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International Medical Corps is an Equal Opportunity Employer.

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18-170: Logistics Coordinator - Emergency Medical Team (EMT)
Country:Global
Department:Humanitarian Response
  
Essential Job Duties/Scope of Work:

Job Description

International Medical Corps is a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.

Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private,voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in areas worldwide. By offering training and health care to local populations and medical assistance to people at high risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

Background

When catastrophe hits, International Medical Corps is often one of the first humanitarian aid organizations on the scene providing rapid and effective aid that saves lives, reduces suffering, and promotes self-reliance.

International Medical Corps: provides safe, timely, effective,efficient, equitable and patient centered care; offers needs-based response according to the context and type of Sudden Onset Disaster and/or outbreak in the affected nation: adopts a human rights-based approach to their response; ensures they are accessible to all sections of the population affected by the SOD and/or outbreak particularly the vulnerable; and treats patients in a medically ethical manner consistent with the World Medical Association Medical Ethics Manual.

International Medical Corps is accountable to: patients and communities; host government, Ministry of Health; our organization and donors. International Medical Corps commits to a coordinated response under the national health emergency management authorities. International Medical Corps collaborates with the national health system, the cluster and the humanitarian community

Selected personnel are on standby to deploy to a crisis within 48 hours. Personnel may deploy to new areas of operation or lend support to International Medical Corps teams already on the ground. International Medical Corps maintains a roster of volunteers and staff who have completed pre-deployment paperwork, orientation and training. The roster is updated on a regular basis. Through this expression of interest, applicants maintain professional profiles with International Medical Corps so that information is complete and readily available for an emergency response deployment.

 

Job Purpose

This position will support International Medical Corp emergency response delivering outpatient clinical care to disaster effected populations.

The primary responsibility of the Logistics Coordinator –Emergency Medical Team (EMT) is to support the implementation of services in an emergency setting. The Logistics Coordinator is part of the Emergency Response Team SMT and represents the logistics team internally and externally. S/he supports the implementation of logistics procedures and policies during preparedness phase and emergency response; sets internal logistics and procurement related support coordination mechanisms and is accountable for overall logistics, procurement and IT support to deployment, implementation and demobilization.

Candidates applying to this position are indicating that they are interested in being considered for the International Medical Corps standby roster for emergency response. Roster members will only be contacted when there is an emergency response need for which the responder is qualified for. This position will not be compensated unless responders are deployed to an emergency response.

 

Main Responsibilities

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The tasks listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.

EMT Mobile Responsibilities

  • Responsible and accountable for the overall success of all support services related operations in support to the EMT Type 1 deployment.
  • Reports to the EMT Type 1 Team leader. Represents Logistics to the ERT SMT and ensure adequate information sharing and gathering, regular planning of procurement, logistics and WASH in support to program operations.
  • Work with Emergency Response Unit to identify priority areas to improve International Medical Corps preparedness and emergency response capacity.
  • Member of the assessment team, define and update sourcing, contracting and transport strategy, import permits acquisition process, liaison with key stakeholders (i.e. UNEMTCC, UN Logistics Cluster, UN Emergency Telecommunication Cell), participation to EMT implementation site selection, permits, ground preparation and overall coordination of the base camp set-up.
  • Manages multi-functional team; measure and redistribute workload to ensure fair workload across functions.

EMT Transportation, Site Set-Up and Demobilization

  • Responsible and accountable for safe receipt, customs clearance, quality control and forward transportation of the EMT shipment including supplies and equipment to the operational areas in the most cost-effective manner / fastest possible way.
  • Accountable for Dangerous Good certification as required by third party for in-country shipments and re-export.
  • Accountable for overall base and mobile infrastructure setup in coordination with program units and for the overall good maintenance of site infrastructure.
  • Responsible for the design of demobilization strategy to maximize cost recovery. Accountable for the disposal process in accordance with approved plan, in line with HAZMAT management and environmental considerations.

Local Procurement

  • Accountable for effective procurement of local supplies and timely re-supply.
  • Accountable for the implementation of procurement activities in line with Emergency Simplified procedures and meeting value for money, transparency and competitiveness objectives. Ensure procurement tracking and regular communication of status.
  • As operation establishes establish Blanket Purchase Agreements for frequently procured supplies, strengthen and optimize EMT local procurement capacity.
  • Supplies management & demobilization
  • Accountable and responsible for the establishment of an up-to-date centralized asset register. Ensure that all assets are logged, issued with unique IMC asset ID, assigned to custodians and tracked.
  • Accountable and responsible for implementation of the establishment of storage practices in line with medical commodity quality assurance standards and dangerous good requirements.
  • Accountable and responsible for implementation of a reliable and accurate stock management process including documentation, reporting and control system.

Communication and IT

  • Accountable and responsible for the establishment of reliable communication systems (VHF, Sat phones, internet) including frequency programming, user training, equipment distribution and tracking, timely repair.
  • Accountable and responsible for the establishment of reliable IT system, network and equipment including set-up, operation, troubleshooting, equipment distribution and tracking, timely repair.

Compliance, Filing & Reporting

  • Accountable for the effective implementation of IMC Logistics and Supply Chain policies, procedures and systems applicable to EMT. Ensure existing practices, policies and procedures are in compliance with IMC global standards and donors’ requirements.
  • Accountable and responsible for implementation of compliance control operations in line with International Medical Corps standards.
  • Accountable and responsible for establishing commodity pipeline information, procurement trackers and warehouse status and their communication to with EMT management, ERU Management and HQ Logistics.
  • Accountable for establishing an accurate filing system is established and maintained for audit purposes.
  • Accountable for establishing a reliable cost-effective fleet management system including fuel management.
  • Responsible for evaluating the overall logistics performance in support of the programs and implements required adjustments.

Staff Capacity Building and Performance Management

  • Responsible for the establishment of an effective coordination mechanism within the logistics unit.
  • Accountable for the establishment of an adequate local staff capacity as required to augment international team to meet EMT response requirements.
  • Ensure that training plans are implemented, and refresher trainings delivered to new staff.
  • Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented performance reviews.
  • Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

External and Internal Coordination

  • Proactively engage with the ERU, ERT Team Leader and SMT members (Program, Finance, Medical, HR, Security) on all Logistics matters to ensure that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms.
  • Proactively engage on a regular basis with regional IMC logistics teams, and logistics coordinators from other organizations to ensure appropriate links for interagency logistics coordination.
  • Ensures IMC is represented in Logistics Cluster coordination mechanism (where deployed) or in other formal or informal coordination platform. Proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations.
  • Represent IMC in a positive and professional manner contributing to the creation of a positive image and overall credibility of the organization, notably through the application of IMC’s mandate, ethics, values and stand-point with regard to other actors.

Compliance Ethics and Best Practices

  • Committed to fraud detection, risk reduction and fraud reporting, ensure compliance with IMC policies and procedures, donor regulations and local laws.
  • 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.
  • Ensure that vendor due diligence actions are carried out (and documented) as per required procedures including vendor registration, vendor performance, price/vendor information shared among NGOs, market surveys conducted regularly. Conduct physical verification as required.
  • Work with Finance, Compliance and audit focal points to assess compliance with internal controls and required procurement documentation. Conduct verification of Procurement Inspection check list and ensure that risks associated to procurement are evaluated regularly and plans are developed to tackle those. Review procurement documentation, internal and external audit reports to detect procurement related risks. Work with country teams to implement corrective measures.
  • Ensure that risks associated to warehouse and assets management are monitored and corrective actions implemented. Conducts spot check and control evidence verification as required.
  • 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. 
  • Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and among beneficiaries served by International Medical Corps.

Code of Conduct

It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any suggested activities then you have an obligation to report.


Qualifications:
  • Degree in Logistics, Supply Chain Management or related field or equivalent studies such as Certification in Humanitarian Supply Chain Management

Experience

  • Minimum of five (5) years of experience in logistics management in supply chain management including procurement, tendering, contracting, clearance, transport, and warehousing;fleet management, asset management, and distribution, or an equivalent combination of education and experience
  • Experience in at least five (5) field deployments including three (3) humanitarian emergency deployments for a minimum of six (6) weeks in duration
  • Experience and understanding of International Medical Corps' logistics management, practices and procedures preferred
  • Experience managing logistics at a coordinator level
  • Experience with donor specific procedures
  • Experience with CostPoint or other logistics software is desirable
  • Experience managing budgets and preparing timely, complete and accurate reports

Competency

  • Ability to resolve operational critical challenges as they arise
  • Ability to plan and conduct training in all areas of logistics for national and international staff tailored to trainees' level of experience
  • Commitment and demonstrated skills build capacity of national staff in logistics management, supervision, and monitoring
  • Strong organizational, analytical and problem-solving skills
  • Excellent interpersonal, management and leadership skills in multi-ethnic and multicultural teams
  • Proficiency with Microsoft Word and Excel

Other

  • Fluency in written and spoken English
  • Ability to read, write analyze and interpret technical and non-technical information in English
  • Ability to effectively present information and respond appropriately to questions
  • French, Spanish, and/or Arabic language skills preferred 
  • Commitment to and understanding of IMC’s goals, values and principles

In addition to the responsibilities referenced above, candidates can expect to be living and working in austere conditions.Lifting moderately heavy objects from the ground, carrying a backpack for extended periods of time, and walking or hiking in remote locations may be necessary to perform these functions.

International Medical Corps is a first-responder to natural and man-made disasters and has a mandate of working in remote locations.  The organization has a comprehensive security management policy and plan in place and committed to do everything possible within its remit to ensure safety and security.  Notwithstanding, the mandate and programming choices of International Medical Corps require staff with high degree of resilience, extremely decisive quality and ability to move fast.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.