Country Logistics Manager (CLM)

Place: Ha Noi, Vietnam
Type of contract: Fixed Term contract
Starting date: As soon as possible
Closing date for applications: 10/03/2023

Humanity & Inclusion (HI) is seeking
COUNTRY LOGISTICS MANAGER

“Outraged by the injustice faced by people with disabilities and vulnerable populations,
we aspire to a world of solidarity and inclusion, enriched by our differences,
where everyone can live in dignity”

Handicap International is changing his name and becomes « Humanity & Inclusion ». HI, Humanity & Inclusion is an independent and impartial aid and development organisation with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

Since the organisation was first founded in 1982, we have set up development programmes in 62 countries and responded to many emergencies. Today we have a budget of around 150 million euros, with 3500 employees worldwide.

HI is engaged in an employment policy in favour of disabled workers. For further information about the association: www.hi.org [1].

CONTEXTUALISATION:

Project Information: Handicap International - Humanity & Inclusion (HI) in Vietnam is currently accepting applications for Country Logistics Manager (CLM), for a USAID-funded Inclusion IIb project. This 4-year cooperative agreement aims to improve the quality of life of persons with disabilities in Binh Dinh and Kon Tum provinces of Vietnam. The project aims to expand rehabilitation services for persons with severe disabilities in the target provinces by developing a rehabilitation plan and their realization; strengthening Multi-Disciplinary Team (MDT) rehabilitation services; building the capacity of rehabilitation service providers; provision of assistive technologies, etc. The project will also expand social services and implementation of disability policies through strengthening institutional and/or home care, including psychosocial support; improving care skills of primary caregivers and service providers; improving independent living skills as well as improved participation in community and social activities; removal of social and attitudinal barriers; improve the local system to strengthen implementation of disability policies; improve access to mainstream services; etc. The $12.5M project aims to subgrant 80% of the budget to local and international organizations in charge of implementing activities. HI's role is to support these sub-awardees and to ensure technical quality and outcomes of the project’s activities.

About the position: the CLM is responsible for overseeing the Logistics Department at the country level such as the efficient management of the supply chain, equipment, vehicle fleet, premises, safety, and archiving management. Contribute to developing Logistics strategy operation, implementing its action plan, and monitoring it. Deploy HI’s standards by adapting and contextualizing the standards to meet the local condition and align with the donor requirements. Strengthening the capacity of partners in logistics and supply chain management,

Line Manager: Reporting to the Regional Logistics Manager

Duty Station: Ha Noi (with frequency travels to Binh Dinh and Kon Tum province)

MISSION/RESPONSIBILITIES

Mission 1: effective management of the logistics department and its team members

• Role and responsibilities of each team member are clear
• Produce an annual plan that aligns with the Logistics StraOp for the upcoming year and the potential needs for collective training,
• Manage and supervise logistics team (leave, recuperation, appraisal, IAP, objectives, etc.), if the need arises, co-validating disciplinary procedures with the RLM,
• Coordinate the overall management of the logistics teams (country office and site(s)), facilitate or initiate team meetings, ensure smooth collaboration with other services and project teams,
• Supervise and give guidance (training and coaching) to logistics team members,
• Ensure efficient distribution of the workload within the team
• Oversee the team's career development: define training needs and provide guidance on professional development.

Mission 2: Deployment HI’s standards, manage the budget for structure, and reporting 

• Contributes to developing, revision, and implementing of the Operational Strategy (StratOp) in line with objectives within his/her geographical area.
• In collaboration with the RLM to update logistics policies and procedures (procurement, equipment, vehicle follow-up, stock, security, travel, etc.) and tools to adapt with the context of operations in the country,
• Ensure that policies and procedures are compliant with HI internal regulations, Cambodian legal framework and donors’ requirements,
• Have a good knowledge on donors’ regulations (specific conditions and guidelines related to logistics topics),
• Provide training and refresher training on logistics policies and procedures to HI staff
• Report to RLM any non-compliance with HI logistics policies.
• Prepare, and update on a quarterly basis (budget revision), an annual budget that detailed the forecasted expenditure for the running of HI office and its activities (structure costs) such as utilities, office consumables, maintenance, etc.,
• Analysing Logistics monitoring report and proposing solutions to the RLM

Mission 3: Contribute to Building the Capacity of HI’s partners

• Assess and evaluate the capacity of partners for Logistics’ aspects 
• Finding and recommendations to the project manager
• Develop indicators and actions to be implemented with the project manager
• Design the training materials and provide training to the partners
• Review the improvement and reporting to the internet and external stakeholders
• Provide support to partners when needed

Mission 4: Supply Plan

• Actively participating in every phase of the project cycle to anticipate the needs 
• Working closely with internal stakeholders of the project to develop the supply plan
• Sourcing of the supply through extended local and non-local searches (call for interests)
• Identifying markets and the procedure to be applied
• Maintain supplier database, price list, and availability of the needs
• Maintain partnerships with suppliers to facilitate resolving procurement problems  

Mission 5: Procurement

• Review all incoming requests for compliance with the procurement procedure and the needs are well-understood
• Establish priority to perform all appropriate preparations necessary for the purchased
• Identify market as well as suppliers to request quotations
• Review and analyze bids/quotations to recommend the best-qualified supplier to a committee
• Request for validations from internal stakeholders according to the Designated Purchase Signatory Table 
• Prepares and reviews to complete all procurement paperwork (Purchase and Service Request, Summary Bid Analyse, Purchase Order, Purchase Contract, Delivery Note, Reception Note, Request for Payment) and arching all the documents digitally
• Follow up closely with the suppliers, keep the status of the purchase up-to-date and report to the project if needed
• Quality and quantity control for purchased items/services
• Handover the requested items/services to the requester at the right time and right place smoothly 

Mission 6: Ensure efficient management of HI equipment

• Ensure that equipment and general assets are adapted to the needs of the countryfor efficient implementation of its activities
• Ensure that the Equipment Monitoring Chart (EMC) and Vehicle Monitoring Chart-if any (VMC) are accurate and regularly updated,
• Ensure that the use of HI vehicles is compliant with HI policies (internal regulations, travel policies…),
• Supervise the bi-annual inventories and ensure that head office requirements are respected (quality, deadline, reconciliation EMC/Accounting, etc.),
• Prepare the adequate documentation that justifies the change of status of equipment (certificate of donation, certificate of sale, certificate of loss, etc.) and ensure they are approved by the RLM,
• Produce, in collaboration with RLM and project teams, a document that identifies the planned investment for the following year in terms of equipment and vehicles (renewal and additional needs
• Ensure that concerned staff receives training on properly using specific equipment (vehicles, laptops, etc.).

Mission 7: Ensure correct management of premises and general services (HI premises and storage facilities)

• Ensure that HI premises (offices and international staff’s accommodations) are safe and secure, proceed to regular security assessment and propose solutions when a risk is identified,
• Supervise the follow-up of HI premises’ contract (offices and international staff’s accommodation) and anticipate the renewal or the termination of these contracts, on request identify potential new premises for rental,
• Supervise the management of the stock (including regular communication with the project team regarding the stock balance) and ensure that the storage facilities are well maintained,

PROFILE REQUIRED

• At least Bachelor’s in Business Management or equivalent
• 5-7 years management experience in a cooperative NGO environment 
• 5-6 years of experience in purchasing or supply chain management 
• Experience in sales and marketing is an asset
• Experience in International NGO - USAID (project or administration) is an asset
• Experience in Supply Chain Management Software (LiNK My Supply..) is an asset
• Excellent skills in negotiation, analyzing, synthesizing, and planning
• Proactive and dynamic
• Self-motivated, possess a positive and proactive outlook, flexible and able to work independently and without close supervision 
• Proven ability to manage workloads and multiple priorities efficiently and with minimal supervision
• Result-oriented, tentative, and organized
• Willing to learn and grow
• Proficiency in computer literacy (MSO excel, word, etc.)
• Proficiency in English, both spoken and written

Management skills

• Being capable of helping team members to progress: developing his/her staff‘s ability to work autonomously
• Knowing how to position oneself so things can move forward
• Knowing how to simplify and prioritize

Professional Skills

Other professional skills

Cross-cutting skills

Required for the function

Qualifications:

• At least Bachelor’s in Business Management or equivalent
• 5-7 years management experience in a cooperate NGO environment
• 5-6 years of experience in purchasing or supply chain or sales and marketing is preferable
• Experience in International NGO (project or administration) will be an asset
• Experience in Supply Chain Management Software (LiNK My Supply..) will be an asset
• Excellent skills in negotiation, analyzing, synthesizing, and planning
• Proactive and dynamic
• Self-motivated, possess a positive and proactive outlook, flexible and able to work independently and without close supervision
• Proven ability to manage workloads and multiple priorities efficiently and with minimal supervision
• Result-oriented, tentative, and organized
• Willing to learn and grow
• Proficiency in computer literacy (MSO excel, word, etc.)
• Language requirement: native Vietnamese, proficiency in English, both spoken and written

CONDITIONS OF THE POSITION:

• Type of contract: Fixed term contract of 44 months/ starting from May 2023
• Wage: According to profile and experience

TO APPLY: Only online by joining a CV and cover letter via the following email: [email protected]. Only short-listed candidates will be notified.

Humanity & Inclusion (HI) is an equal opportunity employer. Women and people living with disabilities are strongly encouraged to apply. HI promotes and upholds the principles of equal opportunities and its policies (PSEAH, Child Protection etc). HI has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or a child by any of our staff, representatives or partners. Recruitment to all jobs in HI includes, in particular, criminal record checks and the collection of relevant references. Safeguarding our beneficiaries is our top priority in everything we do. For further information about the association: http://www.handicap-international.fr/ [2]