Logistics Manager - Goma, DRC

Operations & Logistics Goma, Congo, Democratic Republic Of (Was Zaire)


Description

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program / Department Summary

Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a team member of around 400 people working in North and South Kivu, with the overall country goal to support vulnerable communities through crises, while fostering programs that build resilience and promote long-term change. Mercy Corps’ national office is in Goma with sub-field offices in North Kivu and South Kivu Provinces.
Mercy Corps’ key programming areas include a combination of longer-term development and immediate humanitarian response programs in order to: 1) Improve water service delivery and ensuring equitable access to Water, Sanitation and Hygiene services, in urban and rural areas; 2) Improve food security and nutrition; 3) Promote diversified livelihoods, economic recovery and development.
Mercy Corps DRC’s humanitarian programs aim specifically to assist populations affected by the conflict and crisis in Eastern Congo. With funding from humanitarian donors including ECHO, OFDA and UN-donors, the humanitarian portfolio continues to expand in order to provide multi-purpose cash assistance and emergency WASH to displaced and host populations. An Ebola virus outbreak has recently been confirmed in Beni area of North-Kivu province. Mercy Corps is working in close coordination with other actors and is getting ready to prepare a WASH response should the Health Division requests more support from partners. All Mercy Corps interventions in DRC are implemented in a conflict and gender sensitive manner.

General Position Summary

The Logistics Manager, is responsible for the logistics functions of the Mercy Corps Country Program. S/he will train and oversee a team, while ensuring that a support strategy for healthy, robust and integrated systems is in place. The Logistics Manager will have the responsibility to coordinate logistics of Mercy Corps in DRC and ensuring a timely and effective logistics support to all programme activities. S/he will ensure that the organisation’s policies and guidelines are adhered to at all times; keeping records and updating assets registers to keep a high level of transparency and accountability within the organisation. In consultation with the Director of Operations, S/he will develop a strategic and cost-effective in-country logistics structure. S/he will be required to develop the skills and aptitudes of the staff under his/her supervision and demonstrate excellent skills of day-to-day management, coaching and team building. S/he should have the ability to synthesize and analyze complex information, and make clear, informed decisions.
The post holder is responsible for implementing an efficient supply system in response to the needs of the organization, these include following the clear and effective procedures and ensure “best value for money” and safeguard the assets of Mercy Corps DRC.

Essential Job Responsibilities

General Operations
  • Provide advice and support to senior management on logistics issues, and collaborate with Program teams on budgets, implementation mechanisms and other technical aspects related to logistics functions as required.
  • Represent Mercy Corps during Logistics cluster monthly meetings at cluster level
  • Oversee tracking of all assets to ensure accurate record keeping of Mercy Corps’ and donor assets, including exceptional items that require registration and movement tracking, in accordance with the Mercy Corps Asset Management Manual
  • Ensure sound quality controls and checks in the Logistics functions and processes which should be reviewed on regular basis and lead the team in upholding the ‘Zero Tolerance to Corruption Policy’.
  • Warehouse management by maintaining inventory records of materials and organize transfer and disposal of assets according to donor rules and regulations and Mercy Corps’ Asset management manual.
  • Where appropriate, be responsible for developing and implementing emergency preparedness strategies across the logistics aspects of the operation
Fleet Management
  • Supervise the fleet management team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Policy
  • Supervise the fleet repairs and preventative maintenance, in order to ensure a functional fleet as well as good value for money for the organization
  • Put in place a robust vehicles and motorcycles scheduling systems which will ensure a timely response to logistics and transport needs as requested by the Programs
  • Capacity building and management support to warehouse and fleet management staff
  • Monitor fuel and vehicle related costs and provide the Director of Operations with relevant information and recommendations for the DRC mission to meet program objectives;
  • Logistics assessment to determine what needs to be put in place to supports program needs
  • Manage third party contracts for rented vehicle services to ensure they meet their contractual obligations
  • Check mileage and verify the vehicle log sheets have been signed according by passengers and the driver upon trip completion as well as tracking vehicle movements and check for any unauthorized trips
  • Document all vehicle-related costs through a monthly report to the Operations Director; Vehicle repairs and maintenance, fuel consumption and any other cost.
  • Maintain radio/satellite/ mobile telephone communications (conduct check-ins within designated times) with MC base in time periods in the absence of Security personnel.
  • Supervise fuel and spare-parts replacement, produce monthly reports and reconcile fuel and maintenance reports for Mercy Corps DRC Mission
  • Ensure that all the necessary fleet registration and insurances are updated and safely filed
  • Ensure that maintenance, fuel consumption and working hours of all generators at offices and residences are respected and monthly reports with cost analysis are done
  • Develop on early warning systems to respond swiftly to respond in emergency situations
  • Manage high performance and professional development of the fleet contract drivers
  • Ensure vehicles carry the appropriate safety equipment at any one time and that the inventory is maintained
Warehouse & Asset Management
  • Responsible for managing warehouse functions such as receiving, sorting, issuing and documentation at the warehouse in line with the Field Warehouse Management and Field Asset Management policies
  • Compile list of items to be disposed from project managers and facilitate transfer and disposal according to MC guidelines and Donor’s rules and regulations.
  • Update the asset database upon completion of the asset disposal process
  • Collate and review data, and prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor
  • Communicate with the program managers for distribution plans and arrange all the required documentations
  • Organize Mercy Corps DRC stock records and reports according to Donor procedures and established standards;
  • Prepare a quarterly report of stock movement for supervisor’s appreciation
  • Put in place a system for capturing and recording all assets procured and delivered as well as marking and tracking their ownership, location and movement
Team Management
  • Provide direct support and to ensuring that all MC DRC offices meet Mercy Corps minimum standards in Fleet, Assets and warehouse management.
  • Develop the capacity of the team, ensure program team members have a clear and deep understanding of their roles and assist with career development.
  • Assist team members with information, tools and resources to improve performance and achieve objectives.
  • Manage performance of logistics team including establishment of clear and measurable objectives, ongoing feedback, periodic reviews and regular check-ins.
  • Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.
  • Create and sustain a work environment of mutual respect where team members strive to achieve excellence.

Organizational  Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility

Logistics team members; Fleet, Warehouse and Asset management team at MC bases in DRC.

Accountability

Reports Directly to: Director of Operations
Works Directly with: Program Managers, Finance Manager, HR Manager, Security Team members, Procurement Manager, Operations Manager, Head of Offices

Knowledge and Experience
  • 3-5 years’ field experience setting up and managing logistics systems with INGOs with supervisory responsibilities.
  • BA/BS degree in a relevant field.
  • Demonstrated understanding of complex environment, related security concerns and appropriate responses with experience in insecure context.
  • Demonstrated attention to detail, following procedures, meeting deadlines and problem- solving independently and cooperatively.
  • Knowledge of Mercy Corps systems and procedures desirable; knowledge of donor regulations (USAID, DFID, EC, UN) an added advantage.
  • Strong ICT skills a must and vehicle mechanic knowledge an added advantage. Excellent negotiation and representation skills.
  • Effective organizational, prioritization and result management. Excellent verbal and written French and English skills required.
  • Ability to work effectively with an ethnically diverse team in a sensitive environment.
Success Factors

The successful Logistics Manager will be good at problem solving and have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. S/he will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites.  
Mercy Corps team member members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Living Conditions / Environmental Conditions

This is an unaccompanied post based in Goma. The position is entitled to shared team member housing in Goma and is not eligible for hardship.
While conditions in the country are improving, and security is quite stable in Goma, there are still pockets of violence and insecurity and petty crime is on the increase. Mercy Corps' sub- offices experience variable levels of insecurity, with the situation closely monitored by UN peacekeepers. Years of conflict and corruption have badly damaged the country's infrastructure. Air travel is necessary to get from one end of the country to the other. There are virtually no telephone land lines in the DRC, though mobile phones and cellular service are widely available. Internet is limited, but available in all Mercy Corps offices. Travel to field sites will be required (up to 20%) where living conditions are clean and secure, but basic. There are a number of health services available with several evacuation options for serious illnesses. There’s reasonable access to most consumer goods, although they can be expensive.
Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.

Mercy Corps Diversity Statement 

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.            
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today