Line Manager: Field Coordinator

Technical Manager to: Logistics Coordinator

Line Manager for:  Watchmen, Cleaners/Cook, Logistic Technician/Driver

Works in collaboration with: Field Coordinator GOLO, Program team, Khartoum Coordination (HR/Administrative/Financial, Logistics and Program team)

S/he supervises logistics activities in Bindizi Area in full respect of TGH procedures, notably in following areas: procurement, equipment and stock follow-up, storage, transport, fleet management maintenance (vehicles and generators), information flow. S/he makes sure that information regarding logistics is transmitted accordingly.

A. HR management:

• S/he is responsible of estimating number of daily workers when needed (ex: driver, watchmen, cleaner)

B. Procurement:

• Make sure that items asked are conform to a real need
• Know and respect the purchase procedures

• Check that purchase documents are filled properly.
• Archive properly procurement files and make sure they are complete
• Update the price list, the Purchase requests follow-up
• Be responsible to manage his/her advances given for the purchases. Be able to justify advances management with proper purchase documents and invoices
• Check quality of the items purchased by asking the advice of the user.

C. Transportation/Cargo:

• Organize & follow the transports of goods, material, and pouch to other bases, inform the requester and make sure items reach the concerned base on time.
• Prepare the waybills and send them to delivery bases
• Organize and follow the reception of goods, material, pouch sent from other bases.
• Put in place the handling operation to unload and store the goods in good condition.
• Report any claims (damages, discrepancies/missing goods) at the delivery of goods if necessary, proceed accordingly to recommendations.

D. Stock management:

• Responsible of the stock management.
• Do physical inventory check on a monthly basis.
• Estimate stock capacity according to purchase order that is done, estimate additional space for the shelves and pallets for future orders ensuring security of people and materials
• Follow-up expiry of stock items and act accordingly
• Make sure that stock rooms-storeroom are well organized in proper place
• Ensure that stock cards and stack cards are updated whenever some goods go out or in.
• Update Excel follow-up tool accordingly

E. Assets:

• Assist in the physical inventory of Assets.
• Make sure assets are properly identified (tagged), followed, stored, used
• Follow-up of out of order assets and any assets out of use.
• Report to Logistics coordination any modifications about any assets

F. Maintenance:

Ensure that the compound (office, place of living, kitchen, latrine and store) is always kept in good condition and clean.

• Regularly check the condition of the compound (inside and outside) and proceed to any rehabilitation, reparation when required.
• Follow up all supplies of the base on a daily basis: water, electricity, drinking water, Internet, wastes disposal.
• Follow up the good use of the equipments (generators, motor pumps, motorbike, computers…).
• Plan and follow up cars and generators, equipment maintenance.
• Forecast and purchase spare parts and all other materiel or tools related to the maintenance of the equipment and premises.

G. Fleet management:

• Follow-up vehicles movement, ensure the good use of the logbook by Drivers, organize bookings and manage Drivers
• Follow-up fuel consumption on a monthly basis of all motorized assets
• Follow-up fleet maintenance and repairs
• Follow-up refuelling of all motorized assets
• Ensure Preventive maintenance and follow-up fuel consumption

H. In kind donations:

• in case of in kind donation, make sure to get original documents from donor with costs of items indicated, report to Logistics coordinator

I. IT:

• report to Logistics Coordinator any issues of IT devices of the base
• follow-up antivirus expiry date

H. Capacity-building:

• Participate actively in the training courses recommended by TGH, and share new skills and knowledge with his/ her team or colleagues
• Inform his/her supervisor about identified training needs and training opportunities on his/ her job related matters
• Co-operate in the supervision of partner organizations according to TGH partnership agreements

• University degree in relevant field.
• 2-3 years of experience in similar position.
• INGO experience n the same field is added value
• Arabic and English read, spoken, written
• Strong knowledge of logistics and the supply chain management.
• Basic knowledge of electricity and engines.
• Know and to respect TGH purchasing rules and validation process.
• Very good skills in computing (hardware & software-Microsoft Word, Excel & Outlook)
• Ability to manage good manual works
• Mechanics skills
• Very good organizational skill
• Ability to manage a team
• Ability to prioritise the tasks and delegate some
• Experience with INGOs is an asset