Objective 1: Coordinate logistics at national level
Internal coordination of the Logistics team in the mission:
- Analyze and define logistics team member’s role and responsibilities on regular basis based on the mission and project/program requirement resources between Bases.
- Management, monitoring and follow-up of logistics, IT and security staff and functional management of Base Logistics Officers
- Lead the consolidation and monitoring of the Mission Procurement Plan
- Management and follow up to the logistics staff when deployed in the field to support emergency response.
- Ensure compliance and support the standardization of logistics procedures and templates, particularly at Manila and field level.
- Lead and ensure the implementation of Action Against Hunger´s logistics procedures (KitLog) and strategy across the operations, including application and promotion LINK across the mission.
- Ensure procurement forecasting is conducted regularly with programme and support departments.
- Monitor compliance and escalate significant risks and deviations to senior management
- Support the mission with partners and service providers as delegated by senior management
Drafting of Proposals and Reports to donors:
- Lead andccontribute technical, logistics and security related inputs to proposals and budgets in coordination with head of departments.
- Ensure timely coordination between the Program, finance, HR and communication departments
- Provide logistics information and supporting documentation required for donor reporting
Supervision of the supply chain:
- Lead and ensure implementation and monitoring of Action Against Hunger´s Supply Chain Management Tools.
- Monitor and ensure the compliance with Action Against Hunger and donors logistics procedures.
- Monitor procurement lead times and identify bottlenecks affecting programme implementation.
- Implementation of the anti-fraud policy and its tools within the logistics department.
- Facilitate the preparation of tender plans and procurement schedules for major purchases.
- Ensure procurement activities are aligned with project implementation timelines.
Budgeting:
- Contribute logistics budget forecasts and resource planning for projects and annual budgeting.
- Contribute to any budget/proposal to be submitted to donors as part of a proposal.
- Review and validate the monthly logistics expenditure forecast for across mission in coordination with field offices and head of departments
Reporting, analysis and information management:
- Control and analyze the Mission´s Logistics costs monthly basis.
- Consolidate, monitor and analyze logistics department information submitted by the field officers and departments.
- Analyze and optimize equipment use, including forecasting, disposal and replacement of equipment in line with Action Against Hunger´s and donor policy and guidelines
- Ensure the implementation of Action Against Hunger´s Archiving Policy.
- Support audit processes and provide logistics documentation as required.
- Ensure the Monthly Reporting requirements to Headquarters are met by the Mission.
Communication Management:
- Implement adequate and relevant communication systems.
- Analyze new requirements and the cost/efficiency of existing systems.
- Lead and implement Action Against Hunger´s IT policy in the Mission, including troubleshooting and addressing IT related concerns in the mission in coordination and consultation with HQ
Equipment/asset management:
- Create and implement an equipment policy for the Mission.
- Manage equipment according to Action Against Hunger and donors’ guidelines.
- Ensure the correct and documented transfer of equipment on completion of projects.
- Ensure adequacy and efficient management of equipment in the Mission.
- Lead ensuring accommodation/office/guest house contracts are drafted, reviewed, signed and renewed based on the needs in coordination and consultant with line manager and finance department
Fleet Management:
- Ensure an efficient fleet planning and management in the Mission.
- Create and disseminate a vehicle use policy and monitor safety compliance
- Monitor the maintenance and control of vehicles in accordance with Action Against Hunger´s procedures, including renewal of FWA
Objective 2: Contribute to the definition of mission strategy
- Contribute operational logistics analysis and recommendations to support the development of the Mission's strategy.
- Lead and ssupport the implementation and dissemination of the Mission's Logistics Strategy.
- Lead, promote and 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 and implementation of environmental policies
- Lead the review identify operational improvement opportunities on regular basis and propose corrective actions to management.
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.
- Lead, develop and regularly monitor individual logistics staff objectives and action plans
- Contribute to the implementation of Mission Training Plan, and monitor its implementation within the logistics department.
- Provide technical support to field logistics team through weekly meeting 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
- Lead and ensure systems and process are in place for emergency response in Philippines.
- Lead building logistics staff capacity and maintain emergency response deployment ready at any time
- Be available to be deployed in the field for new emergencies as requested by line manager.
- Lead the development, monitoring and periodic renewal of Framework Agreements for frequently purchased goods and services.
- Ensure Framework Agreements are strategically established to reduce procurement lead times and support emergency response capacity.
- Monitor Framework Agreement utilization and supplier performance.
- Monitor supplier performance against agreed service levels and contractual obligations.
- Conduct periodic market assessments to identify qualified suppliers and procurement risks.
- Support the development of sourcing strategies for key categories of expenditure.
- Assess supplier capacity, financial stability and operational risks.
- Ensure adequate supplier diversification to mitigate operational and emergency response risks.
Objective 5: Operational support to the Mission´s security management
- Lead and analyze the safety and security context in operational areas in coordination with Security Officer, Head of Bases and Country Director
- Advise the Country Director on matters related to safety and security management
- Contribute to monitor the compliance of all staff with the Mission´s security regulations.
- Lead and ensure local standard operation procedures are developed and updated according to the timeline established at the mission and HQ level in coordination with Security Officer, Head of Base and Country Director
- Ensure physical status and availability of contingency measures and equipment (e.g. hibernation boxes, back-up vehicles), as needed
- Coordinate and ensure regular updating of Business Continuity Plans of the mission, including bases in coordination with line manager and head of departments
- Support Risk Assessment and Management in the mission