guidelines.
  • Manage tender preparation and tender execution and general support to all the procurement matters within the range of PIN work in Zambia;
  • Participate as a chairperson of the Evaluation Committee for tenders;
  • Ensure compliance with procurement procedures and have a final responsibility for proper execution;
  • Consult potential exemptions with HQ (PO/Desk Officer);
  • Provide guidance to other team members on ELO procedures in relation to managing tenders/ procurement;
  • Provide CP Procurement Guidelines training for staff, especially as part of induction training (if necessary and required);
  • Analyse operational pipeline and contribute to assessments and operational planning for all delivery modalities, to ensure that supply chain requirements are taken into consideration.
  • Responsible for timely preparation and update of Annual Procurement Plans;
  • Assure economic and adequate purchases for office needs according to PIN and donor procurement rules;
  • Identify suitable and reliable suppliers, vendors, providers and contractors of goods and services in support of programme implementation in accordance with donors and PIN procurement guidelines;
  • Communication and negotiation with overhead suppliers (preparation and signing of contracts, checking expiry of contracts, contract extensions, deal with occurring problems/requests, timely gathering of documentation);
  • Implement procurement: preparation of quotations, tenders, market surveys, gathering them and uploading into ELO. Purchases of projects’ items and services;
  • Keep track on all deadlines or closing date of quotation submissions;
  • Keep track on deadline of delivery stipulated in each Contract and send out necessary reminder to suppliers if the deadline is approaching.
  • To liaise with project managers and give advice about best ways to procure goods ensuring quality control and conformity with required specifications;
  • Develop and manage supplier database;
  • Additional responsibilities or other tasks as assigned by line manager or from staff.
  • Responsible for efficient fleet planning and sourcing, liaising with transportation service suppliers, preparing service provision contracts
  • Adhering to PIN logistics guidelines on fleet management and maintenance
  • Vehicles being in good condition, safe and road worthy
  • Drivers training
  • Monitoring and approving vehicles’ operation & ad-hoc movements from technical and feasibility perspective
  • Monitoring vehicles’ expenditures and performance (KPIs)
  • Handling of stock as per PIN guidelines on stock management and warehousing guidelines, including quality control
  • Appropriate storing layout and organisation of the items on stock, their identification and safe storing
  • Preparing, processing and proper archiving of stock documentation as per PIN guidelines on stock management
  • Completeness, correctness and accurate links between actual material in stock and documentation
  • Monitoring of loading and unloading of material and completeness check
  • Ensure a safe, comfortable, efficient and cost-effective use of the
  • Premises in cooperation with AL
  • Manage all contractual relations related to base rent, utilities and services
  • Implementing PIN assets management system (for all assets linked to the premise(s)): procurement, registration, inventory, maintenance, disposal
  • In cooperation with the Finance Manager implements office costs monitoring system and uses it to ensure cost effectiveness

PERSON SPECIFIC REQUIREMENTS

Work Experience and Knowledge

  • Experience in a similar position for at least 2 years;
  • First-hand experience across procurement, transportation, warehousing, assets and facility management.;
  • Knowledge of Zambian regulations for logistics processes;
  • Experience of working for an international non-governmental organization is an advantage
  • Ability of record keeping (procurement trackers, logbooks, etc);
  • Excellent IT skills, in particular Word, Excel and email is a must;
  • Knowledge of IT network set up and basic maintenance of IT technique is advantage;
  • Knowledge of car mechanics and/or ability to repair cars is an advantage;
  • Excellent people management skills and good communicator;
  • Highly organized, dynamic and self-motivated, ability to work under high pressure and prioritize tasks;
  • Ability and experience with teams leading.

Education

  • Diploma (or a degree) in relevant field – supply chain, logistics, etc.

APPLICATION PROCESS

  • Please submit your application including a detailed CV, motivation letter, salary expectation by filling in the form found on this link:https://apply.workable.com/people-in-need-2/j/CCDF365EFC/apply/
  • Completed application must clearly mention on top the position applied for and must reach to above address of People in Need office before, April 12, 2021 17:00 Hours (CAT)
  • Due to limited resources, Human Resources Officer will only contact the shortlisted candidates.
  • Any offer made will be conditional to receipt of three (3) reference(s) from your most recent and other employers. In case clarification is required, People in Need reserves the right to call the referees.
  • Female applicants are especially encouraged to apply

To apply for this job please visit apply.workable.com.

Only candidates can apply for this job.

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