Logistics Coordinator

Background of Tearfund

Tearfund is a Christian international relief and development agency working globally to end poverty and injustice, and to restore dignity and hope in some of the world’s poorest communities.

We are committed to developing experts who are inspired, resourceful, courageous, compassionate and equipped. If you are interested in working with us, take time to look around our website and discover more about our unique organisation. 

Tearfund’s Application Process

If you would like to apply for this job, please send us your CV and Tearfund Application form together to nepal-recruitment@tearfund.org

Download the Tearfund Application Form from the link:  http://asianart.com/bannersys/pictures/application_form.doc . Please do not forget to mention the Position you are apllying for  in Subject Line of your email application.  

If after reading through this Job Profile, you have any questions or want to find out more information, please do not hesitate to contact nepal-recruitment@tearfund.org.

Job Profile

JOB TITLE: Logistics Coordinator

GROUP: International

TEAM: Nepal Response Team

LOCATION: Kathmandu(With field Visit)

RESPONSIBLE TO: Head of Office Support Service

JOB OVERVIEW 

The Logistics Coordinator (LC) is responsible for the 0verrall logistics function in a Tearfund operational programme. The LC manages the logistics staff at the programme head office plus at any project sites with the responsibility of setting up and implementing a coordinated logistics function throughout the programme covering supply chain, asset management, transport, communications and office/accommodation infrastructure, the LC ensures policies and procedures are known and complied. 

Support and advice will be provided both to the operational team and partner organizations as appropriate.

POSITION IN ORGANISATION

• Reports to the Head of Support Service.
• Direct Reports: Line manages the logistics and other support staff in programme head office where required, including Procurement Officers, Storekeeper, Mechanic, Drivers, Guards and others where appropriate and dotted line manages the logistics staff located in project locations. 
• Dotted line responsibility to the International Logs Manager (UK) and contact with the International Logs Team, Logs Advisor and Programme Officer.
• Works closely with the Finance Manager and HR functions to provide the coordinated support functions  
• Where relevant, liaises closely with government (e.g. Customs) officials, log cluster and other NGOs on logistics matters. 

ORGANISATIONAL REQUIREMENTS

• The post-holder will, at all times, carry out their responsibilities with the utmost respect for the protection of children in accordance with Tearfund’s Safeguarding Policy. 
• To be committed to and share in the outworking of Tearfund’s Mission, Purpose, Values.
• The post-holder will be expected to behave in accordance with Tearfund’s ‘Code of Conduct’ as referred to in the Personal Conduct Policy. 

PROGRAMME STRATEGY

• Ensure Tearfund’s purpose, values, and the programme objectives are communicated amongst logistics staff and facilitate input from them in the strategic planning process.
• Represent the logistics function in SMT discussions, ensuring logistics considerations are taken into account in reviewing and planning programme and project planning and activities.  

PROJECT / SUPPORT FUNCTION MANAGEMENT

• In liaison with the Head of Support Service, works with Project Managers and other project staff to ensure that the logistics needs of projects are identified and met to a high standard.
• In conjunction with the Head of Support Service, Grants Manager, Sector Advisors and Project Managers, ensure project proposals and budgets reflect logistics considerations and that procurement plans are drawn up and followed, processing derogations as necessary, to ensure that procurement is achieved as efficiently and effectively as possible
• Support to ensure supplies are identified, procured and delivered on time to provide value for money, within Tearfund and donor procedures, and to the right specifications.
• Ensure the security of all stock and assets held within warehouses including adequate building infrastructure and maintenance, responsible manual handling, safe stacking, accurate and timely documentation, and appropriate trained and resourced staff.
• Ensure assets are tracked and disposed of within Tearfund procedures and according to donor requirements, assigning both assets and other inventory items to individuals.
• In conjunction with the Head of Support Service, define vehicle fleet requirements and ensure vehicle usage plans, insurance, maintenance and servicing are established.
• Ensure appropriate systems for training and monitoring the work of drivers and mechanics. Ensure testing of all staff required to drive within the programme and provide training where required. 
• Ensure a 24/7 telecommunications coverage with all sites through radio, satellite communications; maintaining the equipment and ensuring all relevant staff are adequately trained in their use for safe and effective communication; providing technical support as required.
• Ensure IT support coverage is provided for all sites within Tearfund policies, and ensure all staff are adequately trained to use the equipment provided. 
• Oversee selection and maintenance of the office/accommodation infrastructure and associated utilities, ensuring safe and adequate living and working conditions. 
• Ensure all new senior staff and those in the programme head office are briefed and appropriately trained on logistics policies and procedures.
• Capacity building and support partner institutions in logistics related issues. 

CORPORATE POLICY AND COMPLIANCE

• Responsible for setting up, managing and overseeing all logistics systems (procurement, transport and fleet management, storage, communications, estate / buildings management, power supply, asset management, etc.)
• Responsible for compliance with the policies and procedures set out in Tearfund’s Programme Logistics Manual and other policy and procedure manuals that may be applicable to a specific activity or situation (e.g. Security, Finance, HR policies). 
• Ensure compliance for health and safety within the logistics function including particularly ensuring safe vehicle fleet management and safe working/living environments for all staff. Also the health and safety of the logistics team specifically, ensuring policy and procedures are understood by staff, and any accidents are recorded and responded to appropriately. Also to ensure that all new staff are briefed and trained on proper use of equipment (e.g. radios) to ensure safety, enhance security and programme efficiency.
• Support the HR functions in the induction of new staff on logistics, ensuring their familiarity with Tearfund’s mandate, values, Quality Standards, policies and programme objectives, particularly focusing on logistics policies and procedures, and their individual responsibilities in upholding these standards and policies.
• In conjunction with the staff response for HR, ensure recruitment and management of logistics staff is consistent with Tearfund HR recruitment policies, the legal context and local practice.
• Ensure all logistics systems and procedures comply with the host country’s and donor’s legal, contractual requirements including required operating licenses.

TEAM MANAGEMENT  

• Support on providing leadership to the logistics teams at the programme head office and any project offices, ensuring clarity over team and individual work plans and priorities, encouraging effective team work and inclusiveness, and building a team spirit through regular meetings and team events.
• Support on ensuring Tearfund’s performance management system is effectively implemented across the project team, with objective setting, probationary reviews, regular catch ups, 6-monthly performance appraisals, personal development planning and exit interviews, carried out for all staff. 
• Ensure that the Logistics team respect local cultural customs and norms. 
• Conduct disciplinary and grievance procedures, as required, in conjunction with the HR Manager.   

EXTERNAL REPRESENTATION

• As delegated by Head of Support Service, represent Tearfund at the appropriate level, to local authorities (whether formal governmental or informal de facto authorities), securing the necessary approvals to operate (e.g. Customs, Radio licenses). 
• As delegated by Head of Support Service, Represent Tearfund at the appropriate level, to other NGOs, UN agencies, and visitors, ensuring coordination and constructive working relations and attendance at relevant inter-agency coordination meetings.
• If required, and in consultation with the Head of Support Service, provide advice, training and guidance to key Tearfund partners to build logistics capacity and competency.

Person Specification

QUALIFICATIONS

ESSENTIAL

• Degree and/or appropriate equivalent qualification
• Full clean driving license

DESIRABLE

• Associated Technical Qualification (e.g. IT, electrics)
• Further qualification in humanitarian logistics

EXPERIENCE

ESSENTIAL 

• At least 5 years of experience in relevant field with 2 years in similar kind of position.
• Proven driving experience appropriate to the programme 
• Management of technical equipment including radios, satellite phones, generators, IT
• Proven experience in the management of staff
• Project budgeting and management
• Proven experience working to compliance levels of international donors

DESIRABLE

• NGO work experience
• Working knowledge of good logistics practice standards in: SPHERE, Core Humanitarian Standard and Red Cross Codes of Conduct. 
• Health & Safety at work
• Cross-cultural/overseas work experience
• Working with government bureaucracy

SKILLS/ ABILITIES

ESSENTIAL

• Leadership and Management
• Analytical, Negotiation and problem solving
• Excellent written and verbal communication skills (in Nepali and English)
• Ability to learn fast
• Computer literate (Word, Excel)
• Report writing
• Financial
• Administrative & organizational

DESIRABLE

• Training and mentoring skills
• Radio and satellite phone troubleshooting
• Electrical power generation troubleshooting
• Off-road driving (4x4, winching) training skills
• IT software troubleshooting 

PERSONAL QUALITIES

ESSENTIAL

• Team player
• Understanding and sensitivity to cross cultural issues
• Flexibility and adaptable to ever changing environments
• Ability to remain calm under pressure
• Willingness to travel and live in basic conditions
• Ability to deal well with local authorities and government processes

DESIRABLE

• Networking
• People developer and motivator