Job Vacancy @ GOAL – Logistics Manager

INTERNAL & EXTERNAL  

VACANCY ANNOUNCEMENT  

General Description of the Programme/GOAL 

GOAL is an international humanitarian agency, with a team of 2,400 personnel, dedicated to alleviating the needs of the most  vulnerable communities. OAL has been working in Sierra Leone since 1999; and have offices in Freetown, Bombali, Port  Loko, Kambia and Kenema District. GOAL has over 15 years’ experience designing and implementing system strengthening  and community-based programmes across Sierra Leone including health; water, sanitation and hygiene (WASH); and child  protection and we are rapidly scaling-up within and across these sectors.

GOAL delivers a wide range of humanitarian and development programmes, ranging from humanitarian relief in disaster situations,  to focusing on nutrition, food security, and building greater resilience and sustainable livelihoods. And work closely in partnership  with local and international partners to achieve its mission.

On this note, GOAL Sierra Leone would like to invite well experienced and professional applicants for the  undermentioned position: 

Job Purpose 

Reporting to the Systems Director the Logistics Manager is responsible for the efficient coordination and management of all transport,  fleet, and equipment management functions for GOAL’s offices in (Freetown, Bombali, Kambia and Kenema District). The position will  also be responsible for the standardization of policies and good fleet, Asset, and warehouse management practices across all the field  sites and will require regular travel to provide technical support to the field-based Logistics management staff.

GOAL has a Memorandum of Understanding (MOU) with LSHTM. GOAL SL has been supporting LSHTM in several vaccine and other  health related research programmes in country. The Logistics Manger will primarily act as the focal point for GOAL in supporting the  vaccine trials and associated research.

Duties and responsibilities 

General: 

• Daily line management of the Transport Officer
• Technical support to the Logisticians in all field locations
• Monitor the Donation-in-Kind documentation and ensure that the paperwork is submitted to Finance
• Plan and organize training and build capacity for logistics staff members in best practice, GOAL logistics procedures,  systems and management
• Ensure fire safety and workplace health and safety standards are adhered to
• Submission of Monthly and periodic reports to Dublin Logistics Desk Officer as outlined in the GOAL Logistics Manual and  internal Management reporting system.
• Attend logistics external meetings on behalf of GOAL
• Carry out field visits, and submit a written report on the visit within 14 days of the return, and ensure actions and followed  up
• Support the Area/Programme Managers in the management of the field logisticians through responding to issues that arise  and proactively assessing field logisticians through reporting and general logistical performance
• Implement a training/induction to ensure programme staff make use of the best logistics resources and practice in the  implementation of programme activities
• Gather, analyse and disseminate relevant logistics information from external sources e.g. Consortiums/Partners
• Participate and input into country budget planning at the following stages:
• Concept note and budget proposal development, grant Management meetings
• Core cost budget development
• Complete logistics checklist at every grant proposal
• Ensure that logistics team are in compliance with Donor rules and regulations by being familiar with the Donor compliance  rules and regulations.
• Act as the focal point for the clearance of goods and supplies from Customs
• Ensure GOAL has all the necessary Insurances in place, and they are reviewed and updated regularly.
• Work with the SD to develop new policy and update/amend current policy to allow for changes in programme  sites/programme changes.
• Liaise with the PD/SD to ensure that the prepositioned emergency stock is adequate and are rotated.
• Ensure the Compound management is in accordance with GOAL security protocols.
• Work with the SD to ensure that there is an equipment replacement plan in place and funds are budgeted for. Specific Duties on each Logistics Section 

Fleet: 

Fleet Planning 

• Work with the Systems Director and supply chain Coordinator to analyze operational / programme needs for transport  and plan appropriate fleet size.
• Prepare an annual fleet plan (including budget needed) and a vehicle disposal / replacement plan. Fleet Standards
• Ensure that vehicles are properly registered and have TPL insurance according to the rules and regulations of the  country.
• Identify quality garages, support establishment of contracts with pre-approved garages, establish quality control  mechanisms, undertake performance reviews at a regular basis. Oversee and ensure that maintenance has taken place  and validate the invoices.
• Ensure the implementation of GOAL fleet management standards.
• Establish and manage relationships with in- and external stakeholders such as drivers, vehicle users (programme staff,  senior management), suppliers, etc.

Fleet Data Management 

• Ensure that fleet data such as maintenance and fuel data is captured in the fleet management reports.
•  Report traffic crashes and vehicle incidents and conducts crash investigation to identify the causes and suggest  preventative measures.
• Monitor fuel consumption and identify innovative ways to reduce fuel consumption.
• Establish mechanisms to check that vehicles are roadworthy at regular intervals.
• Collect and analyze fleet data and prepare and present fleet management reports.

Management 

• Support the office with the arrangements for selection and (re)testing of drivers, including testing of drivers’ fitness.
•  Based on fleet management data and information identify, suggest, and implement actions that lead to improved efficiency  and effectiveness of the fleet as well as reduce the risk associated with fleet operations and road transport.

Asset Management: 

• Managing asset register for Goal Sierra operation. updating the assets register on weekly basis, adding new assets and  removing derelict / worn out assets from the list. Undertake physical verification of the assets to ensure that the listed assets  correspond with the physical assets. Register.
• Ensure to inform when logistics assets need to be disposed and liaise with the systems director for the disposal procedures.  In addition,
• Completing Incident Reports in case of any security breach/incident at the Project Locations.
• Ensuring the Project equipment and standards are upheld.

Stores management:  

• To ensure that all goods received/stored and in transit by GOAL are recorded in GOAL standard templates and are stored and  handled as per GOAL logistics manual procedures of safety, security, accountability, and transparency.
•  To ensure that monthly stock checks are carried out in accordance with GOAL policy and Ethiopia SOPs.
• To produce a monthly report to the ACDS on stock holdings over 120 days and or closed programme stacks
• Review the supply chain periodically to ensure that GOAL policy is being complied with and the goods are being received and  recorded correctly.

Facilities: 

• As GOAL offices currently has power back up supply from generator internal power procedures and policies on generator  power usage should be strictly adhered and respected
• To strictly maintain generators daily and monthly logbooks
• To ensure that individual generator logbooks are completed properly, and all the costs associated to maintenance, repair  and running a generator are in place and practiced
• To compile an individual generator monthly summary sheet and Annual Generator report as per the schedule established  and report on this to SD.
• Ensure that expatriate housing is safe and habitable upon signing of lease and that it meets all security requirements.
• Respond to issues or concerns raised by staff regarding the condition of GOAL office or expatriate housing.

Personnel 

• Carry out performance evaluation for staff under your management.
• To maintain and update Job Descriptions for all logistics staff in liaison with SD & HR

In relation to LSHTM 

Generator and Site Management  

• Ensure GOAL support team maintain generator running times at all sites in-line with stated LSHTM requirements.
•   Monitor fuel usage for all generators and conduct regular checks of all generator logs, fuel tracking sheets and  maintenance/repair plans.
• Recommend suitable changes to generator running, fuelling and repair/maintenance plans to provide optimum support in line with LSHTM requirements.
• Manage all repair and maintenance contracts signed by GOAL in support of designated LSHTM facilities.  Fleet Management
• Ensure GOAL support team maintain Driver availability in-line with stated LSHTM requirements.
• Monitor fuel usage on all TOM cards and conduct regular checks of all vehicle trip logs, fuel tracking sheets and  maintenance/repair plans.
• Liaise with LSHTM staff on all vehicle requirements outside of normal office hours, monitoring and signing off all overtime  forms for GOAL drivers.

Procurement  

• Raise all relevant GOAL Purchase Requisitions for procurement in support of LSHTM.
• Liaise with the GOAL Procurement Office in Freetown to make sure all LSHTM procurements are actioned quickly and in  compliance with GOAL procurement policy.
• Advise LSHTM on GOAL procurement processes and in-country limitations.
• Importation and Customs Clearance
• Coordinate and supervise the import into Sierra Leone and delivery of EBOVAC1 study materials to designated trial study  sites.
• Submit and manage all documentation for duty waivers and customs clearance processes.

Admin, HR & Finance  

• Technically support LSHTM Logistics Manager.
• Coordinate with LSHTM management to ensure Trial Support Team are managed in line with GOAL HR policy.
•  Provide guidance and leadership to GOAL Trial Support Team.
• Facilitate relevant training on GOAL policies and processes for GOAL and LSHTM staff.

Liaison and Communications  

• Act as point of contact for LSHTM trial staff in Sierra Leone.
• Provide updates to GOAL management and LSHTM on support activities as required.

Compliance Issues 

• Familiarize self to GOAL Donor Compliance requirements and understand the terms and conditions of each donor and comply  with the same.
• Actively contribute to GOAL’s risk management procedures and commit to reporting any potential risk areas immediately.

Mainstreaming Issues 

The employee must read, understand and implement, according to area of responsibility, GOAL’s policies and procedures on  mainstreaming of Gender, HIV/AIDS and Child Protection.

Key Performance Objectives 

• Improve fuel consumption and vehicle usage.
• Reduce crashes and incidents.
• Establish proper management for Goal assets.
• Improve vehicle availability.
• Facilitate good warehouse management, prevent pilferage and theft.
• KPO 4

Behaviours (Values in practice) 

• Act as a representative of GOAL and demonstrate the highest standards of behaviour towards children and vulnerable  adults both in your private and professional lives.
• Manage staff in a respectful manner!
• Demonstrate good customer service behaviours to stakeholders.

Requirements (Person Specification) 

Essential 

➢ Minimum 3 years’ experience in fleet or transport management or logistics management

➢ Knowledge and effective use of fundamental management concepts, practices, and procedures relative to quality  and productivity improvements, training, budgeting, and cost control.

➢ Written and spoken English.

➢ Proficiency with Microsoft Office – Outlook, Excel, and PowerPoint

➢ Holder of a valid driving license

Desirable 

➢ Degree in procurement, logistics and supply chain management, Business management, master’s and other  professional diplomas will be an added advantage.

➢ Safe driving skills

➢ Skills in routine vehicle maintenance

➢ Strong asset and warehouse management skills

➢ Knowledge in the use of Microsoft package

Safeguarding 

• Children and vulnerable adults who come in contact with GOAL because of our activities must be safeguarded to the  maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual  exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to  include rigorous background and reference checks in the selection process for all candidates.

Accountability within GOAL 

Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with GOAL  will be expected to adhere to the following key areas of accountability:

• Comply with GOAL’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm  principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

If you have these skills and interested in joining our committed and dynamic team, please send your cover letter and up-to-date CV to jobs@sl.goal.ie.  on or before 5:30 pm – 2nd April 2025 please note that a copy of the application letter must be sent to the NGO Desk Officer, Ministry of Labour,  New England or emailed to: employmentdesk71@gmail.com 

Only shortlisted applicants will be contacted for interview. 

GOAL provides equal opportunity in employment and prohibits discrimination in employment based on race, sex, colour, religion, sexual orientation,  age, marital status, or disability.

“FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY”