Logistic Coordinator

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1. Job Duties & Responsibilities:

   • Coordinating Logistics: Manage and coordinate logistics operations including transportation, warehousing, and inventory management to ensure timely delivery of goods.
   • Supply Chain Management: Oversee the entire supply chain process from procurement to distribution, ensuring efficiency and cost-effectiveness.
   • Inventory Control: Maintain accurate inventory records, monitor stock levels, and coordinate with suppliers to ensure optimal inventory levels.
   • Transportation Management: Arrange transportation for goods, negotiate contracts with carriers, and track shipments to ensure on-time delivery.
   • Documentation: Prepare shipping documents, customs declarations, and other paperwork required for the transportation of goods.
   • Communication: Liaise with suppliers, customers, and internal teams to coordinate logistics activities and address any issues that may arise.
   • Problem Solving: Identify logistics problems and implement effective solutions to improve efficiency and reduce costs.
   • Compliance: Ensure compliance with regulations and standards related to transportation, warehousing, and inventory management.

   Mission 1: Contribute to the definition of mission strategy
   • Support Senior Management in developing a logistics strategy for the mission
   • making logistics data available to other departments to facilitate the establishment of the country strategy
   • Support Senior Management in producing high quality and timely logistics contributions to “proposals” and reports for funding bodies
   Task examples:
   • Contributing a logistics perspective to coordination team
   • Advising other departments on their logistics requirements
   • Ensuring that logistical needs and constraints are shared with Senior Management while preparation of new projects
   • Collecting data and preparing the logistics sections of “proposals” and reports to funding bodies, contributing to the financing plan
   • Preparing PPPs at the proposal and revision stage of projects carefully considering the procedures applied in coordination with budget holders, finance and Management;
   • Representing the mission to outside bodies in logistical matters and developing a network for the exchange of information and good practice
   Mission 2: Coordinate logistics at base level
   • Implementing PIMS & JAJI logistics regulations at base level and ensuring compliance with them
   • the quality of the logistics service provided throughout the mission
   • leading and optimizing logistical activities at base level
   • ensuring that logistical commitments made to funding agencies are respected
   • producing timely and high quality logistics reporting
   o Anticipating and flagging up logistics-related risks
   o ensuring overall internal controls for optimal procurement, property Management, supplies Management and equipment Management
   o Ensuring non logistics staff, particularly budget holders, are aware of the procedures and best practices
   • Ensure safety standards including electrical standards are maintained at all bases across the province
   Task examples
   • Laying down logistical standards at all base accordance with PIMS & JAJI guidelines, national regulations and donor compliance
   • Devising a technical and geographical strategy for supplies (local purchases, stock and transport)
   • Supervising the implementation of a supplies strategy and sanctioning its stages according to PIMS & JAJI procedures (validating procurement requests as per approved Authorization Signature Form)
   • Supervising the Management of equipment with the support of Senior Management & ICT Manager : allocation, transfer between bases, amortization
   • Controlling the provincial logistics budget
   • Consolidating, monitoring and analyzing logistical data submitted by all bases at provincial level
   • Ensuring the sound conduct of audits and pre-audits of all projects at provincial level
   • Ensuring the implementation of an archiving system conforming to PIMS & JAJI logistics guidelines
   • Maintaining a network with local input, exchanging good practice
   • Representing PIMS & JAJI at the logistics Cluster, coordinating PIMS & JAJI activity with that of other parties involved in concerted initiatives
   • Ensuring correct application of taxes for procurements with support from finance
   • Regular capacity building/ induction of non-logistics & partner staff
   Mission 3: Promote and ensure collaboration and coordination in logistics with the provincial’s partners
   • Participating in the process of selecting partners and validating the risk analysis in logistical matters submitted by the bases & shared with Senior Management & Field Coordinator
   • defining with partners the modes of logistics Management in the framework of joint projects
   • Assist Senior Management & Field Coordinator in deciding on the allocation of different procurements between PIMS & JAJI and our partners
   • validating the logistical aspects of partnership conventions and agreements
   • taking full advantage at provincial level of all innovative logistics Management practices in the framework of partnerships
   • Providing capacity building support to partners to ensure that they compliant with our minimum standards and any donor requirements across all aspects of function Management including Management of fraud cases
   Task examples:
   • Regular spot checks of partners
   • Assist Senior Management & Field Coordinator on Guideline of clear regulations for partners
   • Assist Senior Management & Field Coordinator on Due diligence of partners for function
   • Assist Senior Management & Field Coordinator Development of due diligence requirements
   Mission 4: Administrative oversight of IT function at base level
   • Ensure an ICT strategy is in place, and that correct Management of ICT equipment and contracts is in place
   Task examples:
   • Regular follow up on compliance of ICT with the support of ICT Manager & Senior Management
   • Ensuring internet and equipment is sufficient to enable staff performance
   Mission 5: Prevent and manage fraud and corruption at base level
   • Identifying the risks of fraud and corruption in his/her field of competence and putting in place preventative and monitoring mechanisms
   • making his/her team aware of the risks of fraud and corruption
   • alerting the Country Director to cases of fraud and corruption and undertaking corrective action
   • putting in place and monitoring recommendations arising from the day-to-day control and audits
   Mission 6: Supporting oversight of digital and physical archives
   • Overseeing a plan for handling and storing archives of all projects in hard form;
   • Assist Senior Management to ensure definition of the digital archive organization on the server.
   Mission 7: Manage the Logistics team at base level
   • The day-to-day Management of his/her team (guidance, follow-up, motivation…)
   • evaluating the performance and developing the skills of his/her team members
   • Management of the teams for which s/he is support/technical Officer
   Task examples:
   • Definition of the Human Resources needs of his/her area of activity and production of an organization chart of the team
   • Taking part in the recruitment of his/her teams
   • Organizing and leading team meetings
   • Developing and monitoring individual action plans for team members
   • Managing planning activities, the sharing and coordination of tasks
   • Carrying out individual evaluation interviews with his/her team members
   • Providing technical support to the teams
   • Identifying the training needs of team members
   • Devising, organizing and leading training sessions
   • Managing difficulties in the team

   Any other task assign by the senior management in the course of duty.

   Other duties assigned by the HOD/Management time to time (i.e.) (hospital documentation complete filing, participate in trainings, Government regulations requirements and organization SOPs/protocols and reputation/confidentiality are also be included in my job responsibilities.
   Qualifications & Skills:
   • Education: Bachelor’s degree in logistics, supply chain management, business administration, or a related field. Some employers may accept candidates with an associate degree or relevant certification coupled with relevant experience.
   • Experience: Previous experience in logistics coordination, supply chain management, or a related field is typically required. This could range from 1-5 years depending on the level of the position.
   • Technical Skills: Proficiency in logistics software and tools such as ERP systems, transportation management systems (TMS), and warehouse management systems (WMS).
   • Analytical Skills: Strong analytical and problem-solving skills to analyze logistics data, identify trends, and implement improvements.
   • Communication Skills: Excellent communication and interpersonal skills to effectively coordinate with suppliers, carriers, and internal teams.
   • Organizational Skills: Ability to multitask, prioritize workload, and meet deadlines in a fast-paced environment.
   • Attention to Detail: Keen attention to detail to ensure accuracy in inventory management, documentation, and compliance with regulations.
   • Negotiation Skills: Strong negotiation skills to secure favorable terms with carriers, suppliers, and other service providers.
   • Adaptability: Flexibility to adapt to changing business requirements and handle unexpected challenges in the logistics process.
   • Knowledge: Sound understanding of logistics principles, supply chain management concepts, and relevant regulations and standards. Continuous learning and staying updated with industry trends are also essential.

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