Background
Danish Deming Group (DDG) is a department under Danish Refugee Council (DRC). DDG has operated in Somaliland since 1999 clearing mines and other explosive remnants of war. Recognising that Somaliland communities also suffer from other threats to human security, DDG expanded its programme into the wider sphere of community safety in 2008 in order to ensure maximum impact for the population of Somaliland & Somalia DDG’s community safety programme in Somaliland Puntland & South Central Somalia encompasses the following elements: Strengthening local institutions and enhancing local capacity for addressing safety needs; addressing immediate threats to life and limbs by explosive remnants of war; addressing small arms as a tool of violence; building capacity for conflict management and peace and strengthening relationships between security providers and communities. The programme is rooted in participatory processes, where DDG assists target communities to assess their safety and security situation, define and prioritize their safety and security needs and identify resources to address these needs.
Program/Department Summary
The DDG Logistics Department is responsible for all Logistical functions in Somaliland and Somalia including managing procurement; Fleet, warehousing, Asset and ensuring procedures and compliance issues are followed. The DDG Logistics Department ensures compliance with area Offices rules and regulation as well as Government laws Governing local laws and procedures; in its role as a support to the Program Department, the Logistics Department provides timely reports and assistance to the, Head of Support and Senior Management Team to ensure that resources are used efficiently and effectively
General Position Summary
Based from DDG Mogadishu Office and working under the direct supervision of the Head of Support Services for Somaliland/Somalia to provide technical support to all the area Offices in Hargeisa, Garowe, Mogadishu, Baidoa and other sub-offices as required; The Country Logistics and procurement Coordinator is responsible for Logistics management of ensuring timely support, rules and regulation and generally that staff understands Logistics compliance guideline including Logistics Operations handbook. This position requires frequent travels and will spent at least 30% in each region – Puntland, South Central and Somaliland.
Key Responsibilities
Logistics:
- Support Area Logistics to ensure accurate tracking of logistics monitoring information such as stock levels, contracts and provide weekly updates to Head of Support Services and the Area Managers or head of Locations.
- Responsible for key Logistics performance indicators quarterly reporting (API); Refresher training of Logistics team on API reporting and ensuring continuous improvement of the overall Logistics system
- Training Area Logistics in all aspect of fleet management and coordination; guiding in fuel reconciliation reporting, calculation and reporting of vehicle fuel consumption and monthly reporting.
- Assess needs, identify issues/gaps and priorities to respond to key operational issues while coordinating with the area management and head of Support. Ensure that all processes related to DDG Organizational policies and Governmental requirements are adhered to.
- Assist the Head of Support and work with the Area Logistics to ensure that recommendation on Logistics audit report (CAST) is accomplished including Self Compliance action points.
- Work with the Head of Support services, Country Director review the Logistics Areas to identify efficiency savings and determine aspect of the program where gains in effectiveness can be achieved.
- Perform internal audits and review as required with direction from the head of Support to ensure compliance with DDG and donor requirements.
- Compile weekly procurement status, monthly logistics report for fleet, Procurement, Inventory Updates, Warehouse reports and upload onto the server providing access to regional Office and Headquarter accordingly.
Procurement:
- Train all the Logistics staff on the new procurement forms (according Operations handbook 2015) and provide support to ensure that old procurement forms are replaced.
- Train and coordinate the Logistics team on weekly procurement trackers, procurement tables. Compile the reports and save the report on the internet server for Regional, HQ access as well as reference purpose.
- Ensures awareness of the correct procurement threshold and that the teams in all areas adhere to the procurement threshold for 2015.
- Compile Country Procurement plans, encouraging bulky procurement and that procurement plans in all the areas are executed as per the plan
- Liaise with the program team to ensure timely processing of procurement requests and delivery of the same to the required destinations following the laid down procedures and donor regulations.
Stock management
- Rollout the inventory system ensuring all the asset are tagged, physically counted and assigned to specific person for accountability purpose.
- Ensure that program staff carries out close inspection of Project items and materials delivered to the stores, to ensure that they are at the right quantity and quality and monthly stock updates is circulated throughout the staff.
- Ensure that unified warehouse documents are used throughout Somalia/land offices and that Sub-office team gets training on receiving and dispatching goods
- Conduct periodic stock checks and prepares monthly stock reports where defects and loses and captured and shared with the relevant staff/management.
- Ensure proper storage as per the guidelines and ensure Quarterly stock taking in the warehouse, carryout internal audits in the store and provide training where necessary.
- Train staff in identifying and sorting-out dead stock from the warehouse, verifying the donors and recommending them for disposal to the Country Director through Head of Support.
Inventory Management:
- Reads and has a clear understanding of the DDG Asset management manual and all related procedures; and properly handle DDG assets and inventory in Somalia/land
- Ensures that asset movement is logged into the DDG asset documents (asset transfer) and ensure records are filed and available in each area office Somalia/land.
- Ensure proper filling and update of the inventory spread sheet so that it can be share with donors or timely support Donor reporting’s by the Finance team.
- Ensure that DDG asset is properly and uniformly tagged and coded and that asset verification exercise takes place at least twice a year in each location with close consultation with the Head of Support Services
Human Resources management
- Responsible to supporting the Area managers to ensure updated job descriptions for Logistics team (drafting together with the Area Manager), setting performance objective for the Logistics team in close consultation with the Area Manager for the Year and timely evaluating the performance of the Logistics team – again in close consultation with the Area managers.
- Identifying technical Logistics training and sharing the details for Budgeting purpose so that Logistics team can get relevant Logistics training.
Reporting Arrangements
The Logistics and Procurement Coordinator reports to Head of Support Services in Mogadishu and works directly with the Country Human Resources team, Security focal point person, IT Manager and Regional Office technical Logistics team.
Conditions:
Contract: One year contract with possibility of extension
Other employment conditions in accordance with the Danish Refugee Council’s Terms of Employment for National staff in Somalia
This position is open to Somali Nationals only
Availability: 1 August 2015
Duty Station: Mogadishu with frequent travels within Somalia
Further information
For information about our work and organisation, please visit our website www.danishdemininggroup.dk
Professional Qualifications
- Degree in Business Administration or Purchasing and Supplies; Qualification from Chartered Institute of Purchasing and Supply (CIPS, UK) will be additional advantage.
- Minimum of 5 -years work experience in overseeing Logistics in NGOs especially in Somaliland and Somalia.
Personal Competencies
- High integrity, pro-active, stable, robust character and a good team-player
- Proven ability to prioritize tasks, meet deadlines and work with limited supervision. Knowledge of computers in word, advance Excel processing is a must.
- The ability to interact effectively with international and national personnel both in a managerial as well as training capacity is required.
- Ability to support programmatic objectives with timely and meaningful Logistical information.
- Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary.
- Must have an impeccable professional standard of logistical ethics as well as the willingness and ability to enforce compliance with DDG and procedures is essential.
- must be willing to travel regularly to DDG field offices and project sites in Somalia
HOW TO APPLY:
Interested candidates who meet the required qualifications and experience are invited to submit only an updated CV and cover letter explaining their motivation and why they are suited for the post. Applications should be sent to jobs@ddgsom.org indicating on the subject line “Logistics and procurement Coordinator DDG Somalia/land” no later than6 Jul 2015 at 4:00PM.
Please do not attach copies of academic certificates or written recommendations.
