Democratic Republic of the Congo: Logistics Manager - DRC

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a staff of over 200 people working in North Kivu and Province Orientale. Mercy Corps' national office is in Goma with sub-field offices in Mweso, Masisi (North Kivu) and Bukavu (South Kivu). Current Mercy Corps activities focus on the provision of Water, Sanitation and Hygiene (WASH) services in camps of internally displaced people, but also large-scale WASH infrastructure and service delivery development in urban centers. Mercy Corps also has Food Security, Economic Recovery/Development and Governance programs, with an increasing shift towards transitional and integrated development programming. The DRC team has a strong commitment to providing entrepreneurial and innovative solutions to development challenges, and is actively seeking and facilitating market-based solutions.

GENERAL POSITION SUMMARY:

The Logistics Manager, is responsible for the logistics functions of the Mercy Corps Country Program, as well as managing security on day-to-day. S/he will train and oversee a team, while ensuring that a support strategy for healthy, robust and integrated systems is in place.

ESSENTIAL JOB FUNCTIONS:

General

• Develop a Logistics strategic plan for Mercy Corps DRC.
• Organize and develop a Procurement strategic plan for Mercy Corps DRC.
• Organize proper filing of the Logistics related documentation
• Review, develop, refine and update the Logistics Kit for DRC
• Ensure implementation of the Kit across all offices of the mission
• Develop a comprehensive dash board for Fleet, Assets, Stock and consolidates procurement data, to ensure follow-up and analysis is updated on a monthly basis
• Represent Mercy Corps during Logistics cluster monthly meeting
• Uphold Mercy Corps' Zero tolerance policy to corruption
• Oversee tracking of all assets to ensure accurate record keeping of Mercy Corps and donor assets, including exceptional items that require registration and movement tracking, in accordance with the Mercy Corps Asset Management Manual
• Maintain inventory records of materials and materials flow in all offices
• Organize transfer and disposal of assets according to donor rules and regulations
• Provide direct support for the Procurement Manager

Procurement Management

Responsible for the Procurement Manager

• Provide direct support to ensuring that all MC DRC offices meet minimum standards in Procurement.
• Travel to field sites.
• Develop a comprehensive dash board for Procurement, to ensure follow-up and analysis is updated on a weekly and monthly basis.
• Develop a Procurement strategic plan for Mercy Corps DRC
• Ensure a constant relation with the different departments to ensure a good planning of all purchases
• Ensure all contracts are properly followed and respect local legislation.
• Ensure all tenders are properly followed and archived according to Mercy Corps internal procedures.

Fleet Management:

• Supervise the fleet management team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines
• Supervise the repairs, in order to ensure a functional fleet as well as good value for money for the organization
• Ensure smooth dispatch of the fleet is effective

Stock Management:

• Supervise reception of goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order
• Ensure respect of MC procedures in Stock Management
• Collate and review data, and prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor
• Communicate with the program managers for distribution plans and arrange all the required documentations
• Contribute to the country strategic planning process and provide regular updates
• Organize transfer and disposal of stock according to donors rules and regulations

Procurement Management

• Provide direct support to ensuring that all MC DRC offices meet minimum standards in Procurement.
• Travel to field sites.
• Develop a comprehensive dash board for Procurement, to ensure follow-up and analysis is updated on a weekly and monthly basis.
• Develop a Procurement strategic plan for Mercy Corps DRC

IT Management

• Ensure that all relevant staff have a proper functioning computer
• Ensure the internet connection is sufficient to our need
• Analyze and suggest improvement on the quality of the internal network
• Plan the renewal of materials

Team Management (12 staff +drivers):

• Provide direct support and to ensuring that all MC DRC offices meet minimum standards in Fleet, Assets, Stock management.
• Ensure training and capacity building for logistics team members in order to increase the level of technical ability and skills within the department
• Develop relevant management procedures within the team
• Review job description as necessary, and include performance indicators. Proceed with performance evaluation.
• Organize staff rotation for vacation

Others duties as assigned by the Operations Director

Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY: All Fleet, Assets, Stock, Procurement and IT staff in DRC.

ACCOUNTABILITY:

REPORTS DIRECTLY TO: Operations Director for DRC

WORKS DIRECTLY WITH: Head of Offices, Program Managers, Finance Manager, HR Manager, Security Staff

COLLABORATES WITH: All MC logistics and operations team as required

KNOWLEDGE AND EXPERIENCE:

• 3-5 years field experience setting up and managing logistics systems with INGOs with supervisory responsibilities.
• BA/BS degree in a relevant field.
• Demonstrated understanding of complex environment, related security concerns and appropriate responses with experience in insecure context.
• Demonstrated attention to detail, following procedures, meeting deadlines and problem-solving independently and cooperatively.
• Knowledge of Mercy Corps systems and procedures desirable; knowledge of donor regulations (USAID, DFID, EC, UN) an added advantage.
• Strong ICT skills a must and vehicle mechanic knowledge an added advantage.
• Excellent negotiation and representation skills.
• Effective organizational, prioritization and result management.
• Excellent verbal and written French and English skills
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

SUCCESS FACTORS:

The successful Logistics Manager will be good at problem solving and have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. S/he will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

This is an unaccompanied post based in Goma. The position is entitled to shared staff housing in Goma and is not eligible for hardship but is eligible for one R&R per year.

While conditions in the country are improving, and security is quite stable in Goma, there are still pockets of violence and insecurity and petty crime is on the increase. Mercy Corps' sub-offices experience variable levels of insecurity, with the situation closely monitored by UN peacekeepers. Years of conflict and corruption have badly damaged the country's infrastructure. Air travel is necessary to get from one end of the country to the other. There are virtually no telephone land lines in the DRC, though mobile phones and cellular service are widely available. Internet is limited, but available in all Mercy Corps offices. Travel to field sites will be required (up to 20%) where living conditions are clean and secure, but basic. There are a number of health services available with several evacuation options for serious illnesses. There's reasonable access to most consumer goods, although they can be expensive.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps' policies, procedures, and values at all times and in all in-country venues.

PI96353711

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