Job Overview / Summary

• Under the direct supervision of the Field Coordinator, this position provides technical oversight, monitoring and capacity building for Logistics Functions in IRC Borno field office including Warehouse Management, Asset Management, and Vehicle Management.
• The Logistics Manager will be based in Maiduguri with frequent travel to the IRC Borno Field Offices. The Logistics Manager will be based approximately 75% in Maiduguri and 25% in the field.

Major Responsibilities
Program Management, Technical Quality, and Strategy:

• Be accountable for periodic circle count as per the standard operating procedure to ensure that stock management system is adhered to by the warehouse officers and storekeepers.
• Lead in conducting fiscal year end stock inventories and ensure that effective stock inventory report is produced.
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grant or expired items in the warehouses.
• Provide on-going training to Field Warehouse Officers and Storekeepers in their relevant functions and reporting.
• Oversee warehouse operations throughout Borno and Yobe offices (with particular emphasis on medical and pharmaceutical stores) ensuring proper stock-keeping records, storage conditions, security and facility maintenance
• Provide cross training to Health Program Managers on IRC warehouse and drug supply chain procedures to enable Health Program monitoring and spot checking of warehouses.
• Train warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching and reporting of goods through the IRC warehouse(s).
• Finalize monthly report for the expendables store outlining all stock movements and remaining balances.
• Ensure donor reports for stock are complete and submitted to the Grants Department on time as per donor requirement.
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Asset Management:

• Ensure proper tracking, maintenance, and recording of all IRC assets in Borno and Yobe offices, which will lead to an accurate asset database at all times.
• Ensure that each staff member is accountable for every asset assigned to them through the use of the Equipment Issue / Receipt forms.
• Define and implement maintenance systems and procedures for assets, including training of staff and follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to field coordinator and supply chain coordinator for review.
• Ensure donor reports for assets are complete and submitted to the Grants Department on time as per donor requirement.
• Ensure disposal of assets is reviewed and implemented on an annually as per IRC and donor requirements regulations.

Fleet and Transport Management:

• Oversee the management of transport/ fleet for IRC Borno office. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and Field Coordinator/Manager.
• Ensure that systems are in place to account for transported goods.
• Prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting and analysis for continuous improvement.
• Ensure management, tracking, maintenance and reporting of all IRC vehicles according to IRC policy.

Program Development:

• produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Excellent organizational skills with the ability to prioritize workload
• Well organized and analytical
• Able to work well in a team and to undertake assigned tasks independently

Reports:

• Responsible for compiling regular reports from field sites on inventory stock levels, pharmaceutical stock levels and fuel consumption
• Responsible for compiling regular reports from field sites regarding Contributions-in-Kind

Staff Performance Management, Learning & Development:

• Proactively develop the skills of IRC Borno staff to understand and utilize Logistics tools and services to design and implement quality programming.
• Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff
• Ensure all logistics staff are aware of and in compliance with IRC logistics policies including SOPs for procurement management, stock inventory, and warehousing management, assets and properties management and vehicle & transport management.
• Implement capacity-building program to strengthen the capacity of Logistics staff under your supervision.
• Support to identify staffing and/or skill gaps and see that these gaps/needs are filled and support the recruitment of all Logistics staff and provide day to day supervision of department.
• Ensure that each Logistics staff has updated job description, annual performance objective and provide corrective feedback of set objectives through regular performance evaluations.
• Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.
• Ensure leave plan is done for all logistics staff in the first quarter of every fiscal year and monitor its implementation

Required for all positions with supervisory responsibility, if special considerations are needed (e.g. remote management), make this additive to the base language here:

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity building approaches to build the strengths of the team in Borno state, Nigeria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews..
• Hold high-quality meetings with each direct report on a regular and predictable basis, at least monthly.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.
• Adhere to and act in accordance with the IRC Global HR Policies and Procedures, and communicates through word and example a high standard of compliance with all applicable policies and regulations.

Research, Learning and Analysis:

• Creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

Coordination & Representation:

• Lead all logistics operations and collaborate with other sectors, partners and local government institutions to ensure effective and transparent operational support.
• Maintain current knowledge of local government requirements related to Supply Chain matters and ensures compliance with legal requirements
• Participate in Logistics Cluster meetings in Borno State.

Key Internal Contacts:

• Country Program:  Supply Chain Coordinator, Senior Supply Chain Coordinator, Other Supply Chain Leads, Transport Unit, Maintenance, warehouse and asset team, Operation team, Field Coordinators, SAMS and program Leads.
• Region/Global: RSCD, GSC team

Key External Contacts:

• State level logistics clusters and Local government authorities.

Qualifications
Education:

• Relevant Bachelor’s Degree.
• Any other professional certification in Supply Chain Management is an added advantage.

Work Experience:

• At least 3 years of experience in similar capacity.

Demonstrated Technical Skills:

• Technical experience managing pharmaceutical and non-pharmaceutical commodities, Transport, Asset an maintenance preferably in Borna State, including knowledge of best practices around storing, managing, distributing and reporting on pharmaceutical and non-pharmaceutical commodities.
• Technical experience interpreting key monitoring and evaluation indicators and data and using it to make quality assurance decisions and reporting.
  Demonstrated understanding of Supply chain policy and regulations and existing Logistics actors and processes.
• Strong critical thinking and creative problem-solving skills with ability to make sound judgment. Proven ability to plan and manage multiple tasks in parallel to optimize the short seasonal implementation window in multiple locations. Capacity to respond rapidly to evolving challenges, devise appropriate solutions and achieve results.
  Cultural awareness and the capacity to learn rapidly and adapt management approaches to varying cultural and security contexts.
• Strong sense of personal integrity.

Demonstrated Managerial/Leadership Competencies:

• Provides a clear sense of direction, leads by example, and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• continuously seeks to learn, share knowledge and innovate
• Understand, implement and monitor adherence to IRC Supply Chain policies and procedures including Asset and Inventory Management, Vehicle and Equipment Management and Drug Management
• Ensure that compliance with policies is documented through systematic and random verifications of policy implementation
• Temporarily fill Warehouse and transport Officers gaps during staff absence or position vacancies
• Promptly inform the Field Coordinator Supply Chain Coordinator of any areas of concern or potential or suspected violations of policies and procedures

Languages:

•  Fluently speak and write English language clearly

Computer/Other Tech Requirements:

• Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint, including Microsoft Office applications, VHF, satellite phones
• Holder of a valid driving license

Ability to Travel:

• The Logistics Manager will be based approximately 75% in Maiduguri and 25% in the field.