Objective 1: Coordinate logistics at national level
- Internal coordination of the Logistics team in the Mission:
- Allocation of workload and resources between Bases.
- Management and follow-up of logistics staff and functional management of Base Logistics Officers
- Management and follow up to the ER Flying Logistics Manager when deployed and while based in Manila
- Ensure compliance and support the standardization of logistics procedures and templates, particularly at base level.
- Dissemination and implementation of Action Against Hunger´s logistics procedures (KitLog) and strategy.
- Ensure the compliance of the whole logistics operations to Action Against Hunger´s Good Business Regulations, Code of Conduct and Charter of Principles
- Drafting of Proposals and Reports to donors:
- Ensure proposals are in line with the Mission´s Logistics Strategy and take into account logistics costs, logistics needs and the logistics context in the intended implementation areas.
- Creation of accurate reports to donors on all logistics aspects defined by their policy (including stock, equipment, fleet and procurement).
- Supervision of the supply chain:
- Ensure implementation and monitoring of Action Against Hunger´s Supply Chain Management Tools.
- Monitor the work carried out by the Logistics Department .
- Monitor and ensure the compliance with Action Against Hunger and donors logistics procedures.
- Implementation of the anti-fraud policy and its tools within the logistics department.
- Budgeting:
- Prepare the logistics part of the Mission´s annual budget.
- Contribute to any budget/proposal to be submitted to donors as part of a proposal.
- Validate the monthly logistics expenditure forecast for all Bases.
- Reporting, analysis and information management:
- Control and analyse the Mission´s Logistics costs.
- Consolidate, monitor and analyze any data submitted by the Bases.
- Analyse and optimise equipment use.
- Ensure the implementation of Action Against Hunger´s Archiving Policy.
- Prepare responses to any donor requirements and audits at any level.
- Ensure the Monthly Reporting requirements to Headquarters are met by the Mission.
- Communication Management:
- Implement adequate and relevant communication systems.
- Analyse new requirements and the cost/efficiency of existing systems.
- Implement Action Against Hunger´s IT policy in the Mission.
- Equipment Management:
- Create and implement an equipment policy for the Mission.
- Ensure the adequacy of equipment to suit requirements and users.
- Manage equipment according to Action Against Hunger and donors’ guidelines.
- Ensure the correct and documented transfer of equipment on completion of projects.
- Ensure an efficient management of equipment in the Mission.
- Fleet Management
- Ensure an efficient fleet planning and management in the Mission.
- Create and disseminate a vehicle use policy.
- Ensure efficient transport of staff within the Mission.
- Monitor the maintenance and control of vehicles in accordance with Action Against Hunger´s procedures.
- Emergency Preparedness and Response
- Contribute to the creation and regular updating of the Mission´s Emergency Preparedness and Response Plan.
- Train and prepare the Logistics teams on emergency response according to the Mission´s Emergency Preparedness and Response Plan.
- Set up and manage emergency stocks when applicable.
Objective 2: Contribute to the definition of mission strategy
- Contribute to the definition of the Logistics component of the Mission´s strategy with information, hard data and clear planning.
- Develop, update and disseminate the Mission´s Logistics Strategy.
- Contribute to the implementation of the carbon footprint reduction plan over the mission and ensure collection of data to measure our contribution to Co2 emissions
- Contribute to discussions within the Mission´s Coordination Team as needed.
Objective 3: Line-management of the Logistics team in Manila, and technical management of and support to Base Logisticians in the Bases
- Ensure the cohesion and good communication within the department.
- Develop and monitor individual action plans for every member of the department.
- Contribute to the Mission Training Plan, and monitor its implementation within the logistics department.
- Provide technical support to the Base Logistics Officers through weekly calls and regular field visits.
- Evaluate the performance of every team member, and contribute to the development their relevant skills.
Objective 4: Support humanitarian activities of Action Against Hunger
- Support any emergency interventions by Action Against Hunger in Philippines.
- Be available to be deployed in the field for new emergencies as requested by line manager
- Ensure emergency supply/service (framework) agreements in place to support timely emergency response
Objective 5: Operational support to the Mission´s security management
- Advise the Country Director on matters related to security management.
- Contribute to analyse the Mission´s operational context.
- Contribute to the design and on time update of the operational component of the Mission´s Security Plan package.
- Contribute to monitor the compliance of all staff with the Mission´s security regulations.
- Ensure the compliance of all personnel under his direct management with the Mission´s security regulations.
- Ensure physical status and availability of contingency measures and equipment (e.g. hibernation boxes, back-up vehicles).
- Coordinate and ensure regular updating of Business Continuity Plans of the mission, including bases
- Coordinate and ensure timely revisions/updating and validation of Security plan of the mission, including bases and SOPs are revised on regular basis
- Support Risk Assessment and Management in the mission