Logistics Manager (open to Filipino Nationals)

Country: Philippines
Organization: Handicap International - Humanity & Inclusion
Closing date: 10 Sep 2021

Recruitment Reference: HIPIN/MANI/2021/007

MISSION:

Ensures the efficient management of logistics resources for the country under his or her responsibility. He or she is the point person for the Country Director and as such informs him or her of any problems that fall within his or her remit and suggests solutions.

He or she participates actively in the phased reorganization of HI in the field as part of the ROOTS project. He or she is a key player in the rollout and implementation of HI’s logistics standards, which consists in reworking the positioning of logistics at HI and affirming the principle of professional development.

Line Manager: Country Director**

Duty Station: Makati City, Philippines, with possible travel to sites

Duration: 1 year with possibility to renew contract

Key Responsibilities:

Mission 1 : *Assumes the attitudes and role of manager for his/her staff

  • Fosters team spirit and teamwork to ensure the necessary synergies between the divisions. Encourages the exchange of practices within and between divisions;
  • Contributes to the professional development of his or her staff: sets individual objectives, ensures that the know-how and motivations of his/her staff are in phase with the organisation’s needs;
  • Provides individual and collective recognition;**
  • Develops his/her staff‘s ability to work autonomously:**
  • Embodies and conveys HI’s values, ensures respect of its code of conduct and institutional policies and is vigilant with regard to expected individual and collective behaviours.**

Mission 2 : *Defines the Logistics section of the StratOp and directs its action plan

  • Drives logistics strategy and operations through the active promotion of HI’s institutional policy and directives and the optimisation of its resources;**
  • STRATOP: contributes towards the drafting, revision and implementation of the Operational Strategy (StratOp) within his or her field of activity and geographical area and in line with objectives;**
  • RISKS: produces and updates the risk map for his or her area of responsibility and proposes and implements corrective mitigation measures;**
  • INCIDENTS: contributes to and follows up on incident reports for his or her area of responsibility;**
  • INDICATORS: produces, compiles and analyses the data in the logistics dashboard for his or her geographical area;**
  • REPRESENTATION: represents HI externally on logistical issues concerning his or her geographical area (e.g. forums, operational and strategic alliances); develops the local partnerships necessary for his or her fields of activity.**

Mission 3 : Deploys HI’s standards and contributes to its expertise and accountability within his or her remit: **

  • STANDARDS: ensures compliance with and application of HI standards for his or her entire professional field with regard to policy, processes and tools;**
  • LOCAL ADAPTATION: adapts and contextualises these standards to meet local conditions and regulations;**
  • INTERNAL CONTROL: supervises internal control in his or her fields of activity; **
  • ACCOUNTABILITY: guarantees compliance with and the application of internal rules and the rules of institutional donors in his or her fields of activity**

Mission 4 : *Operational implementation of logistics

4.1 Diagnostic phase – Contextual analysis:**

  • Identifies regulatory requirements (donors, transport, customs, etc.);
  • Analyses the logistics context of the programme (evaluation of logistics capacities, table of logistics problems, ICQ, Log performance);**
  • Evaluates the capacities of available and mobilisable resources (human and material) on the programme.**

4.2 Design phase – Resources planning:**

  • Designs a logistics chain adapted to the programme (costs, quality, deadlines); **
  • Contributes to establishing the programme’s activity schedule;**
  • Helps define the material resources necessary for ensuring the feasibility of the programme;**
  • Defines the impact of logistics needs on the programme’s budget (logistical support) :
  • Defines the impact of the programme’s requirements on the budget ;
  • Anticipates derogations;**
  • Structures the human resources concerned by logistics.**

4.3 Launch phase – Procurement planning**

  • Defines the procurement plan and purchasing strategy;**
  • Plans all the means necessary for the movement of goods during the project period.**

Mission 5: Procurement Management

· Ensure that the collected documents are compliant with HI procedures: supplier stamp, signature...etc.

· Make sure HI procurement rules are respected within all HI bases.

· Manage high amount PSR in link with project and field teams

· Ensure packing list and waybill for the items sent to HI projects are issued and properly used.

· Assure PMC (Procurement Monitoring Chart) is updated on a daily basis.

· Prepare the weekly treasury plan for all payments including the monthly, weekly...etc, and send request to Finance Department.

· Update and communicate the Procurement plan for each delivery

· Assure that all purchase files are completed

· Assure that all supply follow-up documents are linked (CMC-PMC-Stock follow up)

  • Ensure regular follow up of all contracts and their renewal / extension signed on time

· Manage difficulty/issue with supplier in coordination with the Country Director if needed

· Work on market assessment and provide a catalogue and detailed price list

  • Be part of design phase – resources planning of the area of intervention (costs, quality, deadlines)
  • Be part of launch phase – procurement planning and define the procurement plan and purchasing strategy
  • Coordinate the production and updates the risk map and proposes and implements corrective mitigation measures;
  • Prepare the incident reports
  • Produce, compile and analyse the data in the procurement dashboard for the programme

Mission 6 : Prepares for and responds to emergencies: *provides adequate support for emergency responses in his geographical area

Responsible for putting in place support adapted to emergency interventions in his or her geographical area:**

  • Participates in analysing the emergency response capacities of the programme and team; **
  • Helps identify and put in place emergency preparedness measures in liaison with HQ’s Emergency Division;**
  • In the event of an emergency response, mobilises his or her unit and adapts procedures: team sizing, line management, coordination and communication mechanisms, ARCI, reporting, etc. **
  • Strengthens external coordination and collaboration with other organisations.**

Mission 7: To implement Safety and Security plans under direct guidance of Country Director.

  • Facilitates compliance with Occupational Health and Safety (OHS) guidelines of the Department of Labor and Employment (DOLE);
  • Plan and implement Occupational Safety and Health (OHS) policies and programs;
  • Ensures a safe working environment to prevent any injuries and accidents;
  • Coordinates with HR and monitors the health checklist forms daily and ensures compliance with COVID-19 safety protocols;
  • Carry out risk assessments and considering how risks could be reduced;
  • Provide training to staff on health and safety issues and risks;
  • Keeps records of inspections findings and producing reports that suggest improvements; incidents and accidents and produce statistics for Country Director;
  • Assist government inspectors in conducting of safety and health inspection at any time whenever work is being performed or during the conduct of an accident investigation by providing necessary information and OSH reports as required by the OSH standards.

    This list is not exhaustive and the employer/ line manager may ask other tasks. *

How to apply:

Qualifications:

Education and Language:

  • Bachelor in relevant sectors or any relevant field in line with the position
  • Proficient in English language (level C1)

Experience and skills:

  • 3 – 5 years within similar position preferable within humanitarian sectors INGOs
  • Expert in organization skills, activities monitoring, planning, Procurement and purchase, Stock management
  • Proven experience in mechanics skills (Practice); Budget design and management, Donors’ regulations
  • Proficient in facilitation and/or design of training and skills development, sourcing and recruitment, operational partnership, programme management, risks management, internal control
  • Knowledge on DOLE OSH policies
  • With valid Driving licence

Personal qualities:

  • Leadership: inspires confidence, motivates, sets the example, takes and assumes decisions
  • Working as part of a team/network, cooperating
  • Ability to give and receive constructive feedback; discussing with multi-disciplinary
  • Able to manage and resilience to stress and uncertainty
  • Organised
  • Autonomous
  • Solution-oriented
  • Adaptable
  • Excellent interpersonal skills
  • Honest and Committed

Requirements:

  • A resume not longer than three (3) pages summarizing qualifications and experience including 3 work references with contact details (phone and email address)
  • An application/motivation letter is a MUST;
  • Recruitment Reference (*HIPIN/MANI/2021/007)* should be specified in the subject line of your email application
  • Immediately available.

Incomplete requirements may result to disqualification of your application. NBI/Police clearance is a must for the selected candidate before onboarding

Please send the stated requirements to recruitment@philippines.hi.org on or before 10th September 2021. HI keeps the right to fill the position by a qualified candidate before deadline. Kindly note that we will contact only the short-listed candidates. Applications from persons with disabilities are strongly encouraged.

By applying to any of these job vacancies of Humanity and Inclusion, the applicant understands that if s/he is a successful candidate, s/he will be subject to a comprehensive background check, and their personal/professional references will be asked to evaluate their behaviors related to the above safeguarding-related topics.

Salary:

In determining salary for this position, HI Philippines applies its salary grading process, taking into consideration the job description and applicant’s previous work experience and the organization’s salary grid.

Humanity & Inclusion is an equal opportunity employer and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply. Humanity & Inclusion has a zero-tolerance policy on sexual exploitation and abuse, sexual harassment, abuse of authority, fraud, bribery and corruption.



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