RECRUITMENT ANNOUNCEMENT

EMPLOYMENT: SOLIDARITES INTERNATIONAL launches the internal/and external recruitment of a

BASE Coordination (Yaoundé) with field travel POSITION
Assistant Logistics Coordinator

 

 

I. PRESENTATION OF THE ORGANIZATION

Solidarités International (SI) is a French NGO created in 1980 and today present in 22 countries, with strong expertise in the areas of WASH (Water, Hygiene and Sanitation), SAME (Food Security and Livelihoods) and Shelter/AME (Essential Household Items).
The mission of Solidarités International (SI) in Chad and Cameroon – merged in June 2020 for the sake of relevance and complementarity of the interventions carried out – today includes interventions in the Far North of Cameroon (where it has been present since 2017) as well as in the Lake, in the east and south of Chad where SI has been operating since 2008. With its knowledge of the context, SI leads food assistance projects, particularly through monetary transfers, economic recovery and access to water. It integrates into all its activities a strong dimension of empowerment and strengthening of civil society organizations.

 

 

II. POSITION DESCRIPTION

MISSION

Goal / purpose:

• The Deputy Logistics Coordinator supports the Logistics Coordinator in managing the logistics activities of the mission.
• He/she supervises the purchasing process of goods, services and works necessary to carry out IS actions, in compliance with the required procedures.
• He/she ensures that the mission is properly supplied.
• The Deputy Logistics Coordinator monitors the mission’s equipment: vehicles, generators, radiocommunications and IT
• He/she guarantees compliance with equipment management rules on all of the bases the mission
• He/she supports the Logistics Coordinator with all questions relating to security management.
• The Mission Logistics Manager ensures ongoing training of the logistics teams in IS procedures
• He/she ensures the logistics reporting of the mission.
• He acts as interim Logistics Coordinator in the event of his absence.

 

 

 

FUNCTION
Supervision of the processing of mission orders and implementation of the purchasing process
• Receive, verify and process quotation requests and LAs issued by the bases;
• Monitor LAs and inform requesters of the progress of processing their orders;
• Provide support to logisticians for carrying out purchases and drafting contracts;
• Write calls for tenders as well as contracts requiring validation of coordination;
• Supervise the implementation of purchases by ensuring compliance with validation rules and procedures;
• Centralize purchases of durable equipment based on IS standards and have them validated by the logistics coordinator before sending them to the headquarters supply department;
• Ensure that purchasing files are complete and archived according to IS procedures.

Supervision of mission supplies
• Ensure the capitalization of price and supplier lists, as well as the documentation in use (import – export, exemption, taxes, etc.);
• Carry out the purchasing environment analysis at the national level and compile the analyzes carried out at the base level;
• Master IS purchasing procedures and those of donors financing the mission’s programs;
• In collaboration with the programs, consolidate base purchasing forecasts and guarantee the proper creation of purchasing files at mission level;
• Select suppliers, negotiate prices, delivery times and terms;
• Monitor relationships with suppliers.

Tracking shipments
• Identify freight forwarders and carriers;
• Monitor national and international freight and shipments;
• Supervise customs clearance and exemption procedures for imported equipment.

Supervision of mission stock management
• Monitor the proper management of mission warehouses;
• Ensure sufficient and satisfactory storage conditions;
• Inform stock managers and/or warehouse workers of upcoming material entries;
• Consolidate and analyze monthly stock inventories of the various mission bases;
• Ensure compliance with storage procedures and use of IS formats;
• Ensure that monthly physical inventories are carried out and reconciled with theoretical inventories;
• Consolidate the monthly inventory of donations across all mission programs and transmit it to the logistics coordinator;
• Propose a reallocation of the material remaining at the end of the program.

Vehicle fleet management
• Consolidate and analyze monthly consumption relating to the vehicle fleet;
• Implement the method of managing the supply of fuel, spare parts and consumables for the vehicle fleet;
• Supervise the administrative management of documents related to vehicles (log book, contracts, insurance, registration, etc.);
• Ensure the pooling of vehicles at the base level;
• Ensure the execution of maintenance and repair operations on mission vehicles;
• Ensure the presence of the appropriate on-board kit in each vehicle;
• Enforce the rules related to the movement of vehicles and people.

Communication management
• Become familiar with the legislation in force regarding radiocommunication equipment;
• Assign logistics codes to each piece of equipment entering the fleet;
• Participate in the dimensioning of the mission’s means of communication according to the opportunities and constraints linked to the field with the logistics coordinator;
• Ensure the quality of installations, the proper functioning and proper use of communication systems;
• Keep the status of the mission’s radiocommunication equipment up to date in conjunction with the supply manager;
• Carry out regular physical inventories of the mission’s radiocommunication equipment.

Management of IT assets
• Participate in the dimensioning of the mission’s IT assets;
• Implement a backup, data protection and antivirus updating strategy;
• Ensure the maintenance and proper use of the IT equipment;
• Create a list of breakdowns and write reference documents on how to resolve them;
• Contact the headquarters IT department for any technical support requests;
• Carry out pre-diagnoses for all requests for the return of equipment for after-sales service in France and validate them with the headquarters IT department;
• Ensure the correct shipment of the equipment to France and the presence of support documents: Waybill and breakdown sheet, etc.
• Ensure that weekly automatic backups are carried out;
• Assign logistics codes to each piece of equipment entering the fleet;
• Maintain the status of the mission’s IT equipment in conjunction with the procurement manager;
• Carry out regular physical inventories of the mission’s computer equipment.

Security
• Determine with the logistics coordinator the means to be implemented to ensure the safety of the teams
• Implement these means on the bases;
• Train teams in procedures related to travel, radio communications and building security;
• Establish and maintain informal links and a network of contacts allowing the collection of information as well as the monitoring and analysis of the political, security and geopolitical context in the country and areas of SI intervention;
• Manage security crises in accordance with the mission’s contingency plans in close collaboration with the Logistics Coordinator;
• Assist the Logistics Coordinator in updating the mission security pack: Summary sheet, security plan (mission and bases), evacuation and hibernation plan, as well as risk analysis and management documents. security phases;
• Participate in the safety and context briefing of new arrivals or hires;
• Participates in the creation of safety diagnostic tools with the Logistics Coordinator;
• Facilitate the correct circulation of information relating to security throughout the mission;
• Participate or accompany the Logistics Coordinator in meetings on the theme of security;
• Regularly update the constant companion of the mission;
• Prepare the internal security monitoring document;
• Classify and archive security-related documents.

Human resources:
• Prepare schedules for the logistics teams under his responsibility;
• Evaluate the performance of staff under his direct supervision;
• Supervise the proper implementation of schedules on the bases (guards, drivers, etc.);
• Train logistics teams in IS procedures;
• Be a mediator in all phases of conflicts involving members of the logistics teams;
• Organize training workshops on logistics themes according to identified needs.

Capitalization / Reporting / Representation
• Temporarily replace the Logistics Coordinator or provide assistance on the bases if necessary;
• Consolidate, process and analyze monthly logistics reports from the bases and ensure logistics reporting to the mission Logistics Coordinator according to the defined periodicity;
• Actively participate in the drafting of operation proposals and donor reports for the logistics parties;
• Participate in coordination meetings relating to logistics, represent SI upon request and/or delegation;
• Supervise the archiving of mission logistics documents.

III. POSITION OF THE POSITION IN THE ORGANIZATION CHART (hierarchical and functional relationships)
• Under the hierarchical authority of: Logistics Coordinator
• Hierarchical authority over: Logistics Manager

IV. PROFILE RESEARCH
• Training: Master in logistics and transport or equivalent diploma.
• Experience: at least 5 in humanitarian work; at least three years of experience in a similar position; skills in supply chain management; transportation ; Inventory and equipment management.
• Languages: Knowledge of French mandatory; knowledge of English is an asset.
• IT: Office pack; Mastery of LINK software and other logistics software
• Required qualities: honesty, organizational skills, flexibility, good negotiation skills, transparency, team spirit; team management ; Sense of hearing.

Please send your application with CV, cover letter, diplomas and work certificates, to the SOLIDARITES INTERNATIONAL office for the attention of the Administrative and Financial Coordinator by email to the address recruitment@solidarites-cameroun.org Submission

deadline application: December 1, 2023

Done in Yaoundé, November 20, 2023
For Solidarités International
Administrative Coordinator

Rokhaya DIA