Logistics & Security Manager at VSF Germany

Logistics & Security Manager Job Responsibilities

Logistics

• Manage logistics, warehousing, transportation for VSF Germany and advice partner organizations accordingly.
• Initiating procurement activities on time and in accordance with rules and regulations stated in the Organization’s guidelines and/or respective donor regulations
• Coordinating the preparation of procurement documents and utilizing sound sustainable procurement practices, while adhering to the organizations guidelines.
• Co-ordinate procurement, packing, dispatch and transportation of materials to project areas in close collaboration with the Operations Manager.
• Assisting user departments in coming up with proper item specifications and Bill of Quantities.
• Raising purchase requisitions, sourcing out for quotes from suppliers, analyzing bids and attending public openings of tenders.
• Ensure that VSF receive goods and services of the best quality, in time and at a reasonable price.
• Advice partners for the procurement of food commodities, testing, transports, and related permissions.
• Ensure the fulfillment of all legal vehicle requirements – Insurance.
• Prepare contracts (supply/services/works) and Local Purchase Orders for all procurement processes.
• Verify purchase requests for items/services and discuss them with the Operations Manager before forwarding to the Regional Director for approval.
• Liaise with the VSF Germany clearing agent to ensure that goods are cleared at the borders and ports and that all the necessary transport documents are processed.
• Focal point on all issues related to information Technology (i.e Computer maintenance).
• Reports on a monthly basis all logistic/security related activities to county Director and for monthly South Sudan report.

Security

• Conducts continuous security risk assessments all over the VSF South Sudan (AOO) Area of operations through travel and through access to Health, Safety & security (HSS) networks, INSO, UN agencies et cetera Information exchange with partners and security organizations
• Receives and assesses HSS related reports from staff and network partners in VSF South Sudan’s area of responsibility
• Consults the Country regarding all HSS issues
• Recommends the allocation of Security Phases to specific Areas of Operation (AOO) within the Area of Responsibility (AOR) of South Sudan

Travel security: risk assessment, travel briefing, travel risk mitigation, traveler monitoring

• Approves travel applications/ gives travel clearance

Vehicle fleet safety and security: regular vehicle checks and maintenance

• Infrastructure safety and security for all offices and installations within the Area of Responsibility (AOR) of South Sudan

Communications: device maintenance

• Fire and safety checks and drills
• Maintains safety and security features/ systems
• Defines information security mechanisms (e.g. document classification)
• Develops and maintains the HSS plans for the AOR of South Sudan in accordance with the VSF Security standards.
• HSS Event mapping and tracking
• Timely revision of all HSS documents
• Manages HSS training participation of staff and facilitates HSS training in line with the HSS training standard
• HSS capacity building for partners through training
• Briefs visitors and new staff on arrival
• HSS Event reporting to RO Security Advisor
• Acts as the Incident Management Team Coordinator for the Incident Management Team of South Sudan thereby executing decisions made by the IMT Leader
• HSS-related decision making on behalf of the Country Director if the respective individuals are sick or not immediately available et cetera

Requirements for the Logistics & Security Manager Job

• Mandatory Degree or higher diploma in Business Administration or any other related field from recognized University.
• Essential, working experience of at least three years in relevant jobs and previous humanitarian experience in international organizations or other NGOs in developing countries, managing large teams. Desirable previous experience in emergencies. Experience in South Sudan is highly desired
• Professional experience in a technical area procurement, logistics, health, Safety & Security.
• Essential – English language, local language desirable.
• Essential computer literacy (word, excel and internet, related GIS)