About the role

This is a 12-month (renewable), volunteer position with unaccompanied terms based in Goma DRC, with up to 30% of the time scheduled and spent in the programme areas, with an annual allowance of 12,329 Euro.

You will report directly to the Operations Director and will work closely with the Logistics Coordinator, Base Managers, Area Coordinators, HR and Administration Managers, logistics staff and other programme staff as required.

We would like you to start on 1 July 2024.

Your purpose: The Logistics and Operations Support Officer (LSO) will support the Operations Director in all aspects of logistics and operations within Concern DRC, including but not limited to the development of internal monthly logistics reports, the drafting of expressions of interest and concept notes.

The LSO will provide support to Concern’s emergency and development programmes in DRC, in particular focussing on the implementation of Operations and strengthening staff capacity. The LSO will also help with other operations related tasks, related to HR and administration.

In this role, you will:

• Support the Logistics Coordinator and Base Managers by tracking project orders, including inter-zonal tracking through the procurement tracker tool.
• Support cost effective management and execution of procurement in line with Concern’s policies and procedures.
• Evaluate documentation of procurement processes on a random basis, to ensure compliance.
• Support customs clearance processes.
• Assist the logistics staff in preparing tenders and developing framework contracts.
• Brief all staff on the supply chain system and the constraints related to it.
• Ensure that the supplier’s database is regularly up to date
• Organize supplier’s evaluations when required
• Participate as a member of the purchase committee
• Assist in coordination with implementing partner NGOs and strengthening their capacities.
• Participate in the design of training content and tools.
• If necessary, assist in coordinating visits from headquarters staff or consultants and accompany visitors and advisors in the field when necessary.

Warehouse Management:

• Support effective warehouse management in accordance with the Concern guidelines.
• Support efficient stock management and availability of relevant supply management data and stock records.
• Support the security of stock through the implementation of effective controls.
• Ensure documentation is correctly understood and used.
• Strengthen staff capacity and warehouse management processes.
• Investigate stock discrepancies that might be found by Base Managers and provide a report of the findings
• Participate in inventories

Emergency response:

• Provide support with the logistical preparation of projects for emergency interventions.
• Prepare distribution activity plans in conjunction with the programme departments.
• Support the dispatch and receipt of commodities on a timely basis as requested.
• Ensure end of distribution reconciliation documentation is understood and used.

Communications:

• Support regular maintenance of communication equipment in liaison with the Operations Director and IT Manager.
• Staff training on use of communication equipment and communication protocols.

First Aid:

• Liaise with the Logistics Coordinator in ensuring that every vehicle used by Concern staff has an appropriate first aid kit.

• Liaise with the Operations Director in sourcing and scheduling basic first aid course/refresher courses for drivers.

Transport:

• Ensure that maintenance works are properly documented.
• Monitor the maintenance conducted on Concern vehicles by external service providers and Concern Garage.
• Create a database of parts used by Concern DRC and study maintenance and repairs on the mission to improve tracking and efficiency.
• Propose fleet greening initiatives
• Support the Operations Director to gather data for the carbon footprint audits

Asset:

• Assist the Operations Director and IT Manager with asset check
• Support the Operations Director for any asset disposal plans

HR & administration:

• Help with induction of new staff
• Help with development of trainings and evaluations of staff

Capacity building:

• Travel to field locations to conduct trainings e.g. on logistics, procurement, transport and warehouse management etc.

Other:

• Contribute to organisational accountability initiatives, including overseeing the roll-out of commitments of Concern under the CHS (Core Humanitarian Standards)
• Adhere fully to the commitments and rules of Concern’s Code of Conduct and our Associated Policies (the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Person Policy), including the respect of confidentiality.
• Report to the appropriate manager, all violations of Concern’s Code of Conduct and Associated Policies.

Your skills and experience will include:

Essential:

• Strong security awareness
• Fluency in French, both verbal and written and a good command of English
• Technical skills in two or more of the following fields: vehicle mechanics and fleet management, energy and electricity, ICT, supply management, VHF/HF communications, construction, distributions, procurement and tenders, stock management
• Ability to organize and prioritize workload, and using own initiative as appropriate
• Ability to be part of a multi-cultural and multi-disciplinary team
• Ability to cope with stress and to work under pressure
• Flexibility, adaptability, good sense of humour, and patience
• Willingness to live in basic living conditions
• Willingness to travel to remote programme locations
• Attention to detail

Desirable:

• Previous work experience in Africa
• Experience with logistics and supply chain management emergency operations
• Experience working in humanitarian field with an NGO

Special Skills, Aptitude or Personality Requirements:

• Good time management skills, the ability to structure processes and to respond positively and constructively to a rapid changing operational environment are key competencies.