Plan International recruits 01 Logistics Coordinator

Logistics Coordinator – National Vacancy

Location: Cairo, C, EG

Company: Plan International

The Organization

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

The Opportunity:

The Logistics Coordinator is end responsible for the availability and quality of all logistics facilities and services that support the proper functioning of Plan Country Office. These include: supplies and services (procurement/purchasing for the logistics needs, storekeeping and warehousing), accommodation (offices and residential), technical infrastructure (installations and equipment), transportation and security, event management and planning, organizing and managing international conferences, meetings and visits. The Logistics Coordinator fulfils this responsibility through the organization and management of the Logistics at the country office giving the needed technical support to the program units.

Besides its operations in program unites, the Country Office Logistics coordinator also takes the lead in services that are of country-wide concern or that have country-wide relevance or impact. This means that the department also provides technical support to the Program Units when needed.

The Logistics Coordinator develops and communicates a coherent vision on the service levels requested/aimed for, addresses discrepancies and effectively mitigates any shortcomings.

General task description:

 The Logistics Coordinator takes responsibility for the output and results of his/her department with regard to measurable objectives that are mutually agreed on (at least) a quarterly basis with the Administration and logistics Manager.

The Logistics Coordinator is the head of the Logistics works and has end responsibility for the following:

Articulating measurable and feasible objectives for the department, following Plan Country office and global Policies and procedures, Projects Agreements/contracts and other relevant CLT-decisions;

Ensuring that the logistics objectives are met (either continuously or on time when relevant), reporting progress and results to all stakeholders regularly and pro-actively;

Creating a positive working environment in which continuous improvement, service-mindedness, transparency and open communications are key values.

Ensure logistics, coordinate ordering process and delivery, receipt, storage and inventory of equipment and materials;

Serve as interface between suppliers/service providers and the project, and negotiate the terms and conditions of sale and hotels and any other logistics contracts

 Roles and Responsibilities:

 Ensure the logistics arrangement in accordance with Country office and Global policies and procedures;

Ensure that the project’s and country office logistical capacity is in good condition and used for the implementation of project activities;

Make recommendations to the Program Unit to solve project logistics issues;

Coordinate and manage the supply chain logistics recorded in the Procurement and Supply Management Plan (PSM);

Coordinate the development and monitor the implementation of the logistics budget of the CO in line with the approved annual plan and according to the existing contracts with hotels and rates.

Ensure that all admin and logistics related transactions within the Country office are processed into SAP and with the maximum level of quality.

Provide logistics services during meetings, conferences, visits and workshops for the Country office nationally and internationally

Contribute with other admin and logistics staff to manage the scheduling of drivers ensuring that transportation is available for members of the CO within the policies and procedures.

Contribute with other admin and logistics with the vehicle periodic maintenance as well reactive maintenance to ensure that vehicles are readily available for service within the Country office.

Receives, checks and authorizes weekly, monthly and quarterly reports of the Admin and logistics Officers, develop and complete the Country office logistics reports and compiles them into department-wide regular reports;

Develops and updates the logistics department planning of measurable objectives and results, monitors progress and takes effective action when needed; reports on a weekly and monthly basis to the Administration and logistics Manager and/or CMT;

Creating purchase requisitions following the organization’s endorsement guidelines and escalating when required;

Coordinates the drafting of an Annual logistics Plan for the Country Office in conjunction with all stakeholders (department heads, CMT) and reports about progress; to be included in the monthly cash-forecast report

Contribute in Performing regular needs analysis with regard to transportation for the Country Office and monitors service levels, taking appropriate action when necessary;

Proposes fleet measures (additions and subtractions) by lease/rental companies

The logistics coordinator is responsible for the national and international logistics arrangement including hotel reservations, flight tickets, transportation arrangement, supporting in obtaining visas and issuing letter of invitations …etc.

Managing Plan international Egypt mobile phones and prima-cell with the mobile company that Plan International deal with

Performs additional duties as per the request of the Administration and logistics Manager and other members of the CMT.

Key End Results and typical Responsibilities

“What” is done and “why”, but not “actions” or “how”; include indicators for success

General responsibilities

Put together and update all tender and acquisition dossiers of equipment/services related to logistical work and ensure compliance with Plan international Egypt and the Global policies and procedures;

Plan and organize the all stages of allocation and Logistics evaluation and projects orders;

Ensure compliance of services procured as expressed by plan staff and partner organizations;

Negotiate the price conditions and guarantees related to purchasing and contracts;

Follow with the relevant services, such as suppliers and freight forwarders, shipments of materials and supplies, in time to negotiate all exemptions formalities and in consultation with the CO Administration and logistics manager (country office).

Establish payment records after delivery and billing by suppliers, forward them to the person responsible of administration and accounting of project for review and issuing the check;

Follow up on the payment requests till finalizing the transfers and the checks for the suppliers and service providers

Partners:

Develop a PSM plan (Procurement and Supply Management Plan) for partners and ensure its proper implementation;

Support partners and ensure they respect Plan International and Global Policies and procedures for identifying providers and the signing of contracts for maintenance services of equipment / materials provided by Plan International Egypt.

Inform the administrators of partners on equipment management procedures available to them under the contract signed

Plan and execute follow-up inventories of the partners when needed;

Maintain a dynamic dialogue with partners, other major recipients, public sector partners, the project management team and the Long term agreement (LTA) and framework agreement (FA) for updating requirements, application procedures purchasing and management as well as the distribution and management plan;

Perform any other duties that may be assigned by the supervisor.

Dealing with Problems

Application of knowledge required for the role, complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them.

Demonstrated capacity and commitment to solve day to day admin and logistics issues and empower others.

Effective coaching style that motivates and bring staff to high levels of performance.

High level of capacity to manage stress and delegate responsibilities.

Knowledge, Skills and Behaviours Required to Achieve Role’s Objectives

Gained through education, training and experience

Knowledge

University degree in administration, accounting, supply chain, Logistics (Administration, Finance, etc.) or any other related field

At least 3 years of professional experience in administration and financial management, supply chain, logistics and procurement management;

A relevant post graduate qualification is desirable.

Knowledge of operational planning processes budget management.

Good knowledge of software managements and spread sheet (Excel) and MS Word and Outlook

Be honest and respectful of policies and procedures.

SAP system knowledge is desirable

Skills

Demonstrate rigor and respect of Operational procedures;

Ability to be transparent and rigorous in management;

Excellent organizational capacity;

Ability to give and receive feedback.

Proven skills in the project management

Reports writing skills

Good communication, presentation and problem solving skills

Fluency in English & Arabic

Time management and well organized person

Negotiation skill

Behaviors (Plan International’s Values in Practice)

We are open and accountable

Promotes a culture of openness and transparency, including with sponsors and donors.

Holds self and others accountable to achieve the highest standards of integrity.

Consistent and fair in the treatment of people.

Open about mistakes and keen to learn from them.

Accountable for ensuring we are a safe organisation for all children, girls & young people.

We strive for lasting impact

Articulates a clear purpose for staff and sets high expectations.

Creates a climate of continuous improvement, open to challenge and new ideas.

Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.

Evidence-based and evaluates effectiveness.

We work well together

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

Builds constructive relationships across Plan International to support our shared goals.

Develops trusting and ‘win-win’ relationships with funders, partners and communities.

Engages and works well

Level of Contact with Children:

High level: Medium interaction with children.

Physical Environment and Demands

May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.

The position will be based at the Country Office;

Expect 30% extensive travel  in program areas

Type of Role: One year fixed term contract

Location: Country office – Maadi

Reports to: Adminstration  and Logistics Manager

Closing Date:  25th of March 2019

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

Please note that only applications and CVs written in English will be accepted.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Child Protection Policy.

As an international child centered community development organization, Plan International is fully committed to promoting the realization of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organization, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.

Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.