Logistic and Security Coordinator
The Logistic and Security Coordinator (LSC) is the head of the logistic and security department, in charge of supervising and leading the implementation of logistic and security activities of Tdh delegation. S/he reports directly to the Country Representative (CR) and is a member of the Strategic Management Team (SMT). The LSC is responsible to ensure an efficient, timely and high level of support to the implementation of the programme in Tdh delegation and to guarantee security measures are in place and executed promptly at all times in all operational areas of Tdh delegation.
The main tasks of this function are:
· Management of the fleet:
· Procurement – supply:
· Stock and assets management:
· Management of operational premises and functioning:
· Security management:
· IT Management
Tdh opened its Delegation in Jordan in 2007 and currently implements two main programmes, an Access to Justice for Children and Youth (A2J CY) intervention – started in 2011 in Amman – and a response towards the Syrian crisis under the Migration Programme – started in 2012 – in the host communities in the Northern Governorates and in 2013 in a refugee camp.
In the context of the response to the Syrian crisis, Tdh is providing a comprehensive package of services for vulnerable Syrian and Jordanian children in order to enhance their well-being and to promote their social cohesion and resilience. Currently Tdh is working in the host communities in the governorates of Amman, Irbid, Mafraq, Jerash and Zarqa and in the Emirate Jordanian Camp (EJC).
On time today, the coordination office of Tdh in Jordan is located in Amman with one sub-office in Irbid. The delegation has 60 employees and a budget of 3.5 million CHF at the beginning of 2019 with projects funded by ECHO, AFD, JHF-OCHA, MEPI and Tdh own funds.
o Strategy and Policy
o Participate in drawing up strategic guidelines and intervention strategies for the delegation with the Country Representative and the SMT: collect the data and analyse the opportunities and the risks. Initiate discussions on improvements to be made in his/her field. Participate in the development of new tools in his/her field of activity.
o Draft and contextualize Tdh institutional Logistic Standard Operational Procedures and ensure they are disseminated, respected and implemented;
o In the absence of or if out dated, put in place new polices in alignment to HQ guidelines and changing donor needs;
o Always ensure that the delegation operations are run at its optimal, cost efficiently, any potential risks are identified, and staff are logistically supported to function efficiently;
o Ensure the efficient management of work at the department level through proper planning and execution strategies in alignment with the delegation strategy and action plan to improved logistic and security processes, systems and services, and ensuring this plan is sufficiently resourced and implemented;
o Conduct periodic reviews of the logistic and security systems (tools, capacities, people, processes, resources) in collaboration with Q&A department to continue learning and enhancing the overall systems in the delegation;
o Ensure that the logistic and security tools are updated and fit for purpose, based on the needs of the delegation;
o Ensure that the delegation is well informed on a regular basis on the donor regulations and coordinate with the programme team to ensure that donor regulations regarding logistic, procurement and security are implemented accordingly;
o In collaboration with Risk Management Department in HQ make sure that Tdh institutional policies on Fraud, Prevention of Financial of Criminal Activities and the Safeguarding policies are effectively implemented in the delegation at all times;
o As a member of the SMT contributes together with the other coordinators in periodically reviewing, analyzing and implementing the strategic plan of the delegation and in the formulation of the annual strategic priorities and action plans;
o Management of the fleet of vehicles
o Ensure transportation and vehicle allocation planning meets need of the delegation at all time; Advice the CR and the SMT on the best viable solutions to increase efficiency and reduce costs related to transportation for the delegation;
o Plan the need for vehicles and identify the best requirements for vehicles/equipment and choose the suppliers;
o Negotiate with the service provider(s) to always have fuel efficient, user & environment friendly, safer, modern cars;
o Ensure the monitoring and follow up system of movement and fuel is in place and being used by all the log department team (log book, monthly fuel follow up, etc.);
o Ensure that transportation means for the delegation are safe and in best condition for all staff, including that the preventive and curative maintenance of vehicles is done on a periodical basis;
o Diagnose breakdowns and organize the repairs within due time and according to the urgency of the situation;
o Ensure that the monitoring tools for effective fleet management are accessible, being used and reported to by all Logistic department team.
o Provide an analysis of the transportation needs, vehicle management and fuel consumption to the SMT on a monthly basis and whenever it is required by the supervisor.
o Procurement – supply
o Organize market assessments processes on a periodical basis together with the team, aimed at improving operations efficiency, cost effectiveness and high-quality service provision to beneficiaries;
o Establish and maintain a database with donor procurement standards or policies and ensure these are applied to the relevant project procurement. In coordination with the Programme Co Ensure the project teams are aware of these standards and requirements;
o Assess the risks and benefits resulting from any contractual agreement with suppliers based on the principle of cost-effectiveness and on Tdh Procurement policy and advice the SMT accordingly;
o Guarantee all contractual relationships with suppliers are in accordance with the legal provisions of the country and with Tdh policies in place and handle orders and service contracts according to the established rules;
o Ensure a Procurement Tracking System is in place, functional and accessible by the management and operations teams;
o Ensure the Logistic department handles procurement requests with efficiency through an organized system of purchasing goods and services: orders, tracking, taking delivery, any customs, clearance, conformity checks and budget check;
o Ensure purchasing logistics procedures are followed at all times by all Tdh staff (procurement plan, tracking purchase, etc.);
o Ensure that transportation and packaging of goods/merchandise is done accordingly;
o Schedule shipments and track them up to their final destination;
o Asset and Equipment Management
o Establish and maintain an updated asset and equipment list for all locations and projects and share with SMT on a monthly basis;
o Conduct spot checks to ensure the availability, status, use of the assets and equipment;
o Ensure the equipment and running cost / staff are properly factored into the annual budgets and project budgets;
o Monitor the additional equipment required and advise on the purchase;
o Ensure that all assets and equipment in Tdh Jordan delegation are properly identified, registered and labeled according to Tdh rules;
o Ensure that all necessary equipment for the smooth running of the operations is properly installed, maintained and used by all staff in all locations;
o Ensure proper takeover of assets and equipment when staff exits the organization;
o Provide training in the handling of equipment and develop operating procedures if needed;
o Ensure the management of the storage room which should be kept secured, in order and clean at all times;
o Ensure that all items as needed by the field and the coordination office are available at all times and the storage room is accessible;
o Take delivery of the merchandise and check the quality & quantity
o See to the physical management of the stock and in particular, attend to phytosanitary measures and expiry dates if needed
o Monitor the stock list and implement the relevant tools (stock cards, bin cards etc.)
o Management of operational premises and functioning
o Ensure a proper management of all rental contracts for all premises, including expatriate accommodation contracts and take proper measures to renew, renegotiate or change terms when needed;
o Ensure a proper management of contracts linked to internet and telecommunication, etc;
o Ensure all premises are in good conditions and meet the labor law regulations and security and safety regulations for the well being of the staff;
o Ensure adequate and required furniture are in place and functioning;
o Ensure follow up and supply of office supplies;
o Ensure the premises and furniture are provided with regular maintenance and repairs;
o Ensure that safety and security standards are applied in all premises,
o Assess the safety and security standards in the partners premises and of the Child Friendly Spaces and provide recommendations to the programme team;
o Report any violation of standards to the SMT and make sure that all measures are taken to address the situation immediately;
o Safety and Security Management
o Conduct and keep updated context and risks analysis based on reliable networks and sources in collaboration with the country Representative (CR);
o Draft and regularly update the country security plan and guidelines in collaboration with the Risk department in HQ and ensure that it is properly disseminated and understood by all expat and national staff and ensure its implementation;
o Lead the safety and security assessment processes in identifying new operational areas, in coordination with the Programme and the Q&A Coordinators and ensure that all project/operations/bases have in place an updated risk and security plan;
o Develop emergency evacuation plan for each office premises, and orient staff on this plan; Ensure that an Evacuation Plan is in place and updated regularly.
o Factor in expat staff and their family members into the security and evacuation plans, especially in responding to medical, legal or evacuation needs;
o Ensure that all Tdh staff is informed, understands and adheres strictly to Tdh and country security rules and manage the safety and security in coordination with the Country Representative (CR);
o Conduct safety and security oversight on a periodical basis and hold security briefings with the SMT and the management team; Be able to recognize, exploit and analyze the information that can have a repercussion on Tdh operations
o Ensure that Tdh delegation is represented in all security working groups and develop networks that enable access to flash news / updates and any key trends; Ensure that security alerts are disseminated to the SMT and all staff on time;
o Establish a maintain a network with the main stakeholders related to security in the community, local and national authorities, security state bodies and other NGOs; Assess what are the current procedures of others NGOs in the target zone.
o Ensure that safety equipment is present, up-to-date and in compliance in the different office, guest houses and project locations.
o Ensure a country profile is updated and shared with all visitors before their travel;
o Ensure all visitors are provided a security briefing and ensure their security and safety while in-country for official visit;
o Ensure the management of visibility materials and in collaboration with the Communications Officer ensure that all staff is equipped with visibility materials;
o Ensure that all receive immediate support in case of any incident in alignment with Tdh policies and regulations and ensure the incident report is filled on time and with quality;
o Lead in the development of a contingency plan, by factoring all possible scenarios and how logistic & security will ensure the safety of national and expat staff in the field and enable the organization to continue operations in serving the most vulnerable people in compliance with the Core Humanitarian Standards;
o IT management
o Ensure all new staff are provided with laptops and other IT equipment and configurations to function effectively;
o Monitor the warranties of all the IT devices, ensure regular maintenance and timely repairs for an uninterrupted flow of operations at all operational points;
o Constantly look out for updates on applications commonly used by the delegation;
o Advice the CR on the budget for IT equipment, infrastructure and technical support;
o Introduce new technologies that will improve the organizational efficiency;
o Coordinate with HQ It for any technical issues or rolling out new systems;
o Ensure periodic trainings are conducted for all staff on software’s and applications commonly used in the delegation or Tdh.
o Coordination and General support
o Represent Tdh Jordan in various Logistic and Security fora and networking with other stakeholders at the national level;
o Ensure that the logistic team is engaged at the point of project start up (workshop) to develop procurement plans and security plans and to orient staff on the overall Log & security system;
o Ensure proper support is provided to the Regional Coordinators based in Amman and in other countries when required and ensure an effective organization of all regional events (planning, vehicles, tracking movements, escort, etc.)
o Provide team members with the information necessary for the successful implementation of the projects;
o Make suggestions and participate in the project design and in the development of new tools in his/her field of activity;
o HR management
o Provide appropriate training, mentoring, coaching and capacity building of the team under her/his responsibility
o Organize team meetings and provide weekly program update and work on monthly action plan for the department;
o Follow up daily worker staff attendances, and provide weekly attendance sheets to admin department to facilitate payroll process
o Ensure regular feedback to the staff under her/his responsibility and appraisal process when needed
o Support disciplinary measures application if needed
o Manage the annual leaves of his/her staff;
o Adhere to and enforce Tdh budget guidelines and when required donor budget guidelines;
o Create Bill of Quantity (BoQ) for goods and services including the estimated prices, to be updated regularly and used as a reference for drafting new proposals budgets and in the budget forecasting.
o Write weekly report to the supervisor and submit the Situational Analysis monthly report with the analysis of the results on time and with quality:
o Submit the monthly logistic package to the supervisor and to the Head of Logistic Sector in HQ;
o Write logistics section of donor reports and Tdh annual report.
SAFEGUARDING POLICIES – SAFETY – SECURITY:
o Knows and implements institutional policies on security, procurement, child protection, PSEA and Code of Conduct and fraud prevention;
o Adhere to and enforce current administrative and logistical regulations and procedures;
o Commits to ensure the best implementation possible of the Tdh Child Safeguarding Policy (CSP) in her/his area, including participation in annual audit, and reviews and updates of action plan;
o Commits to inform the Country Representative and/or the National Safeguarding Focal Point and/or the Head of MENA Region and to deal with any case of any allegations or possibility of transgression, even potential, of the CSP;
o Respects Terre des hommes security procedures in Jordan.
S/he will have direct access to information, such as the general strategy of Tdh in Jordan, including programming objectives in the field, financial details, and security guidelines.
A professional sense of security, confidentiality, and proper representation is paramount.
The incumbent will conduct her/his duties in respect of the Charter of Terre des hommes and Tdh Child Safeguarding Policy. Terre des hommes expects that its contractors’ professional conduct reflects proper behavior in accordance with local culture and traditions. The incumbent assures the moral protection of the name of Terre des hommes and defends in all circumstances the interests of the movement.
o Professional diploma or university degree is a Logistics field (supply, IT, mechanic, etc.);
o Advanced training on Security is a requirement
o Preferred 5 years of experience with an INGO in a similar position;
o Advanced IT knowledge (hardware and software, Microsoft Office, Internet)
o Previous experience in emergency response is appreciated
o Required qualities: organized, sense of human relations, diplomacy, communication skills
o Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context
o Fluent in English and Arabic (written and spoken)
Others personal abilities
· Sound personal organisational skills, including time management, ability to meet deadlines, multi-tasking, prioritization of tasks, and working under pressure
· Communication of professional needs in a clear, concise and responsible manner;
· Cross cultural awareness and sensitivity;
· Tolerance and acceptance of diversity;
· Flexibility and strong adaptation skills.
For interested applicants, please send your updated resumes to the below email address – maximum by Tuesday / June 11, 2019– with the following email title >> NAME OF APPLICANT / Position.
Note: Any email with a title that does not have the required information will be disregarded