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.
Working under the direct supervision of Program Coordinator/Director the
Logistics Coordinator (L4) is the senior logistics appointment in the Mission or Response and is responsible for, and accountable for, the delivery of all logistics and supply chain related activities in accordance with International Medical Corps
Logistics policies and procedures.
Fundamental to this role is the ability to manage and motivate your logistics
team and engage with other mission or response staff, external contractors and organizations therefore you are required to have the skills to communicate clearly verbally and in writing, plan for and deliver quality presentations and training, and produce timely written reports.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation
1. Logistics Operations
• Provide the technical oversight, input and supervision to coordinate the staff support to, delivery of, and implementation of, all logistics support systems according to IMC Logistics and Procurement policies and procedures.
• Participate in projects design and planning to ensure that logistic systems are suitable and flexible enough to cope with expected workload.
• Ensure together with country management team that logistics support requirements in terms of staffing and internal logistics infrastructure required for transport and storage are correctly accounted for and budgeted in all project proposals.
• Provide planning support to program colleagues and advice related to procurement (supplies, services and equipment cost for budget forming purpose).
• Ensure procurement processing and management (either local or international) is in accordance with IMC procurement policies and procedures, and carried in a transparent, accountable, time efficient and cost effective manner. Ensure open, ethical and free competition for procurements is adhered too.
• Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local, frequently purchased items. Ensure that all procurements are tracked and recorded.
• Proactively coordinate and direct the management and tracking of all equipment and supplies from procurement or GIK, through its receipt control, storage, and onwards transport and distribution facilitation.
• Ensure assets management in line with IMC Logistics Manual.
• Capture pipeline information, and coordinate the management of the supply chain ensuring that Program and Logistics staff are well-informed and well-prepared for incoming equipment and supplies.
• Ensure timely reporting on stock status, to help Program staff with planning of stock distribution and stock replenishment. Support Program staff to verify that distribution has occurred according to the intentions and plans of the donors, IMC, and project partners.
• Locate and negotiate contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements.
• Actively engage with freight forwarders, clearing agents, and Customs, to ensure that cargo is managed at all points of the supply chain to avoid any unnecessary delays in delivery.
• Supervise and coordinate all logistics matters related to transport and fuel management, to ensure that vehicles are insured, managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms, etc.) are complete and serviceable, and that usage of fuel is correctly supervised, logged and reconciled.
• Liaise with security personnel on security-related transport issues.
• Supervise and coordinate all matters logistics regarding satellite communications and radio communications to ensure that equipments are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately.
• Regularly assess and update information on access routes to program sites, airports, transport means available, warehousing, fuel availability, field comms issues, staffing needs, training required etc. Raise related issues/challenges to senior management as required and ask direction to work out optimal solution.
• Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit weekly and monthly logistics reports to the in-country management team, and Global Logistics, pursuant with IMC policies and procedures.
• Be flexible and manage time accordingly, to be prepared to tackle other tasks commensurate with the role, and level of experience, at short notice.
·Ensure compliance with IMC policies and procedures, donor regulations and local laws.
3. Human Resources
• Manage all staff within your department with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism.
• Make frequent site visits to where staff supervised by you are working, to ensure that the appropriate care and support is being offered. Ensure that staff supervised by you are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.
• Oversee the recruitment, selection and performance of logistics staff, as required.
4. Training/ Capacity Building
• Determine internal training needs for staff under supervision.
• Coordinate the delivery of training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.
• Advocate and plan for professional development for supervised staff in line with available budget.
5. Working Relationships
• Proactively engage with the Country Director and key staff (Finance, Program, Technical staff) on all logistic 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 other IMC logistics teams, and logistics coordinators from other organizations to ensure appropriate links for interagency logistics coordination, particularly where Logistics Cluster is not deployed.
• Proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations in order to plan, organize, and schedule distribution of goods and materiel as, well as to ensure adequate information sharing, address common concerns/problems and seek solutions.
• 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
• Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.
8. 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.
• Other duties as assigned. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.