Logistics Manager Location: Syria Response, Middle East region Responsible to: Country Director and Global Logistics Advisor (Head Office) Duration: 3 months (with possible extension of up to 12 months)
Starting date: ASAP Salary: £29,840 - £30,590 per annum pro rata (dependent on relevant experience) inclusive of supplementary cost of living allowance. Benefits: Insurance cover, accommodation, travel, R&R (if determined hardship location and depending on assignment duration), annual leave entitlement of 24 days per annum rising to 30 days at the completion of 12 months of continuous employment with Merlin.
Starting date: ASAP Salary: £29,840 - £30,590 per annum pro rata (dependent on relevant experience) inclusive of supplementary cost of living allowance. Benefits: Insurance cover, accommodation, travel, R&R (if determined hardship location and depending on assignment duration), annual leave entitlement of 24 days per annum rising to 30 days at the completion of 12 months of continuous employment with Merlin.
Please note that: • Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short listed on a regular basis and we may offer this post before the closing date. • This is an unaccompanied position. • For security reasons, certain nationalities will not be considered for the role. • Recruitment of this position is subject to funding.
Merlin Undaunted and determined, Merlin saves lives. We deliver medical expertise to the toughest places. And we stay to help build lasting health care. Our mission is to end the needless loss of life in the poorest countries caused by a lack of effective health care. We help communities set up medical services for the long term including hospitals, clinics, surgeries and training for nurses and other health workers. We do whatever it takes and we stay for as long as it takes.
Context and Background After almost two years of conflict in Syria, the United Nations estimate around 60,000 casualties and 4 million people in need or urgent humanitarian assistance, including 2 million IDPs. The health sector in Syria has been severely affected, with health infrastructure damaged or destroyed, and a worsening insecurity making access basic services increasingly difficult. Medical services are being provided very often under very dangerous and inadequate conditions, and the drug stock shortages are having serious impact on the provision of appropriate medical care. Merlin has been assessing and following up the health situation in Syria since November 2012, and has been present in the region since then. An intervention to respond to urgent unmet health needs in Syria was defined together with a local partner and is currently pending on funding.
Main Purpose of the Role The Logistics Manager, as a member of the Country Management Team, plays a key role in developing and implementing the country strategy, especially the required logistical inputs, as well as ensuring that sound logistics procedures are established and maintained in country in line with Merlin policies. The Logistics Manager is responsible for the co-ordination of all programme logistics, including the implementation of activities in line with Merlin policies for procurement, drug management, warehousing, fleet management, communication systems, emergency preparedness, IT and Safety & Security,in close collaboration with the local partner. This role provides leadership, technical support and capacity building, and will be responsible for ensuring sound logistics practices and rigorous controls are in place in the Syria Response programme.
Overall Objectives (scope) • To set up and develop the supply strategy and procurement procedures for the Syria Response programme. • Be responsible for all logistics activities regarding the Syria response programme. • Train and assist the implementing partner in the establishment of an effective supply chain management system. • Monitor closely the security situation and regularly update Merlin’s National and Local Safety & Security Plans, and ensure that security information is disseminated appropriately and effectively.
Responsibilities Logistics • Responsible for the set up and development of a supply strategy and procurement procedures for the Syria Response programme. • Responsible for overseeing all logistics activities in country, including international and local procurement, warehousing, power supply, communications, fleet and equipment maintenance and management in co-ordination with the Country Team and HO Logs, and in line with Merlin policies and procedures. • Oversee and monitor asset management (produce monthly asset list) consistent with Merlin Asset Management policy. • Responsible for stock control (produce monthly stock reports). • Ensure efficient and appropriate logistical support is provided for all site activities including drug and equipment distributions, and construction/rehabilitation activities. • Establish and maintain a robust logs filing system to include all equipment manuals, maintenance schedules and logs documentation e.g. way bills. • Ensure communications with team sites are maintained according to schedule. • Responsible on technical areas such as maintenance, vehicles, radios, office equipment, cold chain, generators and also basic water/sanitation and rehabilitation, etc. – with support from HO Logs where needed. • Organise and/or attend logistics cluster meetings, both internal and external, thus being the focal point for logistics matters in-country or in the region. • Ensure the efficient and safe utilization and management of Merlin resources in the office and staff residence in line with health and safety standards of Merlin.
Programme Support and Development • Participate in project planning and preparation of donor proposals and reports in collaboration with the rest of the Country Team and HO. • Forecasting and inputting into the country budget development, preparation of spending plans relating to logistics expenditure and operational costs for the whole programme. • Provide input on logistics matters to the Country Team for proposal and report writing, including providing a procurement plan. • Support in-country assessment when necessary. • Ensure donor compliance and produce regular, timely and accurate logistics and financial reports for Merlin and donors. • Ensure that Merlin minimum standards of logistics procedures and country policies are understood and adhered to throughout the country programme, briefing and training all relevant staff as required. • Manage the effective order management systems. Improve the supplier price database at the project site and streamline monthly stock purchases on an ongoing basis.
Emergency response • To support the local partner to set up an effective supply chain management system, according to Merlin’s logistics procedures. • To ensure the procurement and delivery of quality drugs, medical supplies and equipment to the program sites in Syria through a local partner, in accordance with Merlin policies and procedures and in compliance with donor regulations. • To support the local partner to develop and maintain warehouse systems and ensure that stock management and administration systems are implemented throughout the programme. Monitor projects stock levels and advise on appropriate stocking and replenishment to meet project demands. • To coordinate with relevant clusters, other sector actors and national/local authorities as necessary. • Support the Country Director in on-going analysis of security / humanitarian context in the intervention area, and in the regular review and update of the National and Local Safety & Security Plans.
Strengthening skills and programmes • To train and mentor local partner staff on logistics and supply chain management. • To conduct monitoring and evaluation visits when requested. • Identify and analyse opportunities that contribute to strategic aims and translate them into practical plans.
Human Resources • Assess the continuing training needs of expatriate and national staff, and local partner staff, and ensure training needs are appropriately met and within budget.
Safety & Security • Monitor the security context and any deterioration in this that could affect operations, support the Country Director as they manage security, and provide guidance to teams/sites as required. • Ensure that National and Local Safety & Security Plans are regularly reviewed and updated in collaboration with the Country Team and the Head of Global Operational Support in HO, in accordance with Merlin’s Global Safety & Security Framework. • Develop contingency plans (hibernation/relocation/evacuation) as appropriate – and ensure staff is prepared. • Facilitate the relocation or evacuation of field based teams if necessary. • Provide support and advice for improved security management to project field sites and Country Team.
Other • Fulfil other roles as per specific terms of reference developed by the Country Director in accordance with skills and experience of individual team member.
Person Specification Essential
Qualifications, experience and competences • Experience of working with an International Non Governmental Organisation (INGO) in the capacity of Logistics Manager/Coordinator in humanitarian aid programmes. • Previous experience of working in an emergency response and / or conflict context with an outlook to long-term recovery programming. • Fluency in written and verbal English and the ability to communicate confidently and effectively in these languages (written and spoken). • Experience of undertaking assessments and providing overviews of logistics requirements for the development of project proposals and subsequent projects. • Experience of developing and implementing a departmental strategy and plan as well as having the ability to contribute to the country strategy. • Practical experience of developing and managing a department budget. • Developed experience of assisting in the development of country logistics policies and procedures and ensuring that they are effectively implemented and maintained • Proven international experience in supply chain management including procurement, transport and distribution, warehouse and stock and asset management and communication. • Successful experience in vehicle and fleet management to meet the requirements of the programme. • Practical experience of setting up and use of HF & VHF radio systems, satellite phones and IT systems and development of communications procedures. • Consistent experience of building and developing the capacity of logistics staff through the use of training, and Merlin's performance management framework. • Clearly developed experience of emergency preparedness planning from a logistical perspective. • Substantial experience of creating, maintaining and developing effective security guidelines. • Extensive experience of security management in insecure environments • Substantial experience of developing and maintaining personal security and evacuation plans. • Extensive experience of monitoring, disseminating and sharing security information with a range of stakeholders. • Excellent interpersonal and consultative skills, including the ability to communicate, present, negotiate, and influence a variety of audiences. • Experience of managing, training and supporting staff. • Good training skills and a commitment to national and expatriate staff capacity development. • Valid international driving license (manual gears) • Ability to work independently and as a collaborative team member in complex and often difficult operating environments. • Experience of living or working in different / challenging cultures and countries. • Confident and proficient in the use of MS Office, especially Outlook, Word and Excel. • Experience of establishing strong working relationships with colleagues from different functions and cultures. • Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines. • Experience of proactively identifying and addressing issues. • An understanding of and commitment to Merlin’s mission and values and behaviours. • Experience of establishing strong working relationships with colleagues from different functions and cultures. • Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines. • Experience of proactively identifying and addressing issues. • An understanding of and commitment to Merlin’s mission and values.
Desirable Qualifications, experience and competences • Relevant university degree in logistics, business, or development • Experience of managing Logistics within an organisation involved in implementing health and nutrition related activities. • Familiarity with middle East/Syria working context. • Previous logistics experience with Merlin. • Knowledge and experience of Merlin’s systems, procedures, and values. • Experience of health-specific logistics. • Working knowledge of Arabic.
How to apply:
Data Protection Please note that in accordance with the 1998 Data Protection Act, Merlin will hold and use personal information that you have given for the purpose of recruitment and employment. This information can be stored in manual and/or electronic form. This information may also be disclosed to third parties in accordance with the Data Protection Act. In cases where a job offer is conditional on ensuring that potential employees’ names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists.
To apply for this position To apply for this job, please go to www.merlin.org.uk/jobs and apply using our online recruitment system. In order to apply for a job with Merlin online you will need to complete a short registration process and create an account – the online recruitment system explains how to do this. Once your account has been created, you will be able to save the information that you have entered in your application and re-visit it at any time before you submit it. If you are unable to apply online for any technical reason, please contactapplications@merlin.org.uk. Please note that we do not accept CVs. Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted.
