The Logistics Manager is responsible to the Logistics Coordinator for supporting improvements in all logistical functions including supply chain management, fleet management, assets, and communications in coordination with the logistics staff. This includes providing technical support and planning support to future initiatives to increase the in-country logistics capacity. This requires a highly motivated and detail solution-oriented individual who will be able to resolve operational critical challenges as they arise.
The Logistics Manager contributes to ensuring that IMC’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to the Sphere Charter, IMC Minimum Standards and the NGO Code of Conduct.
**NOTE** 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.
Selected Emergency Response Unit (ERU) members are always on standby to deploy to a crisis within 72 hours, whether they are launching into new areas or lending support to International Medical Corps teams already on the ground. International Medical Corps maintains a roster of volunteers, staff and available specialists who have been interviewed and have completed pre-deployment paperwork, orientation and training. The roster is updated on regular basis as new responders are identified and members update their areas of expertise and other relevant information. Through this expression of interest, applicants are encouraged to submit their profiles so that their information is readily available in the International Medical Corps applicant tracking system.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.
Support the implementation of logistics procedures and policies through the following specifics: • Assist in building the capacity of the logistics staff on IMC policies and procedures. • Create a quick and easy visual reference for logistics policies and procedures. • Prepares weekly and monthly stock, fleet, GIK and asset reports pursuant with IMC policies and procedures. • Maintain accurate filing systems, with documented and supported records of action for audit purposes. • Prepares warehouse market survey in line with IMC procedures including selection, registration and setup • Implements a control mechanism with programs, visit to warehouse of non-logistics staff • Implements an efficient and effective stock management and administration system. • Monitor projects stock levels and advise on appropriate stocking and replenishment to meet project demands. • Oversees the fleet management, ensuring all coordination, movement and planning of vehicles operated by International Medical Corps are properly organized and conducted in accordance to IMC guidelines, policies and procedures • Coordinates with admin the selection of premises, improvements, base office supplies, order delivery, minimum and maximum stocks, airport pickups and drop offs, transportation requirements. • Implements the in country transportation plan in line with programme budgets and needs and that the most cost effective and reliable means of transport is used for the timely delivery of supplies to projects. • Implement a centralised programme asset register is maintained and in particular that all programme assets are logged, issued with unique IMC asset numbers and ID cards, and are tracked throughout the Programme country. • Coordinate the disposal of assets in accordance with IMC and donor guidelines. • Support field logistics staff remotely and with regular site visits ensuring timely communication and coordination. • Ensure that all working communication systems (CODAN, VHF, Thuraya, internet) are maintained including the timely request for repairs. • Build the capacity of logistics staff to be able to provide input during proposal development with emphasis on support costs and logistics for implementation. • Lead, manage and motivate a team, ensuring that they have clear objectives and receive meaningful feedback on their performance. Staff Capacity building and Performance Management, Learning & Development: • Ensure that training plans are developed, fully implemented and refresher trainings provided, both to field-based and supply chain 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. • As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment. External and Internal Coordination: • Proactively engage with key staff (Program, Finance, Medical) on all logistics matters • 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. • Engagement with donors, local government, project partners, UN agencies and other non-governmental organizations (when requested) in order to plan, organize, and schedule distribution of goods and materials, as well as, to ensure adequate information sharing, address common concerns/problems and seek solutions. • Coordinate timely and accurate reporting to HQ reports, donor’s queries and government as needed. • 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 & best practices: • Committed to fraud detection, risk reduction and fraud reporting, ensure compliance with IMC policies and procedures, donor regulations and local laws. • Work with Finance, Compliance and audit focal points to assess compliance with internal controls and implement corrective measures. • Work with budget holders and make sure that warehouse spot check calendars is developed to ensure that risks associated to warehouse management are highlighted and plans developed to tackle those. Conducts spot check and control evidence verifications as required. Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps. 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.