Job Description

– LOGISTICS MANAGER

Job Title:

Logistics Manager

Department:

Operations

Grade:

4A

Location:

Cross site (based in Rwinkwavu)

Reports to:

Director of Operations

Positions reporting to:

Logistics Coordinators

Position Type

Full time

8 Hours per day – 40 hours per week

Contract Type

Fixed-Term Contract

Two Years renewable subject to the availability of funds

Organizational Profile

Partners In Health (PIH) is a non-profit, global health organization that fights social injustice by bringing the benefits of modern medical science first and foremost to the most vulnerable communities around the world. PIH focuses on those who would not otherwise have access to quality health care. PIH partners with the world’s leading academic institutions to create rigorous evidence that shapes more sound and all-inclusive global health policies. PIH also supports local governments’ efforts to build capacity and strengthen national health systems.

As of today, PIH runs programs in 11 countries (Haiti, Kazakhstan, Lesotho, Liberia, Malawi, Mexico, Navajo Nation, Peru, Rwanda, Sierra Leone, United States), where it provides direct care to millions of patients, through public facilities and community engagement.

As of today, PIH operates in three rural districts in Rwanda Kayonza and Kirehe in the Eastern Province, and Burera in the North Province

Main Responsibilities

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Job Purpose

Under the supervision of the Director of Operations, the Logistics Manageris responsible for overseeing all IMB logistics operations to ensure efficiency, accountability and transparency across warehousing, inventory management, asset management and fleet management functions.

The role is responsible for both technical leadership and operational oversight to the District logistics and inventory teams, ensuring that systems, controls and processes are standardized, working efficiently and aligned with IMB’sstrategic goals.

The Logistics Manager also ensures reliable transport and distribution support to all IMB programs.

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Main Responsibilities:

• Fleet Management:
• Develop and oversee the implementation of fleet management plans to ensure cost effectiveness, operational reliability and safety of IMB logistical operations.
• Implement, review and recommend improvements in fleet management policies, systems and procedures;
• Monitor vehicle utilization, maintenance costs, and provide recommendations for replacement and disposal;
• Maintainand implement IMB fleet disposal plan and initiate disposal processes for vehicles and motorcycles according to IMB asset disposal policies;
• Promote and enforce safe driving/riding practices of motorcycles and motor vehicles in the organization;
• Management of fleet and logistics related contracts (maintenance, fuel, and vehicle tracking systems);
• Ensure that all organization’s motor vehicles and motorcycles are properly insured, licensed and compliant with national regulations related to insurance and yellow card renewal.

• Warehousing and Asset Management:
• Establish and enforce inventory management systems and controls across all warehouses and sites;
• Liaise with the Director of Operations to plan for the order, receipt, storage and distribution of goods , materials and drugs;
• Ensure real time accuracy of inventory records through proper use of Open Box system, with clear accountability for data entry, verification and reconciliation.
• Coordinate overall warehouse reports from districts and compile a central warehouse and asset report to inform decision making;
• Conduct quarterly physical inventory reconciliations for the warehouses to ensure accuracy, ensuring discrepancies are investigated and documented, and resolved within defined timelines:
• Develop and implement stock planning tools and reorder points to prevent stock outs and overstocking;
• Conduct regular spot checks to ensure proper documentation and completeness of information regarding all inventory/assets held in IMB warehouses to achieve internal policy compliance;
• Strengthen loss prevention controls, including monitoring of expiries, theft, damages and wastage.
• Ensure all IMB assets are properly recorded, tagged, tracked and periodically verified;
• Participate in bi-annual asset verification exercises and ensure timely updates of the asset register.
• People Management:
• Lead, supervise and develop Logistics Coordinators
• Responsible for performance management of Logistics Coordinators, including goal setting, bi-annual reviews and setting development plans
• Manage, supervise, coach and mentor staff to strengthen team capacity in logistics, fleet and inventory management;
• Provide and strengthen technical support to fleet and logistics staff to perform and accomplishment tasks and career advancement;
• Safety and compliance enforcement:
• Continuous safety skills promotion and evaluation of the drivers’ defensive driving skills, basic mechanical faults detection and maintenance skills;
• Data-driven decision support
• Analyze and disseminate data from the fleet management system for management decision making;
• Support budgeting and financial planning with accuratelogistics forecasts;
• Lead feasibility analysis of developments in the motor vehicle industry such as cost benefit analysis of transitioning from fuel powered vehicles to electric or hybrid alternatives.

Required Qualifications and Skills

• Bachelor’s degree in Business Administration, Transport & Logistics Management, Procurement & Supply Chain Management or a related field / A Masters’ degree in the above-mentioned fields of study is an added advantage;
• 5 years’ Managerial experience in Logistics and Fleet Management, warehousing and inventory management;
• Demonstrated Experience with Enterprise Resource Planning (ERP) systems or Logistics Management Information Systems (LMIS)
• Advanced Excel skills
• Strong analytical skills and demonstrated success in solving problems and creatively
• Advanced skill/experience in managing staff with diversified background and culture;
• Highly motivated individual with good mentorship and team management skills;
• Excellent Planning and Organization Skills;
• Good Analytical and Report writing skills;
• Ability to work independently and willingness to work overtime to meet delivery timelines;
• Strong Written and Oral Communication Skills in English and Kinyarwanda, French is a plus;
• Patient and flexible
• Willingness to work and live in a rural setting
• Ability to live PIH/IMB values: Ubumuntu-Compassion, Ubupfura-Integrity, Ubunyangamugayo-Honesty, Ubwubahane-Mutual respect, Ubufatanye-Solidarity, Agaciro-Dignity, Kugira ishyaka-Determination.

Commitment to Safeguarding and Prevention of Sexual Exploitation, Abuse and Sexual Harassment:

At Partners in Health, we are committed to ensuring that those who benefit from our work- including our patients, the families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partner in Health’s PSEAH policy. Partner in Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms their understanding of this commitment, their readiness to follow it, and adhere to it.

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