Internal/External Job Announcement
About CRS: “Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partner’s people of all faiths and secular traditions who share our values and our commitment to serving those in need.”
In Ethiopia, CRS has a long and rich history of providing emergency relief and development assistance to the people of Ethiopia since 1958. At present, CRS/Ethiopia implements multiple projects through different partner organizations. CRS/Ethiopia has a highly diverse portfolio ranging from very large food-supported emergency response to cutting edge development programs. The current CRS/Ethiopia budget stands at $100 million with funding from the U.S. Government, UN agencies, private foundations, individual donors, and CRS private funds.
CRS strictly adheres to its Policy on Protection of Children and Vulnerable Adults among its staff, consultants, volunteers, and affiliates. CRS is an equal opportunity, affirmative action employer: women, minorities and people with disabilities are encouraged to apply.
As part of CRS family, you will join the more than 5000 strong and vibrant individuals working globally to accomplish the mission of CRS. CRS/Ethiopia invites you, the qualified candidate, to apply for the following position;
Position Title: | Deputy Logistics Manager |
Duty Station: | Addis Ababa |
Employment Term: | Indefinite Term |
Reports to: | Logistics Manager |
Application Deadline: | October 02, 2017 |
Purpose of the Position
· Oversee logistical operations and provide strategic and tactical leadership to particular Logistics staff (Logistics Officer/ Clearing and Commodity Accounts Unit) to ensure efficiency, accountability and transparency of logistics management processes.
· Plan, direct and oversee the upcoming shipping arrangement and port operation activities relating to the sourcing and logistics cycle, in compliance with CRS established standards and best practices, donor requirements and local laws.
· Oversee and regular follow up on the port operations through freight forwarders, clearing agents, prior arrival of CRS cargos
· Prepare, review and submit various reports through QWICR and verify other regular reports generated from Food Log with reconciliation of the partner’s reports.
· Coordinate call forwards, port reception, freight forwarding, customs clearance and surveying in close coordination with HQ Shipping and Life Link Logistics.
· Represent at logistics coordination meetings in the absence of Logistics Manager or Deputy Logistics Manager.
KEY RESPONSIBILITIES
I. Planning and Forecasting
· Provide input for the in-kind commodities component of the Annual Program Plan (APP)
· Research and analyze suppliers of logistics-related services as needed, and maintain records to efficiently meet potential services provision needs.
· Support the definition of specifications for survey service delivery terms and delivery management in close coordination with the procurement unit.
· Oversee the port operation in Djibouti port and represent CRS in meeting with all concerned parties at the port
· Manage the commodity accounting unit and the Logistics officer -clearing.
· Coordinate and report the daily port operation activities to Logistics and Chief of Parties
· Review the call forwards and upcoming shipment schedule report and share with Maritime Affairs, COP’s and others concerned parties
· Oversee the recruitment, training and development of competent staff that can effectively discharge the mandate of the function under portfolio of responsibility.
· Ensure job descriptions are up to date and responsibilities and performance expectations are clearly communicated.
· Ensure effective delegation of authority.
· Orient new staff to CRS identity, culture, partnership principles, tools, and processes.
· Organize assignments, tasks, and expectations in a way that fosters opportunities for learning and development.
· Manage individual and team development by providing coaching, feedback, mentoring, support, resources, and reinforcement.
· Supervises the day today activities in the department, in relation to commodity accountability, movements of commodities.
· Complete all aspects of the CRS Performance Management system on time and effectively to create a high-performance culture and a positive work environment. Deal firmly and promptly with performance issues.
· Process and authorize all administrative documents related to personnel management, such as Timesheets, TEVs, Leave Requests, etc.
· Provide immediate responses for the request comes through LLL related with survey report , incoming shipment through BL and NTBLs.
· Performs other related duties as required
II. Service Delivery and Capacity Strengthening:
· Coordinate call forwards, port reception, freight forwarding, customs clearance and surveying in close coordination with HQ Shipping and Life Link Logistics.
· Develop and share knowledge and best practices, and provide technical assistance and capacity strengthening to staff and partners in the areas of logistics and commodity management.
· Ensure all staff and agents engaged in inventory loading/offloading, transportation and warehousing are aware of relevant rules and safety regulations.
· Ensures that CRS/ET consigned JEOP and DFAP food commodities are transported from ports to CRS PDPs
· Follow up and review call forward against weekly pipeline report of Life Link Logistics,
· Ensure policies/ procedures and systems for JEOP and DFAP commodity are administered and implemented efficiently
· Manage the overall JEOP and DFAP commodity logistics functions of CRS/ET Program in line with policies and procedures and USG rules and regulations
· Ensure all statistical reports regarding the commodity position of CRS/ET are prepared and submitted to CRS/Baltimore and other relevant authorities in a timely manner.
· Ensures that all activities relating to personnel records, administration, training and general services are administered as per CRS/ET’s policy within the unit
· Keep abreast of current practices and methods in relation to logistics management and recommend changes in practice as appropriate.
· Ensures that early notification is given to procurement unit to start the bidding process relying to the ending period of the services contracts. Submit procurement plan and purchase requisition on time
· Prepares a standard agreement in coordination with the Logistics manager and CRS Legal advisor and follows up the signing of the agreement by CRS/ET and the vendor
· Ensure on preparing of key performance indicators for the requested services.
· Frequently travels to Djibouti port and sometimes to field offices & Partner’s program areas to coordinate Logistics activities;
III. Systems and Reporting:
· Oversee and monitor logistics and commodity management systems and processes to ensure timely provision of quality services, following established standards, policies and requirements for management and distribution.
· Ensure strong management and coordination of infrastructure, systems and processes to manage data/transactions recording and prevent and/or reduce losses.
· Ensure that data are entered in the foodlog system daily and accurately
· Ensure that all commodity reports are sent to local partners (MCS and HCS) 15 days after the end of the previous month
· Ensure and maintain a filing system with required records for all logistics services for control and reference.
· Prepare commodities distribution reports for internal and external stakeholders, and confirm that quantities distributed agree with monthly and quarterly plans.
· Review and verify all report (CSR, RSR &LSR) before it submitted to next level
· Coordinate with program staff to support tracking of commodity pipelines.
· Ensure the customs receipt document kept and avail it for audit confirmation
IV. Financial and Claim Management:
· Follows up on various claims concerning commodities (survey , port agent service etc );
· Ensure all payments requests are submitted on time for survey fees
· Collaborate with finance and other operations staff to ensure that finance and logistics/commodity policies and procedures are aligned for seamless accounting of in-kind commodities;
· Review the physical and financial commodities pipeline, and coordinate with Finance in reconciling accounting vs. physical records in line with project objectives.
· Check all the documents thoroughly before submitting for approval
· As required travels to ports, field offices & Partner’s program areas to coordinate Logistics activities;
V. Compliance/Audit:
· Ensure commodity management and tracking practices are in compliance with agency policies, donor regulations, and local law.
· Perform control activities, analyze commodity management service requests, systems and processes, and advise on compliance matters and improvements needed to mitigate risk.
· Ensure that claims are filed against transporters and other responsible parties for commodity losses.
· Lead efforts to prepare for and respond to logistics and commodity components of audit
VI. Reports
· Ensure that all commodity data are entered in Food Log every day and standard reports are prepared and shared with the logistic Manager, HoOPs, COPs and DCOPs
· Generate reports from Food Log and review against the signed reports
· Generate and review the Loss ledger, Dispatch, Receipt loan and report from Food Log
· Review the monthly Commodity Status report submitted to HQ
· Ensure partners received the quarterly transferred commodity report timely for reconciliation purpose
· Checks and submits weekly, monthly and quarterly reports as specified by the Manager;
· Submit port operation report related with the activities arranged at the port
· Ensure that all the data are verified before they are entered in QWICR, also ensure that all the international NGOs and REST have entered all the data in QWICR quarterly by the 23rd of the end of the quarter (e.g. Oct, Nov and Dec are entered by January 23)
· Consolidate the partners QWICR report and submit the report on quarterly bases.
Advisory Role
§ Attend meetings at Djibouti port and in the CP related with JEOP and DFAP Title commodities in the absence of Logistics Manager.
§ Advise Logistics Manager on systems improvement, staff development or any other issues;
§ Support the Logistics Manager on any changes/improvements in logistics systems to the DCOP
§ Report any operational problems and advise the DCOP, Logistics Manager and HoOPs on possible solutions.
KEY WORKING RELATIONSHIPS:
· Internal: Head of Operations, CR, other members of senior management team (Heads of Programs, Finance, Administration, COPs and DCOPs etc…).
· External: Representatives of local government authorities; CRS partners; peers from other NGOs in the country; suppliers and services providers, including (where relevant): Surveyors, Clearing and Forwarding (C&F) Agents, and Transporters.
Qualifications and Work Experience:
· University Degree in related field, and Certification in Logistics/Supply Chain Management (or significant relevant training and experience). Chartered Professional in Logistics/Supply Chain Management (MCIPS) or its equivalent is an added advantage.
· Minimum 3-5 years of experience in logistics/commodity/warehouse management. Minimum two years of experience in relief logistics/commodity management preferred.
· NGO experience (preferred)
· Where relevant: Minimum three years’ experience in Title II commodities management as a Senior Manager.
Knowledge and Skills:
· Excellent planning and organizational skills, ability to prioritize and manage multiple tasks
· Excellent understanding of generally accepted commodity accounting and quality control principles
· Results-oriented with strong customer-service focus
· Strong analytical and problem-solving skills
· Very good negotiation, communication and relationship management skills
· Good knowledge of various donor commodity management regulations (e.g. USAID)
· Proven ability to work under pressure and with minimum supervision
· Demonstrated ability to work effectively with a wide variety of people in challenging conditions
· Experience training and supervising staff
· Computer literate (good knowledge of MS Word, MS Excel, MS Outlook and MS PowerPoint; working knowledge of MS Access a plus).
· Ability to organize meeting with different parties in port of Djibouti
· Good communication skill in multicultural environment
· Good report writing skill
Agency-wide Competencies (for all CRS Staff)
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.
· Serves with Integrity
· Models Stewardship
· Cultivates Constructive Relationships
· Promotes Learning
Travel Requirements:
Approximately 15-25% travel.
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