General Description of GOAL’s Work in Sierra Leone

GOAL has been present in Sierra Leone since 1999, with an overall aim to contribute to poverty and vulnerability reduction through the implementation of integrated, multi-sectoral interventions, with a primary focus on improving Reproductive, Maternal, Neonatal, Child and Adolescent health (RMNCAH) specifically addressing teenage pregnancy. GOAL is also improving rural water supply, urban WASH focusing on faecal sludge management and promoting social inclusion, empowerment, and the promotion of decent work through systems-based programme approaches and community led social and behavioral change. GOAL currently operates in Western Area Urban (Freetown), Kambia, Bombali, Koinadugu, Moyamba and Kenema Districts, with funding from Irish Aid, Bill & Melinda Gates Foundation, the European Union, Charity: Water and DFID.

General Description of the Programme

GOAL has been engaged in implementing charity water funded project in rural communities in Gaura, Tunkia Dama, Koya Noma Simbaru, Wandor and Gorama-mende chiefdoms in Kenema district since early 2018.

In line with Government of Sierra Leones Water and Sanitation policy, the National Rural Water Supply and Sanitation Programme as well as the Sustainable Developmental Goals, GOAL is contributing towards government’s efforts of increasing access to safe and sustainable water to the rural population of Kenema by refocusing its strategy which seeks to strengthen its relationship and service delivery through a Public and Private Partnership approach. Therefore, GOAL have been closely working with Ministry of health and Sanitation, Ministry of Water Resources and Kenema District Council (KDC) through in ensuring that the above Government goals are met

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

Job Summary

Overall Objective:

Under the supervision of the Area Coordinator, the Logistics Manager is responsible for managing the day-to-day Operations of the North and North/West logistics department including but not limited to: Procurement, Warehouses, Offices, Guest House(s), Assets /DIK’s, Fleet & Transport, accommodation and facilities.

The Logistics Manager is responsible for the procurement of all category’s goods, services and works in accordance with GOAL standard supply chain and Logistics/procurement procedures to serve development and emergency needs of the organization.  Bearing this in mind, he/she is responsible to support field offices in their procurement and logistics activities in line with the GOAL Logistics and procurement policy.

KEY DUTIES AND RESPONSIBILITIES IN FUNCTIONAL AREAS. 

 PROCUREMENT MANAGEMENT  

The Logistics Manager directly provides an oversight over all procurements relating to Bombali Field Office through collaborating with the Procurement Manager in Freetown either by means of providing support, division of Labour and/or delegation (as necessary) to ensure timely execution of all procurement requests put forward on behalf of North and North/West Regions North and North/West Regions.

Specific Functional Roles include: 

• Ensuring that all Departments submit their Monthly Procurement Plans prior to the start of a new month.
• Ensures that vendors are paid within timeline as stipulated in the Procurement Manual. Kindly note that: Area Coordinator will refuse to sign POs which process commencement date exceeds the stipulated timeline within the Procurement Manual.
• Area Coordinator should be made aware should procurement document(s) seats in any non-procurement Office beyond 24 hours not acted upon either by way of approval or disapproval.

Supervision and collaboration role with the Procurement Manager is with reference to the undermentioned Tasks that he performs for which you will be held responsible for any lapses. 

Key Duties/Task list (detailed list of tasks and outputs categorised by “daily” “weekly” procurement up-date to the Logistics Manager with the following people in copy: Area Coordinator, Logistics Coordinator and Procurement Manager. Key Duties/Task list (detailed list of tasks and outputs categorised by “daily” “weekly” procurement up-date to the Logistics Manager with the following people in copy: Area Coordinator, Senior Logistics Manager and Procurement Manager.

• To effectively and efficiently liaise, negotiate, and inform suppliers and service providers to gain the best value for money on all purchases originating from the Freetown office and high value purchases originating in field offices
• Ensure large upcoming payments are flagged to finance to avoid the accumulation of suppliers’ payment
• To maintain and update the order request tracking database providing a report to the senior procurement officer on weekly basis.
• Ensure that orders are fulfilled within the target time periods based on their value and procurement turnaround time.
• Effectively communicate, follow-up, and work with the field office logistics staff on purchases where Freetown involvement is needed
• Provide as needed information to line managers or programme managers regarding purchases, cost of items, or vendors
• To understand and enforce the procurement authorization chart and assist the logistics coordinator and financial controller in revisions
• Ensure that GOAL secures value for money and adequate specifications of items procured ensuring that all procurement is performed in compliance with donor regulation.
• To check and ensure that procurement filing system is in place and properly organized before forwarding to senior procurement officer.
• To check that correct procurement templates are used, comprehensive and complete paperwork are filed for audit purpose.
• Ensure that format, correct spelling and data entered Order Tracking Sheet (OTS) is relevant and regularly updated.
• Ensure that all contract payments are up-date on the contract database before payment send to finance for payment.
• Perform any other procurement related duties as required.

 FLEET MANAGEMENT  

• To ensure that the GOAL Fleet and any other vehicles used by GOAL are road-worthy and safe.
• To make sure that all safety and security   procedures and measures as   according to GOAL manual are exercised and those which are specifically required for a certain location
• To co-ordinate with the project managers to ensure that the Fleet requirements of the programme are being met.
• To manage all Fleet requirements including fuel, maintenance, servicing and ensuring that all vehicles  are   fully   equipped   with   tool   kits, first   aid   kits, and   other   relevant   equipment   and equipment is maintained as per GOAL logistics manual.
• To manage and coordinate   all   drivers and make   regular inspections of vehicles   and   vehicle logbooks.
• To coordinate with and make recommendations about the purchase, hire, repair and maintenance of all vehicles.
• To monitor and evaluate drivers’ performance, fuel consumption and vehicle maintenance and repairs.
• To oversee   weekly   checks   on   all   tools   and   spares in all GOAL vehicles   as   well   as   weekly mechanical checks.
• To provide monthly evaluation reports on all Fleet logistics issues to the AC and Senior Logistics Manager.
• To manage a fuel system, including   the   weekly and monthly Fleet   analysis   of the cost and efficiency as per the GOAL standard Vehicle Logbook and Analysis formats
• To make sure that there is an efficient system of booking and usage of the vehicles for programs • To make sure that adequate and sufficient stocks of spare parts, consumables and fuel is created in required areas, replenished, well recorded and accountable for as per GOAL standard stocks management systems and paper works
• To analyse Fleet   Data on   a regular basis and compile GOAL standard reports for Individual vehicles and the entire Fleet within the region.
• To submit Fleet Status Report for Field Office to Senior Logistics Manager as required for consolidation of Country Fleet Status Report and submission to HQ.

ASSETS 

• Ensure all GOAL assets are accounted for and recorded on the Fixed Asset Register (FAR) as per   GOAL   Asset   management   procedures   and   policies   taking   into   consideration   Donor requirements.
• To carry out physical counts and update relevant paper works as per standards and requirements set in Logistics manual
• To coordinate with Finance department in monthly Assets checks
• To provide an updated FAR to Senior Logistics Manager in Freetown each month to share consolidated FAR with Finance.
• To coordinate issuing of assets to end users and ensure that relevant paper works and collection of assets back from the users’ systems are in place and working.
• To manage all   actions   and paper  works   related   to  change   of  status   of   assets   through  sale, disposal, write off, handover, send back to HQ, loss and damage of assets.
•  To manage donation- in-kind of assets as per standards and requirement of the Logistics Manual.
• To maintain country Inventory systems of the items which do not fall under Fixed Asset category. To create and maintain country Register for professional literature, software and installation Cd’s, user manuals, etc.
• To complete all relevant reports, obtain required authorizations and file the paper works as per standards and requirements set in Logistics Manual

COMMUNICATION AND IT 

• To make sure that communications systems being used are adequate for the purpose intended and cost-effective.
• To provide relevant and regular training to all users and newcomers for all communication units in practice, introduce them to communication plan and procedures in use in country.
• To provide required and ongoing trainings   and   technical advice to all relevant staff and newcomers on all IT systems and requirements practiced in Field office.

FACILITIES MANAGEMENT 

• Ensure GOAL offices, vehicles, communications equipment and drivers meet GOAL safety and security standards.
• To manage utilities, such as power (both mains and generator), water supply and bills.
• To maintain generators logbook, services, fuelling systems and analysis, cleaning.
• To ensure correct   load, electrical   capacities   distribution, power   protection   of   generators   and   generators power distribution systems
• To carry out ongoing maintenance of buildings, and assist country management in relevant and accurate budget planning annually for the maintenance of all GOAL compounds in country
• To support AC and Senior Logistics Manager in managing Health and Safety issues, such as:

•  fire safety (all fire extinguishers are accessible, maintained and staff trained, fire exits are in place and clear),
• cleanliness of external and internal premises of the compounds,
• clean water supply is available,
• working environment and space are managed.

• To liaise with security company. To ensure that security gear and equipment for the compound and guards are procured and maintained as per adequate requirements

STAFF MANAGEMENT  

• Train   and   build   capacity   of   the   logistics   team   members   in   best   practice, GOAL   logistics procedures, systems and management.
• Liaison with AC/SLM/HR/Administration department on any HR related issues. To coordinate with the Human Resources Manager in recruiting and discipline procedures of the staff in accordance with GOAL HR policy and Sierra Leone Labour Law
• To arrange   the   hiring   of   casual   skill   labour   for   any   maintenance   and   hardware   job   in   the compound
• To carry out induction on Logistics set up, systems, standards, paper works and requirements to any new incoming program staff and logistics officers
• To carry out staff appraisals as per scheduled requirements of HR department in country
• Communicate   with other   sections in   field   office   on progress   and   status   of  logistics   projects development, any new procedures and regulations installed within Logistics department in field
• office, as well as those systems imposed by HQ, any changes in the structure of the logistics department.

GOAL anticipates that in the performance of daily activities there will be some tasks requested of the employee that are not stated in this job description. It is therefore an additional responsibility of the employee to be flexible regarding its’ interpretation.

Key Attributes 

• Honesty with strong motivation to become effective manager of people and resources
• Excellent inter-personal skills with people from different backgrounds, businesses, and education levels.
• General understanding and ability to recognize quality, durability, and value • Attention to detail and highly organized
• Decision-maker.
• Multi-tasking and ability to prioritize competing demands
• Proactive in addressing problems and finding solutions
• Computer literate with proficiency in Microsoft Excel and Word
• Fluent in written and spoken English, Mende and Krio

General terms and conditions

GOAL has a Staff Code of Conduct and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any candidate offered a job with GOAL will be expected to adhere to these policies any job offer made is also subject to police clearance. GOAL is an equal opportunities employer.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated.  Due to the nature of GOAL’s work we aim to fill vacancies as quickly as possible.  This means that we will close adverts as soon as we have found the right candidate, and this may be before the published closing date.  We would therefore advise interested applicants to apply as early as possible.

Safeguarding

Children and vulnerable adults who come into contact with GOAL as a result 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 [email protected]. on or before 5:30 pm – 2nd September, 2024 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: [email protected]

Only shortlisted applicants will be contacted for interview.

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

“FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY”