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17-512: Logistics Coordinator
Country:South Sudan
Department:International Programs
  
Essential Job Duties/Scope of Work:

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 underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest 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.

 

JOB SUMMARY

The Logistics Coordinator will lead IMC South Sudan Logistics Department operational support structure, committed to provide reliable and timely program activities support in order to achieve efficient services to our beneficiaries. The jobholder will ensure strategically to steering the Country Logistics leadership by ensuring effective Supply Chain Management standards are practiced, lead and ensure proper planning is conducted, proper coordination across field teams and with programs and compliance are met according to Donor/IMC procedures for the country mission. To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.  

ESSENTIAL RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation

Leadership, support and continuous improvement, effectiveness and compliance

  • Responsible for providing technical oversight and support to field offices within South Sudan to ensure implementation of logistics, procurement and supply chain activities in full compliance with the organizations policies and procedures, donors’ regulations and local laws,
  • Maintain dynamic coordination with HQ Regional Operations, Finance, Audit, and Compliance to anticipate/identify gaps, bottlenecks, risks and participate to the development/ implementation of mitigation/corrective strategies/actions.
  • Coordinates the development of improvement plans, conduction of technical visits, spot interventions, surge support and capacity building actions. Manages the staff and budget resources allocated in optimal way,
  • Provide support to the senior country management team by reviewing management responses pertaining to Logistics and Supply Chain as well as the design and implementation of required corrective measures; Internal / external Audit (Finance, Operations, Technical Unit). Build capacity of relevant logistics staff to implement those corrective measures,
  • Ensure correct implementation of standard reporting system across country programs, review reports, boards of indicators and KPIs. Provide feedback and ensure country team is aware and provides solutions to issues reported,
  • Work with country program teams to develop and maintain supply chain maps. Conduct controls and stress tests on Supply Chain to determine weaknesses. Works with Global Supply Chain advisor to analyze, identify potential areas of improvement (economy/effectiveness/quality) and works with country teams on action plans,
  • Implement Key Performance Indicators to monitor supply chain effectiveness, document economy and Value for Money (VfM), measure impact,
  • Actively participate in the review and validation of project procurement plans and BoQs; verifies supply chain design and sufficient funding.
  • Leads the implementation of additional improved logistics, supply chain or equipment management systems. Remain abreast of initiatives within other NGOs and private sector and proposes improvement opportunities/new systems when available.
  • Build and promote International Medical Corps’ image as leader in Medical Humanitarian Supply Chain management. This includes the design of fit-for-purpose and cost-effective supply chains, the deployment and management of appropriate number and quality of human resources, the implementation of relevant tools and business processes in compliance with organization and donors’ policies and procedures.
  • Design of fit-for-purpose and cost-effective supply chains, the deployment and management of appropriate number and quality of human resources, the implementation of relevant tools and business processes in compliance with organization and donors’ policies and procedures
  • Participate in the preparation of project proposals, provide technical input on supply chain, appropriate staffing structure and procurement planning. Assist in subsequent pipeline execution including review meetings as appropriate.

Human Resources and Capacity building: -

  • In close collaboration with line Manager, take active role in developing country logistics strategies and organizational structures in line with standard structures.
  • Participate in the recruitment and selection of qualified logistics field staff, and do induction, training and recommend promotions, disciplinary action and termination of staff in consultation with line Manager.
  • Support recruitment and performance management of senior Country Logistics personnel (Direct Reports). Provide assessment and reports of the job performance evaluations of logistics staff members as necessary.
  • Works with Logistics and non-logistics staff to deliver face-to-face and online trainings on relevant procedures and systems related to logistics and procurement.
  • Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and to offer support to logistics staff. Identify training gaps and coordinate with HQ responsible for logistics and procurement training to develop/deliver specific topics.
  • Maintain open lines of communications with all field staff.
  • Advocate and plan for capacity building to Budget Holders/Project Managers in regard to the ownership and management of relevant procurement and supply chain tools

Representation: -

 

  • Represent International Medical Corps in South Sudan to government officials, Logistics Cluster, NGO Forums for logistics and Procurement vendors, 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

 

 

Training/ Capacity Building: -

 

  • Advocate and plan for professional development for expat and national staff determine training needs for staff supervised by you.
  • Provide input, and deliver where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.

 

Working Relationships: - 

  • Proactively engage with supervisor, and key staff (CD, Program, Finance, Medical Director) on all matters of logistics to assist with ensuring 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 manager colleagues, and logistics managers from other organizations to ensure appropriate links for interagency logistics coordination.
  • Where directed, proactively engage with donors, Logistics Clusters, local government, project partners, UN agencies and other non-governmental organizations in order to manage the distribution of goods and materiel as, well as to ensure adequate information sharing, address common concerns/problems and seek solutions.

 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.

Compliance & 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.
  • Work with Senior Health Advisor, Pharmaceuticals and review Warehouse Inspection check List 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.

Work with Program Audit Unit team to assess implementation of supply chain and procurement planning procedures for existing and future projects, report gaps 5and propose corrective measures.

 

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. 

Qualifications:

  • Extensive experience (7 to 10 years) in humanitarian 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 on the ability and experience of the management of country logistics and supply chain at a senior level,
  • Academic degree in logistics or relevant field (desired). Certification in Humanitarian Logistics Supply Chain (desired if no academic degree),
  • 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. Experience in remote management.
  • 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 team.
  • Ability to work in harsh conditions, often in remote areas,
  • Evidence of 3 to 4 field deployments; 2 to 3 humanitarian emergency deployments and 3 to 4 international deployments; minimum 6 weeks in length.
  • Some record of experience with donor (especially, OFDA, ECHO, DFID, BPRM, UN-Agencies specific procedures,
  • Ability to work in harsh conditions, often in remote areas,
  • Proficiency with MS Word and Excel (minimum requirement).
    Language Skills,