Overall Purpose

• Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care, the Logistics Manager has a critical role in overseeing the Medair supply chain & logistics activities in Medair Jordan. Medair’s programme in Jordan is delivering emergency assistance to refugees (mainly in response to Syria crisis in non-camp settings and vulnerable host communities in Jordan. Project sectors are Health, Social Protection, and Psychosocial Support. This is done through a mix of direct implementation and local partners. 
• The Logistics Manager sets the strategic direction of the logistics department on a day-to-day basis and involved in a wide variety of activities involving coordination, logistics, security, finance, and ensures that the Medair programme complies to all legal requirements and supports the programming by maintaining relationships with the relevant governmental bodies and persons.

Project /Department Overview

• Medair Jordan Logistics department provides operational support for the implementation of the programmes’ activities. The role provides technical oversight, management, and evaluation of procurement, fleet, warehousing, IT, warehousing, and facilities. The role ensure that all activities are carried on per Medair and donor standards (compliance). As Medair works through local partners, the department actively provide support and logistical oversight, in order to ensure the local partners, implement all logistics tasks in appropriate and compliant ways.  

General Information

Percentage for the role

100%

Duration of commitment

July 2024 and beyond (funding permitting)

Starting date

1^st December 2024

Working conditions

• Medair Jordan has one office in Amman, from which operations are managed. The Logistics Manager will be based 100% from the office.
• Under Medair HQ planning, there is annual logistics workshop that the LM is expected to travel & attend. 

Essential Responsibilities

Logistics Management

Procurement:

• Ensure there is effective Procurement Planning, coordinating across all departments to ensure delivery of procurement can be delivered on time
• Ensure Procurement are carried out in alignment with Medair principles, standards and donor compliance, and obtaining good value for money
• Ensure all documentation is maintained, to meet internal & external requirements
• Ensure all logistics tasks are carried out using Medair logistics systems (e.g. Medex)
• Be the Logistics Management Authority, ensuring all steps within procurement are done according to the right standard (~ 80% of the procurements)
• When necessary, support the Logistics team and other departments, by carrying out the procurements, or more active roles in larger tenders (LMA in these times, would be either DCD or GSO Logistics Advisor) – approx. 10 – 20% of procurements (could increase / decrease depending on requirements

Fleet:

• Oversee an effective fleet management approach is being used to meet Medair’s needs
• Ensure safety and security protocols are in place and adhered to, when vehicles in used
• Ensure good relationships build and / or maintained with fleet suppliers and drivers

Warehousing

• Ensure supplies being stored are done according to Medair & donor standards
• Complete quality checks, spot checks, and other activities to ensure warehousing standards are maintained

Equipment Management / Assets

• Ensure equipment is procurement and handled according to Medair and donor standards
• Ensure the inventory management system and supporting documentation is accurate and kept up-to-date, and physical checks of inventory completed

IT

• Support the IT Officer to ensure Medair’s IT needs are met, through provision of equipment, running IT networks (hardware / software)
• Support the IT Officer in ensuring staff understand how to use IT systems, request support, and handle equipment correctly

Facilities

• Oversee the Medair facilities (e.g. rental properties – office, guesthouses, etc.) and ensure the day-to-day running of the properties, maintenance, issues are effectively managed
• Maintain effective relationships with landlords, and other suppliers who carry out works / services for Medair
• Ensure office standards, process, safety procedures are adhered, to support the safety and security of office staff, Medair assets, and the general building

General

• Use updates, reports, analysis, reviews, etc. to effectively communicate progress, issues, risks to Medair’s logistical operations
• Lead on developing, and delivering, the Logistics Department strategy, and feeding in to the wider Medair Jordan Strategy

Team Management

• Manage and motivate staff with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism. This includes recruitment, appraisal, objective setting, performance review, producing development plans, determination of training needs, establishing and monitoring work plans, etc. 
• Provide training, advice, mentoring and coaching as required to all relevant staff on logistics management, procedures, and internal controls.
• Ensure Medair’s ethical standards are upheld, and any potential losses, breaches, violations (e.g. fraud, conflict of interest, etc.) are reported. Pro-actively work to prevent such occurrences, by working with relevant managers, and staff, to improve transparency and to ensure the best use of Medair assets and resources.

Engagement & Coordination

• Maintain strong relationships and effective ways of working & communication with the programmes and support departments
• Work in close cooperation with other team members, feeding in to the various programmatic processes (e.g. assessments, proposed interventions, etc), providing overviews of logistics requirements for the development of project proposals and subsequent projects. Proactively engage with key staff to ensure project planning and budgeting incorporates adequate funding for logistics capacity and resources. Provide support for and carry out logistics assessments. 
• Proactively engage with suppliers, partners, local authorities, other NGOs, clusters and any other stakeholders, to plan, organise, and schedule distribution of goods and material as well as to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions. 
• Actively contribute towards the broader leadership team within Medair, helping senior leadership take wise decisions affecting all aspects of Medair operations.
• Ensure logistic components are accurately captured in budgets, reports, planning, reports, etc.
• Engage with the wider Medair Logistics team (e.g. Logistics Community of Practice) as a way to network, share & learn good practices, and engage in wider Logistics work.

Partnership

Management

• Ensure local partners are adequately assessed, supported and monitored through the partnership cycle (assessment, contracting, implementation, closure)
• Support local partners in capacity building
• Ensure local partners adhere to appropriate logistics standards and donor compliance
• Maintain good relationships and ways of working with local partners

Other

• Lead with a continuous approach mindset to work, seeking ways to learn and improve on existing processes, tools, approaches, or challenges, to improve the way Medair operates
• Maintain accurate filing systems, with documented and supported records of logistics transactions for audit purposes and submit logistics reports to the in-country management team, and GSO logistics pursuant with Medair policies and procedures. Provide information and support, as required, with any audits carried out in-country and at GSO 

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Delegated Responsibilities

Hierarchical reports to Job Holder

• There are 4 staff directly reporting in to the Logistics Manager (this could change depending on changes in requirements of the Logistics Function).
• Note: A portion of the Logistics Officer & Government Liaison role (20 – 25%) reports directly in to the Deputy Country Directly, in order to fulfil the government liaison requirements of the role

Does the position require to lead other line-managers

• Yes – The Logistics Officer oversees the team of Drivers; The Logistics Assistant oversees the Cleaners

Budget responsibility

• As the role holds Logistics Management Authority, the role does not have budget responsibility (to adhere to segregation of duties)

Communication

Internal

• Logistics Staff
• Support departments - finance, HR, Funding
• Programme departments - Health, PSS, CBI
• Logistics community - GSO; Other Medair country programmes

External

• Suppliers, landlords, government bodies