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16-667: Roving Logistics Coordinator- Roster
Country:Global
Department:Logistics
  
Essential Job Duties/Scope of Work:

                                                 

SUMMARY

The Roving Logistics Coordinator will travel 75% of his working time with deployments from 4 to 8 weeks to approximately 5 to 6 countries per year within assigned region to ensure implementation of International Medical Corps’ global logistics policies and procedures and improved compliance with emphasis on Gift In-Kind management, Asset tracking, Supply Chain, warehousing, fleet management and reporting. The Roving Logistics Coordinator will provide capacity building through training and coaching Logistics country program staff, promote Logistics compliance, troubleshoot, mitigate risks while preparing improvement plans, and cover staff gaps in senior field logistics roles.  The Roving Logistics Coordinator can be mobilized anytime to take part in International Medical Corps’ emergency response around the globe (no geographic limitation) and provide on the ground logistics support for emergency response. Supervised staff will vary from assignment to assignment. The position is part of the Global Logistics and will report directly to the Regional Logistics Coordinator and work in close coordination with Country Logistics Coordinators and country Logistics staff/Country Directors and other staff with regional responsibilities for the countries within portfolio.

 ESSENTIAL RESPONSIBILITIES

  1. Technical guidance to country within portfolio
    • Responsible for providing technical guidance and support to countries within assigned portfolio; plan regular visits in coordination with the Regional Logistics Coordinator/ Regional Director/ coordinator and with relevant Country Directors.
    • Provide technical support in the implementation of logistics operations, reporting, and ensuring compliance with IMC policies and procedures, donor regulations and local laws.
    • Coordination with HQ Regional Finance, Audit and Operation personnel to anticipate/identify gaps, bottlenecks, risks and lead in the development of improvement plans
    • Provide advice on technical related logistics procedures and guidelines to senior country management team with the aim at delivering projects in timeliest and effective manner.
    • Ensure effective implementation of International Medical Corps standard operating procedures, policies and guidelines pertaining to logistics, compliance with donor or relevant government regulations.
    • Provide support to the senior country management team in implementing logistics related corrective measures highlighted during audits; Internal / external Audit (Finance, Operations, Technical Unit). Build capacity of relevant logistics staff to implement those corrective measures.
    • Participate to the development, testing and implementation of Roving Logistics Coordinators support packages, coordinate lessons learned with other RLCs and ensure continuous progress toward improving tools and methodologies.
    • 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.
    • Ensure strict implementation of basic procurement tools with emphasis on Blanket Purchase Agreements and Procurement Plan and related active review as well as regularly updated Procurement Tracking Sheets.
    • 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.

       

  2. Logistics support to specific operations
    • Provide Logistics support to the various International Medical Corps projects both locally/directly and remotely.
    • Conduct assessments, support start up or closure of country programs or project sites ensuring implementation of standard Logistics processes and minimization of financial liabilities.
    • Provide backup support and trouble shoot logistics issues for various International Medical Corps projects upon request from Operations department and in coordination with the Regional Logistics Coordinator.
    • Participate in the preparation of project proposals, provide technical input on supply chain, appropriate staffing structure and procurement planning. Assist in subsequent pipeline execution, as appropriate.
    • Act as in country Logistics Coordinator when required; implement logistics management systems according to International Medical Corps Logistics Guidelines and take leading role in matters pertaining to logistics planning, international and local procurement, tendering, contracting, commodities tracking, import, cargo receipt, warehousing and stock management, transport (international and in-country), vehicle fleet management and asset management and maintenance, support to program team with goods prepositioning for distribution, mandatory reporting and activities documenting, proper logistics set up of new sites or closure of sites when project activities end, mandatory reporting, acquisition of equipment according to the project budget lines and organizing maintaining and developing a proper asset and inventory control and tracking system.
  3. Logistic support to Emergency Response Operations:
    • Take active role in International Medical Corps Emergency Responses in assigned role. Remain flexible to answer/re-deploy in timely fashion.
    • Undertake thorough assessments of infrastructure and logistics parameters in emergency situations (airports, trucking fleets, warehousing, access routes etc.) to enable operation take logistics-informed decisions. Monitor and report any relevant changes in post-emergency period that may influence intervention strategies.
    • Manage the supply chain on medical, non-food, food and other commodities as well as information management (incoming pipelines, stock reports, and commodities movement report) to ensure program staff remains well-informed and well-prepared for incoming pipeline and related schedule.
    • Ensure rapid identification of in-country consignee when International Medical Corps is not registered in country.
    • Manage all commodity movements, including secure warehousing, inventories, delivery and distribution facilitation supported with appropriate evidences and reports on commodity movements, identify and overcome bottlenecks to ensure uninterrupted supply of emergency relief operations.
    • Ensure active participation in Emergency Response forum with priority on Logistics Cluster.
    • Submit ERT logistics reports based on agreed schedule to in-country management team and HQ logistics pursuant to International Medical Corps Logistics Guidelines.
    • Coordinate with Logistics Cluster or other coordinating mechanisms for interagency logistics coordination (where applicable), donors, local government, project partners, UN agencies and other non-governmental organizations in order to plan, organize, and schedule distribution of International Medical Corps commodities on a regular basis as programmed, as well as to ensure adequate information sharing and address common concerns/problems and seek solutions.
    • In coordination with responsible program staff assist end-use monitors to verify that distribution related dispatches of stocks have occurred according to the intentions and plans of the donors, International Medical Corps, and project partners.
    • Negotiate and verify adherence to conditions and terms of the commodity transport contracts in consultation with International Medical Corps HQ logistics department, ensure adequate transport means are engaged and review transport related documentation to ensure no exposure for the organization.
    • Locate and negotiate terms for adequate warehousing with security well-maintained, and meet basic safety and health requirements.
    • In absence of dedicated technical staff supervise small scale construction projects (where required).

       

  4. Human Resources
    • In close collaboration with Country Director, take active role in developing country logistics HR strategies and organizational structures in line with recommended structures.
    • Participate in the recruitment and selection of qualified logistics field staff, recommend promotions, disciplinary action and termination of staff in consultation with Country Director.
    • Support recruitment, induction and performance management of senior country logistics personnel.Provide assessment and reports of the job performance evaluations of logistics staff members as necessary.
    • Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and to offer support to logistics staff.
    • Maintain open lines of communications with all field staff.
    • Train senior national staff to increase their responsibilities in order to build capacity and ensure sustainability of programs.
    • Advocate and plan for professional development for expat and national staff.

       

       

  5. 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 that the procurement and disposal of equipment and supplies, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented.
    • Ensure that vendor eligibility screening is carried out as per required procedures.
    • Work with Finance and Compliance focal points to assess compliance with internal controls and required procurement documentation. 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 Program Audit Unit team to assess implementation of supply chain and procurement planning procedures for existing and future projects, report gaps and propose corrective measures.

       

  6. Working Relationships
    • Works under direct supervision of Regional Logistics Coordinator.
    • Coordinate on day to day bases with Logistics Desk Officer at Split / Global office.
    • Maintain frequent communication with the various country Directors, country Logistics coordinator, regional teams and other Global Logistics personnel to ensure logistics activities progress is communicated and any issues properly addressed.
    • Work with in-country program, finance and logistics staff to ensure the coordination and communication of International Medical Corps logistics and procurement support activities.

       

  7. Representation
    • Represent International Medical Corps to government officials, Logistics Cluster, 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.

       

  8. Security
  • Ensure application and compliance of security protocols and policies
Qualifications:

QUALIFICATIONS: (Training/education/experience/physical demands required; provide 6-8 requirements)

  • Extensive experience (5 to 7 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 logistics team on a senior level.
  • Academic degree in logistics or relevant field (desired). Certification in Humanitarian Logistics Supply Chain (desired if no academic degree).
  • Experience with donor specific procedures related to logistics.
  • Management of budgets and ability to prepare timely, complete and accurate reports
  • Ability to conduct training workshops in all areas of logistics for national and international staff (suitable to staff knowledge level).
  • 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.
  • 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.
  • Valid driving license.
  • Proficiency with MS Word and Excel (minimum requirement).
  • Prior experience of logistics software use (desired).
  • Strong negotiation, interpersonal and organization skills.

 

  • Language Skills:
  • Ability to read, write, analyze and interpret, technical and non-technical in the English language.
  • Other languages would be considered a plus.