Logistics Manager (Roving) at Albarka Healthspring Foundation

Job Summary

• Under the direct supervision of the Executive Director, this position provides technical oversight, monitoring and capacity building for Procurement & Logistics Functions in AHSF Borno field office including Procurement, Warehouse Management, Asset Management, and Vehicle Management.
• The Procurement & Logistics Manager will be Roving North East, North West and North Central with frequent travel to the AHSF Borno, Yobe, Zamafara, Kogi, Sokoto and Katsina Field Offices.
• The Procurement & Logistics Manager will be based approximately 60% in Maiduguri and 40% in the field.
• The position would report to the Executive Director in the Borno Field Office and will also work closely and receive technical support from the Program Coordinator.
• This position will directly supervise the Procurement officers in Maiduguri, Sokoto, Zamfara, Kogi, Yobe and Procurement focal points in the deep fields’ sites, Base offices whilst providing support to the AHSF other field locations in the ratio of Borno 60%, Northwest 20%, North central 20%.
• Other key responsibilities of the Procurement Manager include procurement management and staff management.

Generic Responsibilities
Procurement:

• Accountable for implementing and maintaining a local procurement system adapted by the AHSF Nigeria Supply Chain Department and based on AHSF Global procurement policies and standard operating procedures.
• Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed and achieved as per the different grant timelines.
• Maintain transparent and efficient general contracting systems through AHSF standard Supply Chain due diligence.
• Support the SPM in preparing the Procurement Monthly Reports for final submission to Executive Director.
• Ensure each grant has a procurement plan and each plan is updated, discussed with the relevant budget holder and are reported on a monthly basis.
• Coordinate, manage and be accountable for the supply and logistics support to AHSF operations, including the efficient, effective and transparent procurement of the required goods and services according to AHSF policies and standard operating procedures.

Budget & Finance:

• Participate in proposal design and budget development by identifying and inputting the required operational budget need for project implementation.
• Work with field staff to identify Supply Chain needs and ensure that issues are raised with Program Coordinator to ensure they are included in new budget development.
• Monitor Supply Chain sections of budgets. Review Budget vs. Actual expenditure reports and give feedback to Program Coordinator and Executive Director.

Training, Outreach and Staff Management:

• Proactively develop the skills of AHSF Borno staff to understand and utilize Procurement tools and services to design and implement quality programming.
• Practice excellent human resource management, supporting the development, promotion, and retention of a motivated team of qualified and experienced staff.
• Identify staffing and / or skill gaps and see that these gaps / needs are filled and support the recruitment of all Supply Chain staff and provide day to day supervision of department.
• Ensure that each Supply Chain staff has updated job description, annual performance objective and provide corrective feedback of set objectives through regular performance evaluations.
• Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.
• Ensure all Supply Chain staff are aware of and in compliance with AHSF Supply Chain policies and SOPs for procurement management.
• Participate in all grant opening and ending meetings with the role of preparing and presenting Supply Chain plan including warehouse space, procurement plans, required equipment, disposals, and reports.

Other tasks:

• Prepare weekly / monthly Procurement report (PR/PO Trackers) and send them to the Senior Procurement Manager for review and feedback.
• In collaboration with the SPM, conduct Supply Chain Assessment and act improvement plans prepared in response to resolve the gaps identified.

Key Working Relationships:

• Be accountable and ensure that stock management system is adhered to by the warehouse officers and storekeepers.
• Lead in conducting fiscal year end stock inventories and ensure that effective stock inventory report is produced.
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grant or expired items in the warehouses.
• Provide on-going training to Field Warehouse Officers and Storekeepers in their relevant functions and reporting.
• Oversee warehouse operations throughout Borno, Yobe. Sokoto, Zamfara, Kogi offices (with particular emphasis on medical and pharmaceutical stores) ensuring proper stock-keeping records, storage conditions, security and facility maintenance
• Provide cross training to Health Program Managers on AHSF warehouse and drug supply chain procedures to enable Health Program monitoring and spot checking of warehouses
• Train warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching and reporting of goods through the AHSF warehouse(s).
• Finalize monthly report for the expendables store outlining all stock movements and remaining balances.
• Ensure donor reports for stock are complete and submitted to the Grants Department on time as per donor requirement.
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Asset Management:

• Ensure proper tracking, maintenance, and recording of all AHSF assets in Borno, Zamfara, Sokoto, Katsina and Yobe offices, which will lead to an accurate asset database at all times.
• Ensure that each staff member is accountable for every asset assigned to them through the use of the Equipment Issue / Receipt forms.
• Define and implement maintenance systems and procedures for assets, including training of staff and follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to field coordinator and supply chain coordinator for review.
• Ensure donor reports for assets are complete and submitted to the Grants Department on time as per donor requirement.
• Ensure disposal of assets is reviewed and implemented on an annually as per AHSF and donor requirements regulations.

Fleet and Transport Management:

• Oversee the management of transport/ fleet for AHSF Borno, Yobe, Zamfara, Sokoto Katsina  and Kogi office. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and Field Coordinator/Manager.
• Ensure that systems are in place to account for transported goods.
• Prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting and analysis for continuous improvement.
• Ensure management, tracking, maintenance and reporting of all AHSF vehicles according to AHSF policy.

Program Development:

• Produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Excellent organizational skills with the ability to prioritize workload
• Well organized and analytical
• Able to work well in a team and to undertake assigned tasks independently

Reports:

• Responsible for compiling regular reports from field sites on inventory stock levels, pharmaceutical stock levels and fuel consumption
• Responsible for compiling regular reports from field sites regarding Contributions-in-Kind.

Staff Performance Management, Learning & Development:

• Proactively develop the skills of AHSFstaff across all locations to understand and utilize Logistics tools and services to design and implement quality programming.
• Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff
• Ensure all logistics staff are aware of and in compliance with AHSF logistics policies including SOPs for procurement management, stock inventory, and warehousing management, assets and properties management and vehicle & transport management.
• Implement capacity-building program to strengthen the capacity of Logistics staff under your supervision.
• Support to identify staffing and/or skill gaps and see that these gaps/needs are filled and support the recruitment of all Procurement &Logistics staff and provide day to day supervision of department.
• Ensure that each Procurement &Logistics staff has updated job description, annual performance objective and provide corrective feedback of set objectives through regular performance evaluations.
• Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.
• Ensure leave plan is done for all logistics staff in the first quarter of every fiscal year and monitor its implementation.

Required for all positions with supervisory responsibility, if special considerations are needed (e.g. remote management), make this additive to the base language here:

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity building approaches to build the strengths of the team in Borno state, Nigeria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, at least monthly.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required identify staff performance issues and work with Human Resources to document and address these in accordance with theStaff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.
• Adhere to and act in accordance with the AHSF Global HR Policies and Procedures, and communicates through word and example a high standard of compliance with all applicable policies and regulations.

Research, Learning and Analysis:

• Creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

Coordination & Representation:

• Lead all logistics operations and collaborate with other sectors, partners and local government institutions to ensure effective and transparent operational support.
• Maintain current knowledge of local government requirements related to Supply Chain matters and ensures compliance with legal requirements
• Participate in Logistics Cluster meetings in Borno State.

Key External Contacts: 

• State level logistics clusters and Local government authorities.

Qualifications & Competencies

• Relevant Bachelor’s Degree / HND in Procurement & Supply Management, Accounting, Business Administration and Marketingrelated field strongly preferred.
• 4 – 8 years of experience from working as a senior Procurement Manager in a humanitarian/recovery context.
• Experience from working in complex and volatile contexts.
• Minimum of 4 years relevant administrative management experience, preferably with an international/national NGO.
• Prior experience in supervising staff in a structured work environment
• Demonstrate excellent written and oral communication skills.
• Must demonstrate a good understanding of contemporary management best practices
• Must have excellent research and facilitation skills.
• Excellent people skills.
• Demonstrate high level of initiative, diplomacy, and tact
• Excellent knowledge of computer software – MS Office and Excel especially.
• Must be flexible and be able to work independently and as part of a team.
• Be committed to Action the ’s mission, values, and policies.

Work Experience:

• At least 5 years of experience in similar capacity.
• Experience working with grants funded by donors including USAID, UNOCHA, DFID, ECHO, and EU, UNWFP and BHA and knowledge of specific donor guidelines.

Behavioural competencies:

• Managing performance and development
• Empowering and building trust.
• Analysing
• Communicating with impact and respect
• Managing resources to optimize results
• Handling insecure environment.
• Coping with change

Demonstrated Technical Skills:

• Technical experience managing pharmaceutical and non-pharmaceutical commodities, Transport, Asset an maintenance preferably in Borna State, including knowledge of best practices around storing, managing, distributing and reporting on pharmaceutical and non-pharmaceutical commodities.
• Technical experience interpreting key monitoring and evaluation indicators and data and using it to make qualityassurance decisions and reporting.
• Demonstrated understanding of Supply chain policy and regulations and existing Logistics actors and processes.
• Strong critical thinking and creative problem-solving skills with ability to make sound judgment. Proven ability to plan and manage multiple tasks in parallel to optimize the short seasonal implementation window in multiple locations. Capacity to respond rapidly to evolving challenges, devise appropriate solutions and achieve results.
• Cultural awareness and the capacity to learn rapidly and adapt management approaches to varying cultural and security contexts.
• Strong sense of personal integrity.

Demonstrated Managerial / Leadership Competencies:

• Provides a clear sense of direction, leads by example, and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• continuously seeks to learn, share knowledge and innovate
• Understand, implement and monitor adherence to AHSF Supply Chain policies and procedures including Asset and Inventory Management, Vehicle and Equipment Management and Drug Management
• Ensure that compliance with policies is documented through systematic and random verifications of policy implementation
• Temporarily fill Warehouse and transport Officers gaps during staff absence or position vacancies
• Promptly inform the Field Coordinator Supply Chain Coordinator of any areas of concern or potential or suspected violations of policies and procedures.

Languages: 

•  Fluently speak and write English and Hausa language clearly.

Computer / Other Tech Requirements:

• Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint, including Microsoft Office applications, VHF, satellite phones
• Holder of a valid driving license.    

Ability to Travel:

• The Procurement &Logistics Manager will be based approximately 60% in Northeast and 40% other Area Offices and field.
• Treat beneficiaries with dignity and apply AHSF Code of Ethics and Conduct, the UN Convention for the Elimination of Discrimination Against Women (CEDAW) and the UN Convention on the Rights of the Child (UNCRC) in the field, including sensitizing Field Staffs and vendors/agents on such principles.