🇸🇱 Job Vacancy @ Solthis – National Logistician

Solthis is an international health NGO which contributes to the strengthening of health systems to  improve the access to quality care in countries with limited resources and/or with the vulnerable  populations. Solthis is registered and has been operating in Sierra Leone since 2011 where our teams  have been providing comprehensive technical support at both health facility, national and community  levels to improve quality of HIV care.

SPECIFIC TASKS AND RESPONSIBILITIES 

1- Asset Management 

• Registers new asset, files, scans and uploads all mission assets to SharePoint; tracks and monitors them
• Conducts regular inventory and annually physical check asset and submit a report to the AFM and CD
• Leads the disposal asset process based on lifetime usage, project end or office closure
• Ensures vehicle maintenance, and produces a monthly report that includes fuel consumption analysis

1The Maze off King Street, Wilberforce, Freetown, Sierra Leone, Phone. : (+232) 72 38 46 93, [email protected]/www.solthis.org

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• Coordinates with the Programme and Project Coordinators and Team Leads in the sub-offices for vehicle planning

2- Flights/Travels Coordination and Staff Movements 

• Manages consultants and Head Quarters (HQ) visitors’ movements in the country, i.e. air tickets booking, issuing mission orders. hotel booking, landing visa, boat taxi ticket, arrangement of welcome at the airport , transfer arrangement for the tranfer by boat taxi, transportation to and  from the hotel, vehicle availability, etc.
• Manages staff movements in the country as per requests for vehicle or validadted ToRs, issuing mission orders, etc.

3- Office Management 

• Oversees the daily functioning of office facilities, ensuring they are properly, neat and functioning well
• Oversees the implementation and filing of contracts with suppliers (offices rental, equipment  maintenance, internet supply, etc.), ensuring that they are properly signed, and updates the  database regularly.
• Monitors supplier contracts in collaboratio with the Administrative Assistant, carries out an  annual supplier evaluation and submits a report to the AFM and CD
• Caoches, mentors and evaluate staff under his supervision (1 Log Assistant, 1 Office/cleaner Assistant and 4 drivers)
• Manages security guards, ensuring visitors arrangement coordination with them, and making sure their work is done properly as per the SOPs/contract agreement signed with the Security company
• Locates and rents appropriate facilities for trainings/workshops in collaboration with Log & Admin Assistant.
• Arranges the office space, and equipments needed for the new employee to take up his/her  post
• Supports the Deputy AFM in the recruitment of staff i.e., advertisement of position, provision of  equipments for tests, etc.

4- Warehousing 

• Ensures reception, storage in excellent physical condition of commodities and goods • Ensures the dispatching of commodities and goods in collaboration with the Programme and Project Coordinators
• Ensures the maintenance of up-to-date warehouse records (stock ledger, bin cards, loss status reports, etc.) and filing systems for monitoring, control, and reference
• Implements regular inventory control systems for proper commodities, goods and assets handling and accounting
• Prepares accurate and timely warehouse report and annually warehouse physically check • Leads the process of disposal

5- Procurement  

• Collects and updates information on the cost of goods and services on the market on a regular  basis, and makes it available for the new projects’ budget development
• Maintains and updates suppliers’ information such as qualifications, delivery times, product  ranges, etc.
• Develops annual Procurement Plan for each project in collaboration with the Programme and  Projects Coordinators

• Follows and enforces Solthis procurement policies and procedures
• Reviews, compares, analyzes, and approves products and services to be purchased. • Organizes biddings at mission level
• Researchs and evaluates prospective suppliers
• Prepares the documents required for the payment of expenditures and submit to the Deputy  AFM for review before validation of the AFM
• Ensures that all payment documents complies with procedures, checks the completeness/quality  and are marked “GOOD TO PAY” before being submitting to the Deputy AFM

6- Fleet  

• Maintains vehicle fleet, including establishing a regular maintenance plan for each vehicle and an appropriate service record system
• Ensures legal compliance of all vehicles, and maintains copies of all registration and insurance documents in an appropriate manner, filing of accident reports, and managing vehicles use log books
• Supports the AFM and Deputy AFM to organise the repatriation and medical evacuation of  expatriate staff, ensures vehicle readiness in event of emergency evacuation
• Assists the Deputy AFM in the recruitment of qualified drivers
• Liaises with the Deputy AFM to develop efficient driver schedules and leaves • Mentors and coaches drivers to adhere to strict schedules and monitors their behavior to ensure  a high level of service.
• Schedules regular vehicle maintenance to ensure operational efficiency
• Ensures regular monitoring of drivers, and tracking of Solthis vehicles using GPS • Ensures the lease of private motor vehicle when needed, in compliance with Solthis security and  vehicle policies

7- Security 

• Implements and manages an appropriate security plan for the mission in accordance with Solthis policy and procedures
• As required by policy, proposes updates/reviews Security Management Guide to the AFM • Ensures ongoing security awareness training for all staff
• As directed by the CD, represent Solthis at security meetings and monitors all security updates originating from the Government, UN, and INGO sources
• Advises the CD on changing security situations, and on implementation of security policy as appropriate
• Ensures the Security Management Guide is filed and accessible to project leadership in event of an emergency, including essential information related to medical details/insurance policies of all staff
• Manages, maintains, and police a functional communications system between the main office and the sub-offices
• Provides training and technical support as necessary
• Ensures all respective legal requirements are fulfilled
• Submit a weekly security report to the AFM

8- Administration 

• Registers expatriates staff with local authorities – work and resident permits. • Ensures that all administrative documents required for the performance of expatriate staff are  complete and up to date, i.e. (visa, identity papers, travel authorisation, etc.),

• Supports project development efforts by providing updated costs for goods for the development of budgets
• Monitors newspapers and other specialised news sources on a regular basis to identify funding  opportunities for Solthis to provides services and keeps the CD informed
• Participates to audits by providing documents relating to logistics ; and follows up the  recommendations of external financial audits carried out in the field and/or at head office • In conjuction with the Deputy AFM, and the support of HQ ensures the creation of email account  for new staffs and their access to SharePoint ; and produce ther business cards

YOUR PROFILE: 

Educational background and experience 

• You have a BSc in Logistics Management or technical related studies
• You have additional training in logistics management and development of humanitarian  projects/operations, or equivalent, preferably in the field of international solidarity.
•  You have at least 3 years of professional experience in a Logistics coordination/manager  position with INGOs

Skills required: 

• High capacity for analysis and synthesis.
• Ability to project quickly in an emergency context.
• Mastery of the management of the project cycle.
• Ability to handle conflicts.
• Ability to work remotely including capacity building and remote deployment.
•  Excellent communication includes constructive feedback.

Security 

• Personal security management

Language skills 

• Excellent spoken and written English skills.

Personal Qualities 

• A creative mindset and approach are required to succeed in this role.
• You must have the ability to work under pressure and without constant supervision.
• Ability to be proactive, reactive, and flexible.
• Capacity to organize your work and manage priorities.
• Strong interpersonal and intercultural skills.
• Good team member

HOW TO APPLY ? 

Starting date : As soon as possible

Contract duration : 6 months, renewable based on performance

Salary & benefits : According to professional experience and Solthis salary grid  Submission of applications : Please send your application in English (CV in PDF, cover letter in PDF,  references, dates of availability) to the Country Director [email protected], subject  “National Logistician”, by January 9, 2024

The position is opened to Sierra Leonean exclusively. Female cadidates are strongfly encouraged to apply  This non-contractual document is subject to change according to the needs of the service Solthis reserves  the right to close any vacancy before the advertised deadline. Thank you for your understanding.