Job Description

Logistics Manager - North

Contextualisation

HI have been intervening in Yemen on and off for the last 12 years, with its actions initially focused on development issues, notably through the support to the development of physical and functional rehabilitation services for people with disabilities as well as through the capacity-building of the national networks of Yemen Disabled People’s Organisations (DPOs). 

Since 2015, HI interventions have been adapted to the current context of conflict in Yemen. With the support of different donors, HI has been supporting two hospitals and one physical and functional rehabilitation centre in Sana'a City, building the capacities of their key staff in early rehabilitation care and psychological first aid (including specifically for children), supplying rehabilitation equipment, and directly providing functional rehabilitation care and psychosocial support to war affected people (including through the donation of assistive devices and provision of Prosthesis). In 2017, these activities have extended to new facilities in and around Sana’a.

In parallel, HI implements inclusive humanitarian action, by increasingly piloting inclusive interventions and promoting disability inclusive coordination and programming through the coordination system and the inclusion task force, and technical support and capacity development to UN agencies, NGO’s and increasingly networks and focal points of persons with disabilities and awareness raising activity with communities. HI activities are very consolidated in Sana’a governorate, Aden, which opened in 2019, and Mokha, which started implementing in 2020. Activities in Hajjah have been launched early 2022, and Hodeida activities are expected to start in 2022.

Based in SANA with 40% of his/her time to Hajja and Hudaida, under the direct management of the Country Logistics Manager, the Logistics Manager ensures the efficient management of logistics resources for the area of intervention under his/her responsibility in compliance with Handicap International's internal framework and institutional donor regulations so as to ensure on-going logistical support for the activities developed for North.

Missions / Responsibilities 

Mission 1 : Management 

• Manager as a role model : embodies HI's values on a daily basis.
• Manager as coach for meaning : understands the strategy, makes it explicit, translates it into operational objectives for his or her team, leads the necessary changes. Gives meaning to each management action. Encourages inter and intra departmental exchanges of practice. Encourages innovation and risk-taking.
• Operational manager: organises the operational management of his or her team, structures the work around identified processes, steers performance and facilitates the resolution of problems.
• Manager 1st HR&Coach: contributes to the development of his or her staff, creating the conditions for their commitment, professionalism and attachment to HI. Ensures compliance with the code of conduct of institutional policies, the state of mind and the expected individual and collective behaviour.
• Ensure the daily management of your team (job description, introduction briefing, action plan, objectives, coordination meeting, individual follow up meeting, individual support, training, appraisals, etc..)

Mission 2 : Deploys HI’s standards and contributes to its expertise and accountability within his or her remit:

• STANDARDS: ensures compliance with and application of HI standards for his or her entire professional field with regard to policy, processes and tools;
• LOCAL ADAPTATION: adapts and contextualises these standards to meet local conditions and regulations;
• INTERNAL CONTROL: supervises internal control in his or her fields of activity;
• ACCOUNTABILITY: guarantees compliance with and the application of internal rules and the rules of institutional donors in his or her fields of activity

Mission 3 : Defines the Logistics section of the StratOp and directs its action plan 

• Drives logistics strategy and functioning through the active promotion of HI’s institutional policy and directives and the optimisation of its resources.
• STRATOP: contributes towards the drafting, revision and implementation of the Operational Strategy (StratOp) within his or her field of activity and geographical area and in line with objectives; 
• RISKS: produces and updates the risk map for his or her area of responsibility and proposes and implements corrective mitigation measures; 
• INCIDENTS: contributes to and follows up on incident reports for his or her area of responsibility; 
• INDICATORS: produces, compiles and analyses the data in the logistics dashboard for his or her geographical area; 
• REPRESENTATION: represents HI externally on logistical issues concerning his or her geographical area (e.g. forums, operational and strategic alliances); develops the local partnerships necessary for his or her field of activity.

Mission 4 : Supervise Supply Management 

• In coordination with the Country Logistics Manager, define (Adapted Procurement Procedure) and supervise the programme’s supply procedures in compliance with internal and donor regulations and legal requirements
• Supervise the monitoring of Purchase and Service Requests and check purchase files
• Organize the planning of the purchases and define the priorities of the items needed by the applicants to orientate the work of your team. 
• Ensure that the purchases meet the needs, cost, quality & delivery time requirements, having in mind quality and sustainability of the purchased items;
• Validate purchases according to validation level chart;
• Supervise the regular and smooth communication with the other support departments to prepare the supplier payments, documents hand-over and expenses follow-up  
• Ensure professional relationships with suppliers;
• Ensure regular follow up of all contracts and their renewal / extension signed on time 
• Ensure the PSR follow-up is updated regularly by the Supply officer and ensure it is shared on bi-weekly basis to the program team 
• Ensure that the archiving of these documents is clear and ready for external audits;
• For international purchase, support the supply unite and facilitate the custom clearance until delivery of the items
• The FP for the design phase – resources planning of the area of intervention (costs, quality, deadlines)
• The FP for the launch phase – procurement planning and define the procurement plan / supply plane and purchasing strategy

Mission 5 : Supervise Stock Management 

• Ensure the respect and understanding of HI stock management procedure and tools;
• Supervise and ensure inventories are done regularly (weekly, bi-weekly and monthly basis) for the different items stored within the mission (projects and logistic items), and ensure stock report is shared with program teams on weekly basis.
• Ensure a good level of stock for logistics related itemsEnsure an optimal storage condition;
• Plan the stock supplying according to mission constraints and remote-control management together with Country Logistic Manager;
• Ensure the storage management procedures are respected: Stock items request, stock cards, Delivery Notes
• Crosscheck regularly the data between deliveries from warehouse and projects data (delivery note) and support the project team on the reconciliation process between the items delivered to the partners and the donation certificates received, ensure that the documents are matching
• Ensure the safety measures and assets are installed and functioning with reporting to   Area Manager and Country Logistic Manager if any abnormalities.

Mission 6: Supervise the management of general services (GH, offices and storage facilities)

• Ensure the adequate maintenance of accommodations, office and the compound. 
• Ensure the supply of energy and water in the premises as well as other running costs. 
• Follow up rental contracts and manage the relation with owner/s.
• Take active part in needs assessment and propose solutions in term of premises. 
• Ensure the premises are in accordance with HI standards in collaboration with the Security Department and Country Logistics Manager.

Mission 7: Supervise Fleet management and movements 

• Ensure the respect of HI vehicle management procedure; log books, use of the vehicles…
• Supervise the general follow up of vehicles (consumption checks, movement planning, movement tracking, etc.)
• Ensure regular maintenance of different vehicles together is done, setup appropriate maintenance contract with supplier or ensure an appropriate repair process and services follow-ups with car rental company(s);
• Transport contract negotiation with suppliers and follow up, as well as fuel supply contract with fuel stations
• Ensure that the monthly fleet database follow-up is properly and accurately filled out;
• Define the management and user rules for vehicles and other means of transport in compliance with local legislation, the highway code, the programme’s security rules and HI’s regulations
• Define the more relevant means of transportation for passengers and goods according to project needs;
• Ensure a proper coordination of movement plans and security;
• Ensure that fuel consumption report is done regularly, cross-check the data
• Define the more relevant means of transport for goods delivery and process the administrative formalities related to (by road, by plane, by boat, etc.).

Mission 8: Supervise IT and equipment management:

• Ensure the security and the accurate follow up of the equipment used on the mission (identification, inventory, affectation, equipment files)
• Ensure that the equipment list (EMC and small material) is regularly updated, that the different certificates are created, and properly archived 
• Inform and sensitize the user of their responsibility, including signing for material - Train (or supervise the training) users on how to properly use the equipment if needed;
• Supervise and ensure installation and performing minor repairs to hardware, software, and peripheral equipment, following design or installation specifications
• Ensure a regular maintenance of equipment for the whole office, with internal or external actors if needed;
• Manage contracts with service providers to ensure continuity of communication means (internet, phone) 
• Ensure that the documents related to equipment management are compliant with HI policy;  

Mission 9: Prepares for and responds to emergencies

• Provides adequate support for emergency responses in his or her geographical area;
• Participates in analysing the emergency response capacities of the programme and teams;

Skills and Job requirements:

Management skills

• Being capable of helping team members to progress: developing his/her staff‘s ability to work autonomously
• Knowing how to position oneself so things can move forward 
• Knowing how to simplify and prioritise 

Essential

Qualification(s):    

• Bachelor degree in a relevant sector

Experience (type and amount of experience):    

• 3 – 5 years within similar position
• 3 – 5 years preferable within humanitarian sectors INGOs  

Skills (knowledge, abilities required for the position, refer to skills repository document) :

• Organization skills (Expert);
• Activities monitoring (Expert);
• Mechanics skills (Practice);
• Planning (Expert);
• Procurement and purchase (Expert)
• Stock management (Expert)
• Driving licence
• Budget design and management (Practice)
• Donors’ regulations (Practice);
• Facilitation and/or design of training and skills development (Proficient);
• Sourcing and recruitment (Proficient);
• Operational partnership (Proficient);
• Programme management (Proficient)
• Risks management (Proficient)
• Internal control (Proficient)
• Good written and spoken English is essential 

Personal qualities:

• Leadership: inspires confidence, motivates, sets the example, takes and assumes decisions 
• Working as part of a team/network, cooperating
• Ability to give and receive constructive feedback; discussing with multi-disciplinary 
• Resilience to stress and uncertainty 
• Organised 
• Autonomous 
• Solution-oriented 
• Adaptable 
• Excellent interpersonal skills 
• Able to manage stress 
• Committed.

CONFIDENTIALITY CLAUSE 

As the position is involved in sensitive topics, he/ she must observe absolute discretion within and outside the organization.  
A non-respect of this clause might have immediate dismissal as a result. 
Any breach of the above-mentioned responsibilities, of the Conditions of Engagement may be sanctioned by a written warning or immediate dismissal if appropriate.

Job Conditions

• The salary will be defined according to HI’s existing salary scale
• Based in North , with frequent movements to the field.
• 30 days leave/year + benefits (transport allowance, health insurance, life insurance)
• The working hours are the following: 8:00 to 16:30 (with 30 minutes lunch break) from Sunday to Thursday.
• Note that working time can go up to 48 hours per week (according to the Yemen labor law) if it is required by the volume of activities and by the line manager.