JOBSUMMARY The Roving Logistics Coordinator- Supply Chain Specialist will travel most of his working time with deployments from 2 to 10 weeks to ensure implementation of International Medical Corps’ global Supply Chain & Logistics policies and procedures in assigned region field missions, address troubleshooting, mitigate risks and cover staff gaps in senior field Supply Chain & Logistics roles.
The Roving Logistics Coordinator- Supply Chain Specialist can be mobilized anytime to take part in International Medical Corps’ emergency response around the globe (no geographic limitation) and provide on the ground Supply Chain & Logistics support for emergency response. Supervised staff will vary from assignment to assignment.
The position is part of the Global Supply Chain & Logistics and will report directly to the Regional Logistics Coordinator and work in close coordination with Regional Coordinators/Directors and other staff with regional responsibilities as well as Country Directors for the countries within portfolio.
ESSENTIAL DUTIES & RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation
- Technical guidance to country within portfolio
- Responsible for providing technical oversight and support to countries within assigned portfolio; plan regular visits with prioritization from Regional Coordinator/Director and in coordination with relevant Country Directors.
- Provide support in implementing Supply Chain & Logistics operations and reporting, ensuring compliance with the organizations policies and procedures, Donor regulations and local laws.
- Maintain dynamic coordination with HQ Regional Finance, Audit and Operation personnel to anticipate/identify gaps, bottlenecks, risks and participate to the development/implementation of mitigation/fire-fighting strategies/actions.
- Assist and advise Country Director and other senior managers within the organization on Supply Chain & Logistics procedures with aim at delivering projects in timely and effective manner.
- Ensure effective implementation of International Medical Corps standard operating procedures, policies and guidelines pertaining to Supply Chain & Logistics, compliance with donor or relevant government regulations.
- Provide support to the senior country management team in implementing Supply Chain & Logistics related corrective measures highlighted during audits; Internal I external Audit (Finance, Operations, Technical Unit). Build capacity of relevant Supply Chain & Logistics staff to implement those corrective measures.
- Participate to the development, testing and implementation of Roving Logistics Coordinators ’ support packages, coordinate lessons learnt with other RLCs and ensure continuous progress toward improving tools and methodologies.
- Ensure correct implementation of standard reporting system across country programs, review reports, bards of indicators and KPis. Provide feedback and ensure country team is aware and provides solutions to issues reported.
- Ensure strict implementation of basic procurement tools with emphasis on Blanket Purchase Agreements and Procurement Plan and related active review as well as regularly updated Procurement Tracking Sheets.
- Ensure procurement, transfers and disposals of commodities and software that are subject to Export Compliance are in line with applicable licenses or need new licenses and related actions are properly documented.
- Supply Chain & Logistics support to specific operations
- Provide Supply Chain & Logistics support to the various International Medical Corps projects both locally/directly and remotely.
- Providing regional supply chain leadership & management support to the DFID Syria Regional Response grants.
- Deliver a regional supply chain strategic approach aimed at identifying and leveraging opportunities for supply chain consolidation, commercial excellence & optimization, particularly regional shared procurement & cost effectiveness tracking (KPI’s).
- Conduct assessments, support start up or closure of country programs or project sites ensuring implementation of standard Supply Chain & Logistics processes and minimization of financial liabilities.
- Provide backup support and trouble shoot Supply Chain & Logistics issues for various International Medical Corps projects upon request from Operations department.
- Participate in the preparation of project proposals, provide technical input on supply chain, appropriate staffing structure and procurement planning. Assist in subsequent pipeline execution, as appropriate.
- Act as in country Logistics Coordinator when required; implement Supply Chain & Logistics management systems according to International Medical Corps Supply Chain & Logistics Guidelines and take leading role in matters pertaining to Supply Chain & Logistics planning, international and local procurement, tendering, contracting, commodities tracking, import, cargo receipt, warehousing and stock management, transport (international and in-country), vehicle fleet management and asset management and maintenance , support to program team with goods prepositioning for distribution, mandatory reporting and activities documenting, proper Supply Chain & Logistics set up of new sites or closure of sites when project activities end, mandatory reporting, acquisition of equipment according to the project budget lines and organizing
- Maintaining and developing a proper asset and inventory control and tracking system.
- Support to Supply Chain Excellence Project as required.
- Logistics support to Emergency Response Operations:
- Take active role in International Medical Corps Emergency Responses in assigned role. Remain flexible to answer/re-deploy in timely fashion.
- Undertake thorough assessments of infrastructure and Supply Chain & Logistics parameters in emergency situations (airports, trucking fleets, warehousing, access routes etc.) to enable operation take Supply Chain & Logistics-informed decisions. Monitor and report any relevant changes in post-emergency period that may influence intervention strategies.
- Manage the supply chain on medical, non-food, food and other commodities as well as information management (incoming pipelines, stock reports, and commodities movement report) to ensure program staff remains well-informed and well-prepared for incoming pipeline and related schedule.
- Ensure rapid identification of in-country consignee when International Medical Corps is not registered in country.
- Manage all commodity movements, including secure warehousing, inventories, delivery and distribution facilitation supported with appropriate evidences and reports on commodity movements, identify and overcome bottlenecks to ensure uninterrupted supply of emergency relief operations.
- Ensure active participation in Emergency Response forum with priority on Supply Chain & Logistics Cluster.
- Submit ERT Supply Chain & Logistics reports based on agreed schedule to in-country management team and HQ Supply Chain & Logistics pursuant to International Medical Corps Supply Chain & Logistics Guidelines.
- Coordinate with Supply Chain & Logistics Cluster or other coordinating mechanisms for interagency Supply Chain & Logistics coordination (where applicable), donors, local government, project partners, UN agencies and other non-governmental organizations in order to plan, organize, and schedule distribution of International Medical Corps commodities on a regular basis as programmed, as well as to ensure adequate information sharing and address common concerns/problems and seek solutions.
- In coordination with responsible program staff assist end-use monitors to verify that distribution related dispatches of stocks have occurred according to the intentions and plans of the donors, International Medical Corps, and project partners.
- Negotiate and verify adherence to conditions and terms of the commodity transport contracts in consultation with International Medical Corps HQ Supply Chain & Logistics department, ensure adequate transport means are engaged and review transport related documentation to ensure no exposure for the organization.
- Locate and negotiate tenns for adequate warehousing with security well- · maintained, and meet basic safety and health requirements.
- In absence of dedicated technical staff supervise small scale construction projects (where required).
- Human Resources
- In close collaboration with Country Director, take active role in
- Developing country Supply Chain & Logistics HR strategies and organizational structures in line with recommended structures.
- Participate in the recruitment and selection of qualified Supply Chain & Logistics field staff, recommend promotions, disciplinary action and termination of staff in consultation with Country Director.
- Support recruitment, induction and performance management of senior country Supply Chain & Logistics personnel. Provide assessment and reports of the job performance evaluations of Supply Chain & Logistics staff members as necessary.
- Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and to offer support to Supply Chain & Logistics staff.
- Maintain open lines of communications with all field staff.
- Train senior national staff to increase their responsibilities in order to build capacity and ensure sustainability of programs.
- Advocate and plan for professional development for expat and national staff.
- Working Relationships
- Works under direct supervision of Deputy Global Supply Chain & Logistics Manager.
- Coordinate on day to day bases with Supply Chain & Logistics Desk Officer at Split IGlobal office.
- Maintain frequent communication with the various country directors, Regional coordinator/director, Finance and Audit regional teams and other Global Supply Chain & Logistics personnel to ensure Supply Chain & Logistics activities progress is communicated and any issues properly addressed.
- Work with in-country program, finance and Supply Chain & Logistics staff to ensure the coordination and communication of International Medical Corps Supply Chain & Logistics and procurement support activities.
- Represent International Medical Corps to government officials, Supply Chain & Logistics Cluster, shipping and clearing agents, transport companies, and partner representatives in a positive and professional manner.
- Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of International Medical ·
- Corps mandate, ethics, values and stand-point with regard to other actors.
- Ensure application and compliance of security protocols and policies
The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.
Compliance & Ethics
Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity.
Prevention of Sexual Exploitation and Abuse
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.
ESSENTIAL SKILLS AND EXPERIENCE
The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive
- Evidence of practical experience in logistics management within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.) fleet management and asset management, distribution support.
- Proven record of experience of the management of logistics at a coordination level.
- Evidence of 5 to 6 field deployments; or equivalent combination of education and experience.
- 3 to 4 humanitarian emergency deployments and 4 to 5 international deployments; minimum 6 weeks in length.
- Experience with donor specific procedures.
- It is desirable that experience is supported by study by academic study, such as completion of the Certification in Humanitarian Logistics.
- Prior experience of logistics software solutions (desired).
- Experience of the management of budgets and the ability to prepare timely, complete and accurate reports.
- Evidence of the ability to plan for, and conduct training in all areas of logistics for national and international staff (suitable to staff knowledge level).
- The commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision and monitoring
- Strong organizational and problem-solving skills with analytic approach
- Strong interpersonal, management and leadership skills
- Ability to work in participatory manner with staff to assess needs, implement and monitor activities
- Ability to integrate and work well within multiethnic and multicultural teams
- Ability to work in harsh conditions, often in remote areas.
- Strong negotiation, interpersonal and organization skills
- Valid driving license
- Proficiency with MS Word and Excel (minimum requirement).
- Language Skills:
- Ability to read, write, analyze and interpret, technical and non-technical in the English language
- Ability to effectively present information and respond appropriately to questions.
About the Organization
International Medical Corps UK is a global humanitarian organization saving and rebuilding lives through health care, training and community development. International Medical Corps UK works alongside International Medical Corps Worldwide, responding to humanitarian emergencies and communities afflicted by conflict, poverty and natural disaster in more than 20 countries around the world.
International Medical Corps and International Medical Corps United Kingdom with headquarters in the United States and the United Kingdom respectively, work collaborate to maximize resources for the delivery of appropriate relief and development activities.