Job Description
Position: Logistics Manager
Programme:
Kenya and Somalia
Responsible To:
Country Director
Location:
Nairobi with frequent travel to all field sites
Start Date:
ASAP
Duration:
12-24 months
Salary:
£33,830 - £34,580 per annum (dependant on relevant experience), inclusive of
annual Cost of Living Allowance.
Benefits: Insurance
cover, accommodation, additional return flights (for contract length 24 months
or more), and annual leave entitlement of 24 days per annum rising to 30 days
at the completion of 12 months of continuous employment with Merlin.
Closing Date: Thursday, 7th June 2012
Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short-listed on a regular basis and we may offer this post before the closing date.
Please note this is an unaccompanied position
Merlin
Closing Date: Thursday, 7th June 2012
Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short-listed on a regular basis and we may offer this post before the closing date.
Please note this is an unaccompanied position
Merlin
Undaunted and determined,
Merlin saves lives. We deliver medical expertise to the toughest places. And we
stay to help build lasting health care.
Our mission is to end the needless loss of life in the poorest countries caused by a lack of effective health care. We help communities set up medical services for the long term including hospitals, clinics, surgeries and training for nurses and other health workers.
We do whatever it takes and we stay for as long as it takes.
Context and Background
Our mission is to end the needless loss of life in the poorest countries caused by a lack of effective health care. We help communities set up medical services for the long term including hospitals, clinics, surgeries and training for nurses and other health workers.
We do whatever it takes and we stay for as long as it takes.
Context and Background
Merlin has been working in Kenya since 1998 and it maintains a regional office in Nairobi, which directly manages Kenya programmes and through remote management provides support to Somalia country programmes.
Merlin has been working in Somalia since 2004 and is currently implementing health and nutrition programme in El Buur district in Galgadud region; emergency health and nutrition programme in Awdal (Somaliland) with the field office in Hargeisa; HIV/AIDS, TB and emergency preparedness programmes in Puntland State of Somalia with an office in Garowe, where it was nominated to be the lead agency for Interagency Health Cluster.
Throughout Somalia Merlin
also provides technical coordination and capacity strengthening for the GFATM
malaria programme.
In Kenya Merlin provides nutrition assistance to the draught affected population in Wajir and Turkana district of Northern Kenya with offices in Lodwar and Wajir towns respectively. Other operations in Kenya include malaria, HIV/AIDS, and TB programme in Nyanza province with field office in Kisii town.
The mission of Somalia and Kenya programmes is to address humanitarian and health crises while increasing capacity of local structures to deliver effective and quality primary health care services.
In Kenya Merlin provides nutrition assistance to the draught affected population in Wajir and Turkana district of Northern Kenya with offices in Lodwar and Wajir towns respectively. Other operations in Kenya include malaria, HIV/AIDS, and TB programme in Nyanza province with field office in Kisii town.
The mission of Somalia and Kenya programmes is to address humanitarian and health crises while increasing capacity of local structures to deliver effective and quality primary health care services.
It works with local
healthcare actors including community groups and NGOs to improve access to
quality health care services and to contribute to a reduction of health
inequalities and the reversal in the current downward trend in health related
indicators.
Merlin also collaborates
closely with the Ministry of Health and builds partnerships with the agencies
working in complementary sectors (i.e. water/sanitation and livelihoods).
Main purpose of the role
Main purpose of the role
The Logistics Manager
(LogMgr) is responsible for managing and delivering an efficient and effective
logistics service across all programmes and field sites on Kenya and
Somalia.
This includes
implementing, monitoring and following-up across all logistics disciplines to
ensure that Merlin’s standard policies and best practice is adhered to.
The role will provide
leadership, technical support and capacity building to the international and
country logistics staff in all areas of their roles.
The LogMgr represents
logistics as an active member of the Country Management Team (CMT) and will
ensure effective cross departmental interaction.
Overall Objectives (scope)
Overall Objectives (scope)
As a senior staff member
within the country structure, the Logistics Manager is a member of the Country
Management Team.
The overall objective of
position is to coordinate all logistics functions and provide adequate and
timely support to all Merlin programmes in Kenya and Somalia.
This is a regional role
that has senior overall coordination responsibility for the logistics of 2
country programmes.
Responsibilities
Responsibilities
Leadership
- Coordinate
and manage the overall logistics functions of Merlin office in Nairobi and
project sites in Kenya and Somalia.
- Ensure
that the Merlin logistics standards, systems, policies and procedures
including procurement, warehousing, supply/stock movement control, freight
management, asset management, IT, as well as documentation, filling and
reporting, are well established and fully implemented in Nairobi office
and all field sites.
- In
consultation with the Kenya and Somalia Country Director (CD), review
logistics structures and functions in response to any changing needs and
scope of activities managed within the two countries.
- To
be an active member of the Kenya and Somalia Country Management Team (CMT)
and in consultation with the Country Director, represent Merlin in relevant
external logistics and security forums.
- As
part of the Country Management Team (CMT) contribute to the development
and implementation of the country strategy. Supporting the
operations manager and projects coordinators in developing the logistics elements
of their project plans.
- To
develop, implement, review and monitor progress of agreed annual and
quarterly departmental plans that will contribute to achieving the Merlin
Kenya and Somalia country strategic plans objectives.
Programme
Support/Development
- Provide
adequate and timely logistical support to all Merlin Kenya and Somalia
country programme including timely procurement and delivery of supplies
and goods; transport, IT, communications as well as emergency preparedness
and response
- Actively
participate in and provide support for new programme.
development/designing initiatives and activities including undertaking
assessments
- In
consultation and jointly with programme staff particularly Project
Coordinators and Field Medical Coordinators, develop, implement, review,
and monitor procurement, construction and rehabilitation plans for all
projects to ensure adequate lead time for timely procurement and delivery
of supplies and goods as well as completion of activities.
- Provide
regular updates and feedback to field project sites, Project Coordinators
(PC), finance department, Country Director (CD), Country Health Directors
(CHD) and other relevant staff on logistics procurement and movements of
goods to allow proper and advance project implementation planning.
- Responsible
for assessing and advising on logistical needs for new and existing
projects in collaboration with relevant staff (CD, PCs, CHDs) and Merlin
Head Office (HO).
- Develop
annual cargo transport plans in consultation with the project sites to
accommodate/take advantage of seasonal transport options (i.e. road
networks) to ensure efficient and timely supply of goods to field sites.
- Contribute
to ensuring that the Remote Management Guidelines are up to date, relevant
and rolled out in a practical manner to the field project sites.
Security/Risk
Management
- To
act as the Security Focal point for Merlin Kenya and Somalia.
- Assist
the Country Director in ensuring that country security management plans
are developed, fully implemented, reviewed and updated.
- Work
closely with Project Coordinators and ensure that location/site specific
security plans are developed, approved, implemented, reviewed and updated.
- Continuously
monitor and analyse the national and project areas security context and
situation in Kenya and Somalia, share the information with all staff
including any deterioration that could affect staff or operations and in
consultation with the Country Director, provide guidance to teams/sites as
required.
- In
consultation with the HR Manager ensure that new staff, visitors, interns,
consultants etc. are provided with security briefing both in Nairobi and
the field sites.
- In
collaboration with the Country Director plan and provide security training
to all Merlin Kenya and Somalia staff.
- Ensure
that security incidents are reported in a timely and concise manner from
the field and that this information is shared with the CD and HO.
- Provide
support and ensure that all Merlin Kenya and Somalia premises are
adequately secured at all times.
- Alongside
the Country Director actively participate in and represent Merlin in
interagency security and related forums for Kenya and Somalia.
Technical
Support/Logistics Management
- Ensure
that all Merlin logistics systems, policies and procedures are set-up and
fully implemented and adhered to in Nairobi and all field sites.
- Undertake
regular supervisory, monitoring and support visits to all Merlin Kenya and
Somalia field project sites.
- Undertake
regular and full internal logistics audit in all field sites and address
and follow-up any identified areas of weaknesses.
- Act
as technical adviser for all Merlin’s missions supported by the Nairobi
office on technical areas such as water/sanitation, rehabilitation,
maintenance, vehicles, radios, office equipment, cold chain, generators
etc.
- Ensure
that all logistics reports from the field sites and Nairobi office are
prepared, compiled and submitted to the Country Director (and HO Regional
Logistic Officer) on a monthly basis.
- Be
familiar with donor funding agreements, regulations and requirements and
ensure that Merlin logistics operations such as procurement are undertaken
in accordance and line with the donor procedures.
- Responsible
for preparing and submitting to the Country Director, Country Health
Director and/or Project Coordinator any logistics and related reports and
information, such as fixed asset list, required by donors.
- In
co-ordination with HO Logistics, roll out logistics library and ensure
that the field is supplied with the necessary logistics reference and
reading material for mission use.
- Working
closely with finance department, establish and maintain accurate and
up-to-date fixed asset register records for each Merlin project assets in
Kenya and Somalia.
- Ensure
that all communications equipment (radios, etc.) are in good working
conditions in all sites at all times and establish and maintain sound
communication systems and mechanisms within the field sites as well as
between field sites and Nairobi office.
- Ensure
that IT services and systems are well set up and maintained in all sites.
Staff
Management / HR
- Directly
line manage the logistics department staff including Transport &
technology officer in Nairobi office and provide adequate management,
technical, supervision, and capacity building support to all Nairobi and
field based logistics staff.
- Ensure
that all logistics staff in Nairobi and the field sites have up-to-date
job descriptions, carry out timely staff performance appraisals, provide
guidance, training (including on the job training and mentoring) and
support to enable them fulfil their duties and responsibilities
effectively and successfully.
- Plan
and provide training on Merlin logistics systems, policies and procedures
including procurement, communications and IT, to all relevant Merlin Kenya
and Somalia staff.
- In
consultation with the HR Manager and Project Coordinators, actively
participate in the recruitment, induction, and debriefing of logistics
staff in Nairobi and all field sites.
- Evaluate
the logistical HR requirements of existing or new projects, advising on
opening or closures of logs position.
Person
Specification
Essential
Qualifications, experience
and competences
- Substantial
experience of undertaking a senior logistics role within an international
NGO and within difficult operating environments (e.g. insecurity, lack of
infrastructure, natural disasters).
- Strong
experience in Security management with well developed analytical skills,
able to clearly analyse context, changes and identify the implications.
- Experience
in implementing security guidelines in insecure environments.
- Significant
and demonstrable technical knowledge across a the following technical
logistics disciplines:
- Supply
Chain
- Information
Technology
- Communications
- Mechanics
- Energy
& Electricity
- Cold
Chain
- Significant
experience of providing leadership and advice to a logistics team
including specialist areas in a complex operating environment
Substantial knowledge of at least one of the programme components:
- Health
Provision
- Rehabilitation
- Construction
- Water
and Sanitation
- Strong
experience of leading and driving the development and implementation of a
logistics department’s strategy
- Good
experience in recruitment, training, development & performance
management of staff
- Substantial
experience of capacity building within a logistics department
- Experience
as part of a Senior Management Team.
- Experience
of financial management of logistics including budget preparation,
forecasting and monitoring.
- Ability
to coordinate logistics for multiple sites on two countries
- Able
to live, work and travel in an insecure environment, following strict
security guidelines at all times.
- Strong
communication skills, with excellent written and spoken English
- Confident
and proficient in the use of MS Office.
- Experience
of establishing strong working relationships with colleagues from
different functions and cultures.
- Experience
of a flexible approach to managing and prioritising a high workload and
multiple tasks in a fast paced environment with tight deadlines.
- Experience
of proactively identifying and addressing issues.
- An
understanding of and commitment to Merlin’s mission and values.
Desirable
Qualifications, experience
and competences
- Previous
work experience in Africa.
- Knowledge
or experience of the Somalia context
- Degree
level qualification in a relevant field.
- Experience
at regional level
To
apply for this position
To apply for this job,
please go to www.merlin.org.uk/jobs
and apply using our online recruitment system. In order to apply for a job with
Merlin online you will need to complete a short registration process and create
an account – the online recruitment system explains how to do this.
Once your account has been
created, you will be able to save the information that you have entered in your
application and re-visit it at any time before you submit it.
If you are unable to apply online for any technical reason, please contact applications@merlin.org.uk.
Please note that we do not accept CVs. Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted.
Data Protection
If you are unable to apply online for any technical reason, please contact applications@merlin.org.uk.
Please note that we do not accept CVs. Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted.
Data Protection
In accordance with the
1998 Data Protection Act Merlin will hold and use personal information that you
have given for the purposes of recruitment and employment should an offer of
employment be made. This information will be stored in manual and/or computer
form. This information may also be disclosed to third parties in accordance
with the Data Protection Act.
In cases where a job offer
is conditional on ensuring that potential employees’ names do not appear on
counter terrorism lists generated by the United Nations, European Union or the
United States due to donor funding requirements, Merlin will use the
information that you have given for checking that your name does not appear on
these lists.