JOB ADVERT (AIRD Logistics Coordinator-AIRD, Tanzania Program)

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development-oriented areas.

AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

(AIRD does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and

discrimination. Selected candidates will, therefore, undergo background checks)

AIRD _ Tanzania Program is seeking for qualified national personnel for the position below;

Job Description: AIRD Logistics Coordinator – AIRD, Tanzania Program

Reporting to: Operations Manager/Head of office or directly to the Country program Director,

The AIRD Logistics Coordinator will be responsible for:

The overall responsibilities of the Logistics Coordinator are to oversee the logistics and supply chain activities of the Kasulu Logistics Base at the Country Office and in the camps.

General Duties

• Ensure that accurate and up-to-date information of the host Government and partners is disseminated to the Country Operations manager/County Program Director, (CPD)
• Ensures timely and accurate Logistics Weekly and monthly Statistics Reports are submitted to the Donor.
• Ensures that effective organizational relationships and networks with public, private and NGO partners is promoted; liaise with host Government/Donor and other lead agency representatives within the camps.
• Establishes and maintains effective communications with Donor and other lead agencies regarding the

Country Office Logistics activities, Staffing and financial related matters in consultation with the Country Program Director.

• Ensure that all staff understand the Logistics SOPs and ensure that its fully implemented within the Kasulu operations.
• Endeavors to ensure that a strong and functional participatory management system is in place and that the image of AIRD in the region is consistent with AIRD’s mission, vision and values and protects AIRD’s interests and assets.

• Maintains regular and transparent communication with Operation Manager/Sub Office officer and CPD in a spirit of shared successes and joint problem solving.
• Participate actively in preparing project proposals and budgets for the Kasulu Country Office.
• Ensure safety & Security and advice management accordingly, contacting UNHCR FSA for and updates.

With regard to Transport, the Logistics Coordinator shall be responsible for:

• Recommending service intervals for each vehicle and adhered to it.
• Maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client.
• That all operating costs connected to the vehicles are correctly and timely budgeted, accounted for and reported appropriately in accordance with project guidelines.
• That vehicles move only with official permission, and only with persons authorized by management. That vehicle movement is controlled to produce effective and timely delivery of services to the client and beneficiaries.
• That road license on all Country Office vehicles is renewed timely, and that updated documents are carried in each vehicle.
• That third-party insurance is affected timely, and that documents are maintained in each vehicle.
• That drivers comply with the laws of the country they are operating in at all times, and at all times act with courtesy, good manners and appropriate respect.
• That fuel for each vehicle is monitored, recorded and accurate reports submitted timely as required.
• That a log book, updated for every journey, is kept in each vehicle and regularly scrutinized for accuracy and legibility.
• That a regular monthly check is made with the national authority for street parking for any project vehicles with outstanding claims. That a driver incurring penalty charges pay them before submission of payroll.
• Make sure that drivers are properly informed of any new legislation, local bye-laws, project guidelines and other information relevant to their duties timely and effectively.
• That drivers and driver’s assistants are regularly assessed and mentored in their duties, health and behavior, and that recommendation are made to management without delay.
• That driver’s licenses are checked regularly, and any driver found with an expiring license is warned immediately, and appropriate follow-up action taken.
• Acceptable standards of monitoring, evaluation and reporting on the transport sector are developed, maintained and recommendations made to management timely and effectively.

With regard to the Workshop, the Logistics Coordinator shall be responsible for:

• Supervise, coach, support and lead all mechanical workshops in the country of operation.
• Supervise the activities of all the chief mechanics / work shop foreman including the chief mechanics.
• Organize an efficient and transparent spare parts supply chain and management.
• Set-up and organize the workshop with staff clearly defined roles, responsibilities and objectives according to workshop activity level.

• Ensure that the standard workshop and spare part management procedures and ensure it is properly implemented in all levels.
• Take appropriate actions to improve workshop performance in accordance with expected results and available means / Mobilize external support and expertise if required.
• Provide partners and management a technical advice and solutions to improve the performance of the workshop and contribute to the achievement of goals.
• Ensure that all assets, vehicles and infrastructures are in good condition and secured
• Keep up-dated the workshop inventory list for all equipments and spare parts. Conduct monthly inventory jointly with Partner Supply Officers.
• Contribute actively to the establishment of the operational budget.
• Engage, per delegation of the management, funds allocated to the workshop / follow-up all local purchases related to workshop management
• Establish project reporting and information system to collect workshop relevant and transparent information on time/ Make sure that workshop & material management system is in place and utilized correctly
• Produce and submit to the management Workshop Monthly Monitoring Report including relevant analysis.
• Establish permanent working relations / coordination with partner logistic officer / other managers.
• Establish working relations / networking with other workshop managers at regional level to facilitate exchanges of experiences, synergies and integrated approaches.
• Represent the workshop activity / the organization toward partner, local administration or missions (under the cover of the Operation Manager).
• Ensure a transparent cost utilization and budget management for funds allocated to the workshop.
• Produce monthly monitoring reports and contribute actively to the production of contractual narrative and financial reports / other specific reports.
• Plan service intervals for each vehicle are adhered to and share the plan with Partner supply section and the implementing partners for the proper execution and follow up.
• Ensure that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client.
• Ensure that all operating costs connected to the vehicles are correctly and timely budgeted, accounted for and reported appropriately in accordance with project guidelines.
• Ensure, during repair service, that a log book, updated every journey, is kept in each vehicle and regularly scrutinized for accuracy and legibility. This includes verifying if all service periods are reflected on the log book.
• Ensure that all workshop staff are provided with appropriate protective clothing, and wear it when performing potentially their tasks.
• Produce monthly repair cost for all assets that are maintained and repaired in the AIRD managed workshop in the country and forward this report to supervisor.
• Any other task as directed by management.

With regard to the Fuel Management, the Logistics Coordinator shall be responsible for:

With regard to warehouse and fuel management, the Logistics Coordinator shall be responsible for:

• Monitor Kasulu warehouse items and ensure their proper distribution
• Monitor the fuel distribution and ensure it is properly accounted for
• Report to management any issues that partners may communicate with regard to the operation of AIRD in the country for timely action

With regard to Logistics for Voluntary repatriation Activities, the Logistics Coordinator shall be responsible for:

• For Cross Boarder Coordination between AIRD Tanzania and AIRD Burundi as well as with UNHCR teams at both sides.
• Assess all logistical needs for the convoys in Tanzania and arrange for the required buses and trucks for transportation of PoCs and their luggage.
• Ensure smooth coordination of all teams and sectors in participation.
• Ensure all project trucks involved in Vol Rep are in good and sound condition fit for the road at all times and getting timely maintenance

With regard to project management, the Logistics Coordinator shall be responsible for:

• Being an active informed and leading member of the Kasulu Office management team by contributing to the discussion on budget formulation, staff issues, reporting formats and other issues of common concern.
• Ensure that suggestions from all sectors, backed up by quotations and calculations, are prepared in time for budget discussions.
• Ensure that the required report data for the partner is made available in order that all reports are submitted accurately and (on) in time.
• Ensure that management is made aware of any issues that partner may have communicated with regard to the operation of AIRD in the country, so that timely action may be taken.
• Ensuring that the Country Operations Manager/Sub Office Officer and CPD have timely & accurate information regarding all Logistics activities under the Kasulu Office.

With regard to interpersonal skill and team building, the Logistics Coordinator shall be responsible to:

• Take all necessary measures to motivate staffs and build strong team spirit at all levels.
• Develop and maintain good relationships with all partners and potential donors in the area of operation.
• Participate in preparation all Logistics Sectoral planning meeting.
• Assist the Operations Manager build a strong and functional participatory management team.
• Give support to Kibondo Sub office Logistic whenever need arise especially in absence of the Operations manager.
• Initiate, organize capacity building workshops/trainings for logistics staff.

Minimum Qualifications

• Degree in Logistics and Supply chain management/BA statistics a relevant field, Mechanical Engineering
• Minimum 4 years’ experience working in Logistics operations in refugees camp added advantage,
• Proven experience with analyzing Data; reporting skills: timely operations and donor(s) drafting reporting.
• Proficiency in the use ERP operations Software,
• People oriented and results driven
• Demonstrated ability to prioritize tasks and work well under pressure and deadlines.
• Experience working with international development partners, international non-governmental organizations (INGOs) and donors (in particular UNHCR experience) is an asset.

To be successful you will also:

• Have passion for AIRD’s mission and a strong desire to impact a dynamic non-profit organization;
• Be proactive, set to achieve results and creates positive change;
• Have a very high level of personal and professional integrity and trustworthiness;
• Embrace diversity and a commitment to collaboration,