Position: Logistics Manager
Location: Mongu, Zambia
Contract duration: 9 months
Start date: ASAP
Direct Line Manager: Head of Systems and Operations
OVERVIEW
Background
People in Need (PIN) is an international, non-profit organization providing humanitarian and development assistance around the world. Present in Zambia since 2017, PIN has directly and in cooperation with local partners implemented numerous humanitarian and development projects across Western, North Western and Lusaka provinces, mainly focusing on emergency and development Nutrition, WASH, Livelihoods, renewable energy and good governance programming (funded by UNICEF, DG DEVCO and Czech government).
Description of the Role
Ensuring transparent and reliable processes with overall control and responsibility over the sections of procurement, transportation, warehousing/assets, communication, maintenance of equipment and facilities (office, guest houses and stores) and record keeping (procurement trackers, logbooks, etc) as well as reporting.
Responsibilities:
- Oversee and coordinate transparent and reliable logistical processes of PIN Zambia Operations,
- Support Administration and Procurement of materials, works and services,
- Coordinate Transportation, monitor and evaluate KPIs,
- Be in charge of the premises running, ensure cost-effective use of the premises,
- Oversee stock management process as per PIN Guidelines.
- Manage tender preparation and tender execution and general support to all the procurement matters within the range of PIN work in Zambia;
- Participate as a chairperson of the Evaluation Committee for tenders;
- Ensure compliance with procurement procedures and have a final responsibility for proper execution;
- Consult potential exemptions with HQ (PO/Desk Officer);
- provide guidance to other team members on ELO procedures in relation to managing tenders/ procurement;
- Provide CP Procurement Guidelines training for staff, especially as part of induction training (if necessary and required);
- Analyse operational pipeline and contribute to assessments and operational planning for all delivery modalities, to ensure that supply chain requirements are taken into consideration.
- Responsible for timely preparation and update of Annual Procurement Plans;
- Assure economic and adequate purchases for office needs according to PIN and donor procurement rules;
- Identify suitable and reliable suppliers, vendors, providers and contractors of goods and services in support of programme implementation in accordance with donors and PIN procurement guidelines;
- Communication and negotiation with overhead suppliers (preparation and signing of contracts, checking expiry of contracts, contract extensions, deal with occurring problems/requests, timely gathering of documentation);
- Implement procurement: preparation of quotations, tenders, market surveys, gathering them and uploading into ELO. Purchases of projects’ items and services;
- Keep track on all deadlines or closing date of quotation submissions;
- Keep track on deadline of delivery stipulated in each Contract and send out necessary reminder to suppliers if the deadline is approaching.
- To liaise with project managers and give advice about best ways to procure goods ensuring quality control and conformity with required specifications;
- Develop and manage supplier database;
- Additional responsibilities or other tasks as assigned by line manager or from staff.
- Responsible for efficient fleet planning and sourcing, liaising with transportation service suppliers, preparing service provision contracts
- Adhering to PIN logistics guidelines on fleet management and maintenance
- Vehicles being in good condition, safe and road worthy
- Drivers training
- Monitoring and approving vehicles’ operation amp; ad-hoc movements from technical and feasibility perspective
- Monitoring vehicles’ expenditures and performance (KPIs)
- Handling of stock as per PIN guidelines on stock management and warehousing guidelines, including quality control
- Appropriate storing layout and organisation of the items on stock, their identification and safe storing
- Preparing, processing and proper archiving of stock documentation as per PIN guidelines on stock management
- Completeness, correctness and accurate links between actual material in stock and documentation
- Monitoring of loading and unloading of material and completeness check
- Ensure a safe, comfortable, efficient and cost-effective use of the
- premises in cooperation with AL
- Manage all contractual relations related to base rent, utilities