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18-393: Logistics Coordinator - DRC
Country:Democratic Republic of Congo
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. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide.

JOB SUMMARY

The Country Logistics and supply Chain Coordinator will lead IMC DRC Logistics and supply chain 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 and supply chain leadership by ensuring effective logistics and 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.  

KEY RESPONSIBILITIES

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

  • Directly supervise the Procurement Officer, Warehouse/Pharmacy Assistant, Roving Logistics Officer and Transport Officer  and ensure that the team meets the needs of the programs in a timely manner.
  • Establish areas where IMC would benefit from Blanket Purchase Agreements with vendors for frequently procured supplies and services. Oversee and support tendering processes as required.
  • Define and regularly update a country sourcing and contracting strategy and carry on regular market survey for key categories of spend
  • Ensure that all standard reporting is in place for all field offices and consistently applied and timely submitted to HQ.
  • Set operational objectives with support function leads for all direct reports to achieve compliance, coordination with programmatic activities, and appropriate budget planning.
  • Actively participate in country program management and strategy meetings with other members of the SMT.
  • Actively oversee the engagement with program managers and/or budget holders in procurement plans formulation, reviews and tracking progress
  • Provide leadership and support to all IMC logistics and supply chain staff in Democratic Republic of Congo through development and implementation of robust remote monitoring plans, capacity building and other identified areas of support.
  • Ensure that training plans are developed, fully implemented and refresher trainings provided, both to field-based and supply chain staff.
  • Support in the preparation and the submission of timely, accurate and clear donor reports and other reporting requirements.
  • Ensure timely roll-out and implementation of any IMC global Supply Chain policies, procedures and systems at national level as may be applicable.
  • Ensure existing practices, policies and procedures are in compliance with IMC global standards.
  • Align field management and supply chain policies across Democratic Republic of Congo to ensure effective and efficient yet maximum conformity, with consideration of any localized and/or contextual variations.
  • Ensure business continuity through an integrated risk management approach, including security, financial, operational and reputation risks by supporting in/developing contingency plans and scenarios; and take ownership of the action plans.
  • Support and work with Site Managers across field sites in developing ongoing relationships with local vendors-suppliers, leaders and stakeholders within the operations area.
  • Work to ensure that the mission and work of IMC is known and accepted among and between partners. Work to encourage stakeholders/supplier to work with IMC in ensuring that staff and programs are safe and allowed to continue humanitarian activities.
  • Drive operational excellence to achieve optimal efficiency and cost-effectiveness in all functions and operations of cross-border programs.
  • Build consensus around priorities to improve the delivery of assistance inside Democratic Republic of Congo; streamline business processes between the Supply Chain, Programs and finance units (e.g., financial, procurement, field management, and donor reporting).
  • Identify key areas for improvements in these processes and practices and work to push them forward
  • Oversee the deployment and utilization of global systems and operational policies, procedures, and systems to deliver compliance with IMC and donor requirements.
  • Play an active role in preparing for internal and external audits; ensure recommendations related to logistics and supply chain operations are followed and take all necessary measures to address audit findings.

Staff Capacity building and Performance Management, Learning & Development:

  • Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual 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.
  • Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
  • Hold high-quality meetings with each direct report on a regular and predictable basis, at least monthly.
  • Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
  • Look for opportunities to support staff in their career growth, where appropriate. 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 International:

  • Directly develop and support direct report including Site Manager in developing and maintaining effective working relationships with all local vendor-suppliers and other stakeholders - including National Logistics Cluster and INGOs, government ministries/authorities and UN agencies, to enhance cooperation and coordination between organizations.
  • Participate in various cluster and working group meetings as appropriate.
  • Ensure various sector teams are integrated and there is collaboration and coordination amongst and more so with logistics and supply chain teams;
  • Coordinate timely and accurate reporting to HQ reports, donor’s queries and government as needed.
  • Provide critical inputs in developing proposals and preparing, supply and procurement plans as well as consolidated reporting.

Working Relationships

  • Proactively engage with supervisor and key staff (Director program, Medical Coordinator Program, Finance Admin Director, and Program Managers) on all matters of logistics and supply chain to assist with ensuring that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms
  • Actively liaise with other IMC regional staff especially Regional Logistics Coordinator, Global logistics and supply chain managers, Global Procurement head and Country Logistics Desk Officer.

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 budget holders review 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.
  • 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.
Qualifications:

REQUIREMENTS

Qualifications

  • Academic degree in logistics or relevant field (desired). Certification in Humanitarian Logistics Supply Chain (desired if no academic degree),

Experience

  • 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

Competency

  • 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,
  • 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). 
  • Fluent French and English both written and spoken