Main missions:

•    The Logistics Manager in delegation and under the supervision of the SSC manages the logistics activities of the projects and the PSU. She/he shares with the SSC, the responsibility for representing and implementing security in the mission. She/he is in charge of computer monitoring, equipment performance and ensures the backup and protection of data.
•    She/he ensures the proper supply of the office and projects and stock management. She/he is responsible for the management of the office's equipment: vehicles, telecommunications, IT and security. He/she is responsible for ensuring compliance with the rules of equipment management.
•    The logistics manager setup and ensures the management and good organization of his/her team; as well as the continuous training of the teams in logistics procedures.
•    She/he is responsible for the preparation, proper execution and follow-up of events organized by the projects as well as the travel made by the EF staff and guests; in collaboration with the Project Managers.
•    She/He ensures the logistical reporting of the office to the coordinator and the head office.
•    She/he acts as the SSC on logistical issues in case of absence.

Main activities:

Security

•    Determine, with the SSC and the Regional Operations Security Coordinator, the means to be implemented to ensure the safety of the teams
•    Train teams in procedures related to movement and building security
•    In collaboration with the SSC, establish and maintain informal links and a network of contacts allowing for the collection of information as well as the monitoring and analysis of the political, security and geopolitical context in the country
•    Take part in the management of security crises in accordance with the security plans in close collaboration with the SSC and the regional coordinator
•    Set up an Office Safety Pack and update it monthly: Summary sheet, safety plan, evacuation and hibernation plan, as well as risk analysis and safety phase documents
•    Participate in the safety and context briefing of newcomers or hires. Ensure the dissemination of new information or modification of the analysis and the measures put in place
•    Participates in the creation of safety diagnostic tools with the SSC
•    Prepare the internal security monitoring document. File and archive security-related documents
•    Implement a procedure for the management of work orders
•    Supervise the outsourced security management of the premises on a daily basis (locking, guarding, etc.)
•    Track and maintain the office monitoring system in working order

Office Premises and Inventory Management

•    Liaise with the building owner in for breakdowns, improvements, contractual aspects, etc. 
•    Check electricity and water consumption before transferring the bill to the finance department
•    Ensure the preventive maintenance of equipment (air conditioners, photocopiers, etc.) and follow up on the maintenance carried out on the building, elevators, etc.
•    Optimize workspaces. Ensure the hygiene and cleanliness of the building
•    Set up a regular inventory of furniture and equipment as well as its use. Make sure they are coding.
•    Track office supply inventory and conduct regular inventories
•    Propose a reallocation of the equipment remaining at the end of the program in collaboration with the operational staff, the headquarters and the SSC
•    Validate the Out of stocks requests for projects and PSU managers.

Events, passenger travel and freight transport

•    In collaboration with the Project Managers, establishes a calendar of events planned for the year, develops a retro-schedule for each one, defining the tasks and responsibilities of the members of his team and the support needs of other departments if necessary
•    Identifies external contractors and provides regular updates
•    Organizes and monitors the progress of these events, and ensures that they are closed
•    Collects the national and international travel needs of missionaries (EF or umbrella employees, ITEs, partners and guests, headquarters visits, etc.) identified by the projects.
•    Establishes and ensures the completeness of travel files (visas, assignment or invitation order/letter, tickets, hotel and/or meeting room reservations, etc.)
•    Ensures that the missionaries are well taken care of and is in charge of providing support on requests for modifications or unforeseen changes. 
•    Ensure the follow-up of the importation of goods and items into the territory and the Agency's compliance with customs formalities in conjunction with the company in charge of the previously identified customs clearance formalities
•    Supervise the national transportation of goods (identification of carrier(s), loading, inventory, etc.)

Management of the computer, telecommunications and information systems equipment

•    Size and define the investment and depreciation plans for the computer equipment (computers, printers, network, remote monitoring and means of communication). Anticipate the need for replacement and provision of new projects
•    Monitors equipment allocation and loans
•    Ensure the proper functioning of equipment. In conjunction with the IT department at headquarters, ensure the proper installation of basic software and access for each user to the intranet and internal SaaS. 
•    Receive equipment maintenance and malfunction needs and propose a repair and upgrade plan
•    Setting up and controlling the telephone credit management procedure
•    In conjunction with the head office, establish data protection standards (in compliance with national legislation and the European GDPR)
•    Develop a data backup plan

Fleet management:

•    Consolidate and analyse monthly fleet consumption
•    Implement the management method for the supply of fuel, spare parts and consumables to the vehicle fleet
•    Supervise the administrative management of vehicle-related documents (logbook, contracts, insurance, registration, etc.)
•    Ensure the execution of vehicle maintenance operations
•    Validates vehicle repair needs; controls the need, defines the terms and conditions and validates the expenditure
•    Ensure the presence of the appropriate kits sets in each vehicle (pharmacy, logbook, fuel and movement tracking, etc.)
•    Enforce rules related to the movement of vehicles and people

Management of the mission's logistics framework contracts:

•    Participate in the implementation of logistics framework contracts (transport of people, goods, freight forwarder, office supplies, etc.) in line with the needs of the PSU and the projects
•    Validate the initial expression of needs, the specifications of logistics tenders and participate in the bid validation committees
•    Be responsible for the follow-up of logistics framework contracts and the link with the concerned suppliers and sub-contractors (maximum amount, validity dates, validation of invoices, etc.)

Team Management

•    Prepare and ensure the proper implementation of the logistics team's schedules
•    Establishes initial objectives and evaluates the performance of staff under his/her direct supervision. Defines a support plan for the members of his team
•    Train logistics teams on EF procedures
•    Organize training workshops on themes according to the needs identified

Various activities

•    Acting as the SSC's staff, in the event of absence, on matters that concern him/her
•    Send monthly logistics reports to the SSC
•    Analyse and propose plans for continuous improvement of national processes and rules related to the implementation of EF policies
•    Participate in the preparation of donor reports according to the needs expressed by the Project Managers
•    In the context of the development of new projects, contributes to the identification of logistical means and definition of the related budget in connection with operations and the SSC

This list of responsibilities is not exhaustive. The Logistics Manager will also have to support the Logistics team and more broadly the PSU and the Projects in any task necessary for the proper functioning of the department.