Categories

Responsibilities

Overall Purpose of the Job

Working under the direction of the Logistics Manager, the Logistic Coordinator provides support in the implementation of all supply and logistics support to organization Syria programme, ensuring that the standard, policy and procedures are in place. 

The Logistics Coordinator will work to support the smooth running of the operations in Syria and work closely with the Base Managers in Raqqa and Hasakah and the Senior Managers in the Operations Team.

Reporting structure

The Logistics Coordinator will report to the Logistics Manager.

Detailed Responsibilities

Planning

• Support to the Logistics Manager to collect feedback from the relevant stakeholders (e.g. Country Finance Manager, Operation Teams, etc.) to develop a country procurement strategy.
• Support the Logistics Manager for developing and/or adopting our policies, procedures and guidelines covering procurement, logistics and inventory management.
• Support the Logistics Manager in to ensure that Organization’s procurement, logistics and inventory management policies, procedures and guidelines are known, implemented and followed. This could include a day-to-day guidance and support to relevant field staff, and periodic training and Sector site visits, based on the Logistics Manager’s requests.

Work with the Logistics Manager in collecting feedback from the Dept. Managers to support the development of procurement plans for improving procurement efficiency by consolidating purchases, reducing spot-buying and addressing aggregated procurement issues.

Procurement

• Work in collaboration with the Logistics Manager, following his/her instruction to centralise the procurement (supplier selection and contracting) activities, i.e overseeing the selection and appointment of suppliers, conducting local market surveys and running competitive tendering processes
• Facilitate the set-up of Framework Agreements or contracts both at centralised (Head office) and decentralised (Bases) levels, in order meet the Operations and Support procurement needs in Organization Syria response
• Ensure that the NES Programme approved procurement tracking tool is in place at all locations
• Ensure that the country’s Suppliers Database is in place and up to date, as per SoPs/ organization standards (including vetting requirements) and following the Logistics Manager’s guidance
• Monitor contract execution to ensure suppliers are delivering as per agreed terms and conditions
• In collaboration with the log manager, run spot checks of procurement archives to ensure adherence to retention policies and best archiving practices
• Following the guidance of the Logistics Manager, monitor market prices, notably prices of high value, high turnover categories of items, and monitor that purchasing activities actioned by staff across all our organization Syria locations and ensure the Purchase to Pay process is working effectively
• When requested by the Logistics Manager, run spot checks on procurement archives when visiting  Syria base to ensure adherence to policies, procedures and guidance
• Support the procurement for Hasakah and Raqqa bases.
• Ensure the procurement policy is strictly adhered for any procurement take place in our Organization Northeast Syria. 

Assets Management

• Under the Guidance from the Logistics Manager, ensure that an asset management system is taking place in compliance with our organization system, policy and procedures and donor requirements.
• Ensure inventories of assets, equipment and consumables are recorded, monitored and updated, and report any discrepancies to the Logistics Manager.
• When required, conduct inspection of all goods & materials received and review the necessary documents  upon arrival.
• Support to the Logistics Manager for maintaining an accurate and quality assets and inventory database; conduct regular audits to ensure the accuracy of the records; prepare reports for anomalies and discrepancies. Conduct annual asset count in an annual basis.
• Prepare and submit in a timely manner the assets and inventory reports to Line Manager
• In collaboration with the BMs, under the supervision of the Logs Manager, facilitate the transportation of assets between offices / bases and obtain approvals from the government authorities pertaining to any movements, as required.

Logistics

• Provide support in dealing with government authorities (Customs, Police, Border Authorities in Syria) in order to obtain approvals for all procurement and logistic activities.
• Liaise with relevant local authorities on issues pertaining to the shipment of goods.    
• Maintain accurate administrative records relating to all purchases and shipments, in line with MAG procedures and donor regulations, in order to ensure transparency and accountability.
• Provide necessary support during the audit.

 

Inventory Management

• Supporting the Logistics Manager and the Base Managers in managing a country-level Inventory Management System by:
  • Standardizing categories of equipment and consumables across all our organization locations, and producing standard lists of asset and inventory items.
  • Monitoring minimum and re-order stock levels, established by the Logistics Manager and stated in the procurement tracker, taking in consideration usage patterns and order time.
  • Following the monthly inventory tracking system, supporting the BMs, in order to ensure smooth management of the inventory levels and avoid out of stock situations or overstocking.
  • Train staff in all locations in proper data entry and stock management practices, with support from Logs Manager.
• Work with Dept. Managers and Operations staff to ensure the inventory management system is effectively tracking field consumable usage and fleet/mechanical high-volume parts turnover.
• Ensure that accuracy of inventory records by conducting spot checks, stock reconciliations and periodic inventory analyses at all locations.
• Support the Logistics Manager to identify items to be stocked at suppliers’ premises level to limit MAG stock holdings.

Maintenance of organization premises and infrastructures

• Support the office and guesthouse establishment in Raqqa/Hasakh.  Ensure that the office and guesthouse are running and equipped with complete facilities
• Ensure that the office and guesthouse in Raqqa are functioning and running well with moderate and furnished facilities. 
• Ensure the generator is installed and in place and the fuel supply is available.
• Hire outsourced support to support the required repairs as required (Plumbing/ water and electricity supply device/ sanitary ware of the premises).
• Anticipate the needs for maintenance of the premises and equipment, by performing regular maintenance check-ups in the premises;
• Check that installations and buildings conform to security norms (closures and doorways in a good state, open spaces lit up, buildings identified, fire extinguishers present, electrical installations earthed, etc.)
• Supervise the efficient use of generator in Derik office.

Management, Training, Communication and Networking

• Carry out assigned tasks and oversee training, capacity-building and career development.
• In coordination with the Logistics Manager, deliver appropriate training to enhance the understanding of procurement and logistical procedures, asset control, inventory, stores control and MAG Policies and Procedures for both Support and Operational staff.
• Develop contacts with other agencies on procurement issues, such as the sharing of best practices, price or supplier lists, and information on dealing with local authorities and ministries.
• Represent MAG in any relevant forums pertaining to the areas of responsibility.
• Escalate issues, problems or potential risks in the areas of responsibility to the line manager

Safeguarding

• Work in compliance with/ uphold our Safeguarding framework - Policy on Personal Conduct, Protection of Children and Vulnerable Adults Policy, Dignity at Work Policy, Reporting Malpractice (Whistleblowing) Policy, Equal Opportunities Policy and Policy on Modern Slavery
• Encourage an open and transparent way of working that facilitates a strong safeguarding culture within and between teams
• Ensure that all staff understand the provisions clearly and challenge any unacceptable behaviour
• Ensure that any concerns, reports or complaints are taken seriously and investigated promptly and thoroughly

General Responsibilities:

• Work within the framework of our core values
• Represent the organization with integrity and professionalism
• Participate in meetings where relevant as directed by Management, and
• Apply learning from appropriate training and development programmes