Head of Logistics Department

Description

Posted date 9th October, 2023 Last date to apply 15th October, 2023
Country Pakistan Locations Islamabad
Category Development Sector
Salary 397247
Type Full Time Position 1
Experience 9 years

Position Objective:
Secure sound logistical performance and coordination at mission level in order to provide programs with optimum support

Relevant Experience: Master's degree in relevant field. Minimum 09 years of overall experience with 05 years in relevant management role in development sector OR Bachelor's degree in relevant field with minimum 11 years overall expereince with 07 years in relevant management role in development sector

Job Description:

Mission 1: Contribute to the definition of mission strategy

The Head of Logistics Department is responsible for:

• developing a logistics strategy for the mission
• making logistics data available to other departments to facilitate the establishment of the country strategy
• producing high quality and timely logistics contributions to "proposals" and reports for funding bodies

Task examples:

• Contributing a logistics perspective to coordination discussions
• Advising other departments on their logistics requirements
• Ensuring that logistical needs and constraints are taken into account in the preparation of projects
• Collecting data and preparing the logistics sections of "proposals" and reports to funding bodies, contributing to the financing plan
• Checking that his/her contribution to "proposals" and reports is consistent with the rest of these documents
• 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 national level

The Head of Logistics Department is responsible for:

• Implementing ACF logistics regulations throughout the mission and ensuring compliance with them
• The quality of the logistics service provided throughout the mission
• Leading and optimising logistical activities at mission level
• Ensuring that logistical commitments made to funding agencies are respected
• Producing timely and high quality logistics reporting for the mission
• Anticipating and flagging up logistics-related risks
• Ensuring overall internal controls for optimal procurement, property management, supplies management and equipment management
• Ensuring non logistics staff, particularly budget holders, are aware of the procedures and best practices
• Ensure safety standards including electrical standards are maintained across the mission

Task examples

• Laying down logistical standards across the mission, in accordance with ACF guidelines, national regulations and donor compliances
• Providing leadership and optimising the organisation of logistics at mission level
• Devising a technical and geographical strategy for supplies (local/international purchases, stock and transport)
• Supervising the implementation of a supplies strategy and sanctioning its stages according to ACF procedures (validating procurement requests, including rental contracts)
• Supervising the management of equipment : allocation, transfer between bases, amortisation
• Controlling the mission logistics budget
• Consolidating, monitoring and analysing logistical data submitted by bases
• Ensuring the sound conduct of audits and pre-audits
• Ensuring the implementation of an archiving system conforming to ACF logistics guidelines
• Maintaining a network with local input, exchanging good practice
• Representing ACF at the logistics Cluster, coordinating ACF 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 staff

Mission 3: Collaborate with headquarters in the management of international transport

The Head of Logistics Department is responsible for:

• Working with headquarters on the definition of incoterms
• Selection of freight agent and contract management
• Reception of merchandise
• Liaising with relevant authorities for customs clearance
• Liaising with HA focal point for necessary tax and other clearance internally

Task examples:

• Forwarding to headquarters the data needed to draft a contract with the carrier
• Negotiation of terms and conditions with the freight agent
• Supervising the forwarding of customs clearance information to the freight agent
• Checking the speed and the quality of deliveries

Mission 4: Promote and ensure collaboration and coordination in logistics with the mission's partners

The Head of Logistics Department is responsible for:

• participating in the process of selecting partners and validating the risk analysis in logistical matters submitted by the bases
• Defining with partners the modes of logistics management in the framework of joint projects
• Deciding on the allocation of different procurements between ACF and our partners
• Validating the logistical aspects of partnership conventions and agreements
• Taking full advantage at mission 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:

• Due diligence of partners for function
• Development of due diligence requirements
• Regular spot checks of partners
• Guideline of clear regulations for partners

Mission 5: Administrative oversight of IT function at the mission

• Supervision of the IT personnel at the Pakistan mission
• Ensuring an IT strategy is in place, and that correct management of IT equipment and contracts is in place

Task examples:

• Regular follow up on compliance of IT with HQ requirements
• Ensuring internet and equipment is sufficient to enable staff performance

Mission 6: Prevent and manage fraud and corruption

The Head of Logistics Department is responsible for:

• 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 7: Supporting oversight of digital and physical archives

The Head of Logistics Department tis responsible for:

• Overseeing a plan for handling and storing archives of all projects in hard form;
• Ensuring definition of the digital archive organisation on NHF and the server.

Mission 8: Manage the Logistics team in capital and be support/technical Manager for Logistics Manager in the bases

The Head of Logistics Department is responsible for:

• 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 Manager

Task examples:

• Definition of the Human Resources needs of his/her area of activity and production of an organisation chart of the team
• Taking part in the recruitment of his/her teams
• Organising 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, organising and leading training sessions
• Managing difficulties in the team

Mission 9: Proactively support ACFs commitments to gender equality and child protection sensitivity

The Log HOD is responsible for:

• Read and ensure a full understanding and promotion of ACFs Gender Minimum Standards & Child Protection Policies
• Implement all work related activities with a gender, inclusion and child protection lens, taking into account the different needs, concerns and ideas of our staff and beneficiaries
• Ensure and encourage the incorporation of gender equity principles in all policies and activities
• Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.

Skills and resources needed to perform the function

• Precision and attention to detail
• Strategic mindset, and ability to analyse information quickly
• High level of integrity and transparency
• Collaborative team member

Relationship

Internal:

• All SMT
• Base logistics teams
• HQ SAE
• Logistics counterparts in other regional and organisational offices

External

• Logistics counterparts in other organisations
• Tax consultant
• Donors and auditors for the purpose of audits
• Suppliers
• Customs agents

This Job Description may evolve according to the needs of the mission and in view the ever changing scope of your designation.

Action against Hunger is committed to the prevention of risks related to abuse, sexual exploitation and the promotion of gender equality and its diversity. The Pakistan Mission encourages the application of the women / men / transgender/ disabled workers. Action Against Hunger's recruitment process is free of charge, no compensation of any form shall be requested from a candidate. It reflects the major policies and its charter through its professionalism and impartiality. If you observe behavior in opposition to these values during this process, please report it to the appropriate teams. All persons hired by Action Against Hunger will also be checked for compliance with the "anti-terrorist" lists, while respecting the rights of employees and the confidentiality of personal data.