Logistics Manager

Logistics Manager

Location: Kathmandu with travels to the field
Reports to: Head of Systems and Operations

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance. PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has been for example one of the pioneer organizations advancing programmes such as landslide disaster preparedness and anticipatory action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, GBV prevention, waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Scope of Work

The Logistics Manager (LM) is member of Country Programme (CP) support staff who manages the operations of entire CP and its offices, compounds and guesthouses in a way that the programmes can effectively deliver their objectives. The LM is responsible for the proper procurement process. The LM works closely with the Head of Systems and Operations (HoSO) and/or Country Director (CD) in order to set up an efficient and safe working living environment for all staff members. S/he provides leadership in specific technical areas of competence, such as recruitment and training of logistical staff, but also Safety and Security, environmental policy implementation, etc. In order to deliver results, s/he operates within the logistics budget.

Key Job Responsibilities

The Logistics Manager supervises all areas of logistics operations in the CP, namely fleet management, procurement, stock management and base management.

Programme and Liaison Support

• The LM reviews projects with programme staff to set or adjust operational solutions according to their needs;
• Advises on procurement procedures in project’s procurement planning stage;
•  Coordinates and supports programme objectives through timely procurement of goods and services;
• Coordinates and supports deliveries and distribution from warehouse;
• Oversees effective transport planning and utilisation of project vehicles.
• Closely coordinates and supports project team in Governmental and other key stakeholder engagement;
• Works closely with Partnership and Government Liaison Lead in updating the stakeholder analysis (Government of Nepal, UN agencies, INGOs, local partners, etc.).

Human Resources & Capacity Development

• The LM participates in recruitment of logistical team;
• Trains and supervises sound logistical team in adherence to PIN logistics and procurement guidelines;
• Trains and supports programme staff in procurement procedures;
• Oversees training of drivers.

Procurement

•  The LM oversees identification of suitable and reliable suppliers, vendors, providers and contractors of goods and services in support of programme implementation in accordance with PIN procurement guidelines;
• Encourages and supports programme staff in proper planning of purchases;
•  In cooperation with HoSO and/or CD maintains measures to secure anti-corruption, transparency and cost efficiency perception of country programme procurement;
•  Manages procurement and purchases of programme items as well as office/compound items and services;
• Oversees negotiations with local suppliers and contract management;
• Ensures PIN Environmental Policy is observed in the process.

Compliance

•  The LM follows the PIN’s Code of Conduct and the Key PIN Policies and educates his/her team on this matter especially in relation to procurement;
• Assures compliance with donor procurement requirements;
• Assures compliance with PIN administrative and procurement guidelines;
•  Follows, respects and encourages her/his team to use PIN’s administrative management systems ELO and NAVISION.

Safety & Security

•  The LM knows and adheres to PIN Safety and Security Policy with all associated parts;
• Acts as Security Officer (role) for PIN Nepal CP;
• Is responsible for setting up safe working and living environment for all PIN staff;
• Is responsible for administering and updating country specific Medical plan;
• Along with Country Director acts as the country programme focal point for medical or an emergency.

Logistics & Administration

• The LM ensure safe, efficient and cost-effective transport of staff and materials/goods;
• In line with PIN’s Logistics Handbook and Process manual, establishes accountable and functional supply chain logistics and warehousing systems, following PIN stock management guideline;
•  Ensures rational vehicle utilization, maintenance, fuel consumption monitoring and controls systems;
•  Oversees smooth supply delivery to implementation areas/distributions;
• Coordinates, supports and supervises field offices’ operational management;
•  Supervises drivers and ensures relevant training;
• Cares for the technical aspects of the CP, including offices and IT and initiates innovative solutions leading to improved operation including the environmental concerns;
• Oversees functioning office and compound/guesthouse management with all related services;
• Ensures and sets up proper asset management in accordance with PIN Assets guideline;
•  Produces monthly reports for the CP management;
•  In cooperation with Finance Manager and with focus on efficiency, creates and oversees logistics budgets for office, warehouse, compound/guesthouse, fleet and transport management;
• Is in charge of regular monitoring of operational spending, based on which implements improvement so cost effectivity is always secured.
• And fulfils any other tasks assigned by Line Manager.

Requirements

Critical competencies

Our Logistics Manager should have a strategic skills, high integrity, be results oriented, support and promote team work, have strong networking skills and good interpersonal skills, excellent communication skills, analytical skills, flexibility, proactive approach & engagement, promote gender & culturally sensitive approaches and innovative solutions; and have ability to work under pressure, embracing complexity and challenges.

Minimal requirements

• Educated to Bachelor degree level or above preferably in a related field
• A minimum of 7-years relevant management and representation experience in logistics.
• Excellent understanding of Nepali political and bureaucracy context and strong networks within relevant Nepali institutions;
• Strong analytical and representation skills;
•  Strong understanding of humanitarian/development standards and principles; excellent orientation in UN cluster system and in the existing international humanitarian and development legal and conceptual frameworks;
• Good knowledge of procurement and compliance requirements of major donors;
• Excellent communication and influencing skills using evidence-based methods;
• Solid knowledge of accountability processes;
•  Proven strong interpersonal, negotiation and diplomacy skills;
•  Fully fluent in both English and Nepali.

Behaviour competencies

• Results orientation;
• Strategic thinking;
• Initiating action and change;
• Team-work, interpersonal skills;
• Communicating with impact and respect;
• Analytical skills, sound judgement;
• Flexible, proactive approach;
• Gender and cultural sensitivity;
• Handling sensitive data.

Note: People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and is committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Interested candidates can submit an updated CV and Motivation letter to the following link on or before 11th February 2024. Please note, applications will be reviewed on a rolling-basis and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn prior to the deadline, thus early submissions are strongly encouraged. Nepalese citizen can only apply for the position. No phone calls will be entertained.