Logistics Manager at Mines Advisory Group (MAG International)

The Mines Advisory Group (MAG) is a global humanitarian and advocacy organisation that finds, removes and destroys landmines, cluster munitions and unexploded bombs from places affected by conflict.

We are recruiting to fill the position below:

Job Title: Logistics Manager

Location: Abuja (FCT)
Department: Programmes
Line Managed by: Base Manager
Line Manages: Support Services Officer
Important Notice: Position is subject to funds availability

Job Purpose

• The Logistics Manager (LM) ensures system design, implementation, adherence and continuous improvement within the Logistics and Fleet department in line with MAG policies, good practice, and donor guidelines.
• Reporting to the Base Manager the LM will act as a key member of the programme and is expected to contribute to the strategic development of the programme. 

Job Description
Procurement and Supply:

• Provide technical logistics and procurement expertise to the programme SMT to guide the development of budgets, proposals and operational plans, ensuring that new projects are appropriately resourced and costed. 
• Develop and update programme procurement plans into a sourcing strategy to ensure timely procurement and a smooth supply chain to enable the efficient running of operations.
• Manage the end-to-end procurement process, in line with MAG and donor procurement procedures, ensuring control of the supply chain, and that value for money is achieved.
• Review and update current logistics processes in line with the HQ Logistics Framework, produce, and implement project SOPs to ensure a transparent and effective logistics and procurement function.
• Oversee the selection and appointment of suppliers in line with the sourcing strategy and procurement procedures, conducting local market surveys, competitive tendering processes and the development of fit for purpose supply agreements.
• Organise, track and monitor the safe transport and storage of equipment and assets ensuring that all relevant staff are kept updated regarding progress.
• Work with programmes to ensure International Procurement requests are consolidated, clear and well planned in advance.
• Work with customs and other stakeholders to ensure the timely and cost-effective clearance of goods shipped internationally.
• Ensure relevant licences and permissions are sought where required for the procurement and use of sensitive equipment.

Fleet and Equipment management:

• Monitor, maintain and develop procedures and processes for the effective management of the project fleet, including vehicles, generators.
• Ensure accurate and auditable recording of all fleet movements, servicing, and fuel expenditure.
• Monitor and track vehicle use via the vehicle tracking system, report, recommend and initiate processes to ensure proper use of the fleet.
• Develop training plans for drivers (driver manual) to ensure up to date knowledge on current and planned fleet.
• Provide guidance to fleet/ drivers on best practice and appropriate maintenance to control cost.
• Reduce risk to operations by developing an effective PPM (planned preventative maintenance) system fit for purpose and relevant to the conditions on Project. Review maintenance schedules and implement changes as required based on condition of assets.
• Monitor use and condition of all operational assets including equipment, radios/ Thurays  etc. Ensure maintenance schedules are followed and adequate spare parts are held in stock to reduce downtime.
• Research and report on new equipment, tools, technologies, and processes to ensure continued best practice for equipment. 

Policies, Systems and Records:

•  Maintain accurate and comprehensive administrative records relating to all purchases and shipments in line with MAG procedures and donor regulations to ensure transparency and accountability.
• Ensure that MAG’s logistics and procurement policies, procedures, systems, and guidelines are implemented and adhered to.
• Develop and implement policies, procedures and systems that will improve the accountability, transparency and efficiency of the programme’s logistics and procurement function.
• Ensure compliance and application of the programme security plan, safety and security policies and controls to ensure the safety and security of MAGs assets and resources.
• The LM will also play a key role in the Incident Management team.

Asset and Stock management:

• Implement and maintain inventory systems to ensure that robust control mechanisms and minimum stock balances are in place and working effectively.
• Oversee programme assets, ensuring assets are tracked, maintained, and serviced and the programme asset register is accurate and up to date.
• Manage the life cycle of programme assets, ensuring their timely disposal in line with MAG and donor policy.
• Supervise and coordinate all matters relating to transport and fuel management to ensure that vehicles are used appropriately and safely, insurance is in place, damages are reported, services take place and fuel consumption is regulated and recorded.

Management and Training:

• Supervise and line manage department staff in line with MAGs HR policies and procedures.
• Plan and deliver capacity building opportunities for line reports.
• Provide training and briefings staff to enhance their understanding of logistical procedures, asset control, inventory, stores control and MAG Policies and Procedures.

Relationships and networking:

• Ensure the programme management team are kept up-to-date of all relevant issues relating to logistics.
• Maintain and develop contacts with other agencies and relevant local authorities and ministries on logistics and procurement issues.

All staff are expected to undertake the following general duties: 

• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work towards achieving programme and/or department business plan objectives
• Ensure familiarity with and adhere to all MAG policies and procedures and keep informed of MAG activities
• Undertake and apply learning from appropriate training and development programmes.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise. 
• This is a non-contractual document that can be varied from time to time as circumstances dictate.
• This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks.
• All MAG staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises. 
• Some Job Descriptions may be supplemented by specific Terms of Reference.

Person Specification
Essential Experience:

• At least 5 years experience  in Logistics and Procurement
• Experience in coordinating all aspect of a robust supply chain.
• Experience of implementing and managing logistical controls to support the operational requirements of a project or programme..
• Experience of managing and capacity building staff

Essential Skills and Knowledge:

• Knowledge of relevant international export/import procedures and guidelines.
• Understanding of ethical purchasing guidelines and INGO standards.
• Ability to develop and maintain clear record keeping systems to monitor supply chain and asset management.
• Excellent organisational skills with the ability to coordinate, plan and prioritise activities.
• Excellent literacy, numeracy and IT skills (e.g. Word/Excel/PowerPoint)
• The ability to communicate with clarity and credibility on paper and face-to-face
• Effective negotiation skills

Essential Aptitude:

• Innovative, flexible and proactive with a problem-solving approach where systems can be improved
• Determined and committed to the highest quality standards
• Ability to integrate into a varied team and establish effective working relationships at all levels internally and externally.
• Ability to meet deadlines and work calmly under pressure
• Ability to handle and prioritise a heavy workload
• Ability to represent and promote MAG
• Interest in and commitment to MAG’s humanitarian and capacity building mandate
• Attention to detail, specifically with regard to paperwork / equipment

Desirable:

• Experience of working on procurement and invoicing processes
• Experience of export licensing procedures

Application Closing Date
2nd July, 2024.

How to Apply
Interested and qualified candidates should send their Cover Letter and Updated CV to: [email protected] using the Job Title as the subject of the mail.

Note: No Physical CV will be accepted.