The Regional Logistics Coordinator coordinates with other Regional Management Team members (Regional Operations Coordinator / Director / Desk, Regional Finance Coordinator / Desk) to provide support to country programs within assigned portfolio. S/He reports to the Director – Global Supply Chain, promotes and implements Global Logistics and Supply Chain department strategies, tools and policies. Works with Logistics Desk Officers to collect and analyze logistics data from countries under supervision. Coordinates with country management and logistics teams design and implementation of improvement plans.
The Regional Logistics Coordinator aims at supporting country programs to enhance effectiveness and compliance of the Logistic and Supply Chain activities. S/He builds and promotes International Medical Corps’ image as a 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. S/He will participate to emergency responses as required.
The Regional Logistics Coordinator manages a portfolio of country programs. S/He is stationed in an IMC country office. S/He provides remote support to countries within portfolio and on-site support to country program. S/He is expected to travel for 30-50% of the time outside duty station.
1. Technical support and continuous improvement, effectiveness and compliance
- Responsible for providing technical oversight and support to countries within assigned portfolio 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 coordinate on 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.
- Access, use and disseminate RLC and Country Logistics toolkits to ensure standard implementation of procedures and deployment methodologies…
2. Improving Supply Chain Management
- Work with country leadership (incl. Management, Logistics and Program teams) to support the development and maintenance of country logistics guidelines incl. (supply chain strategies, SLS).
- Use country supply chain improvement methodology under initial guidance of the Global Supply Chain Manager.
- Implement Key Performance Indicators to monitor supply chain effectiveness, document economy and Value for Money (VfM), measure impact.
- Accountable for the effective review and validation of project procurement plans; including project supply chain feasibility and sufficient funding planning. Alert on gaps/deficiencies of project proposals when risks incurred.
- Delivers training on procurement planning to ensure implementation as part of standard project life cycle.
- Identify procurement synergies at country and regional level and works with country teams at designing regional procurement strategy with quality, VfM and improved compliance objectives.
- (As assigned,) support the implementation of LMIS Procurement & inventory management modules. Works with country and HQ teams to plan, facilitate, manage resources for an effective LMIS implementation..
- Focal point for the roll out of improved procurement tools. Works with country project and procurement teams to plan, facilitate, and monitor the effective implementation of Procurement planning process, Blanket Purchase Agreements, Procurement Tracking Systems.
3. Deliver on-site Logistics & Supply Chain support to in-country operations (through Roving Logistics Coordinator or direct implementation)
- Participate to the development, testing and implementation of Roving Logistics Coordinators’ support packages, coordinate lessons learnt with other RLCs and ensure continuous progress toward improving tools and methodologies.
- Provide Logistics support to the various International Medical Corps projects in the region through deployment of resources or remote support.
- Implement Roving Log Co standard package as described in the Global Logistics & SC Roving staff procedures. Ensure sufficient funding is made available in project proposals to support multiple deployments to country programs per year as required.
- As Regional staff: monitor the effective implementation of agreed actions. Failure/gaps/delays are reported to country, regional and GL&SC management. The RLC is ultimately accountable for the effective and timely implementation of recommended actions.
- Conduct assessments, support start up or closure of country programs or project sites ensuring implementation of standard Logistics/project close-out processes (incl. focus on minimizing financial liabilities).
- 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.
- Participate to SMT meetings are country level and assesses the effective representation of the logistics & SC unit at Senior management level and effective involvement of the unit into project and country strategy design, development, review and monitoring.
- Gap-fill Logistics Coordinator or other Senior Logistics Staff positions as 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/export/re-export, 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.
4. Logistic support to Emergency Response Operations (deployment of Roving staff is limited):
- When ER is declared within region, take active participation in International Medical Corps Emergency Responses in assigned role. Remain flexible to answer/re-deploy in timely fashion.
- Undertake thorough assessments of infrastructure and supply chain and procurement environment 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 or procurement 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.
5. Human Resources and Capacity building
- In collaboration with Country management team, periodically reviews the Logistics & supply chain organization structure against standard models including the review of Budget Holder’s / Stock owners’ ability to interface with Supply Chain systems. Accountable for the effective implementation of required improvements/adjustments including reporting to operations/GL&SC when improvement are not endorsed/take place at required pace.
- Participate to selection and signs off on the recruitment of logistics field staff (national and international), ensures that induction training takes place within timeframe and capacity building / performance plans are implemented (manager level and above). Recommend promotions, disciplinary action and termination of staff in consultation with Country management when required.
- Support line manager in the performance management of most Senior Logistics personnel in country. . Provide assessment and reports on job performance evaluations and inform on KPIs (in liaison with Logistics Desk officer)
- Coordinate with relevant technical support to deliver to in-country Logistics & Supply chain and non-logistics staff to deliver face-to-face and online trainings on relevant procedures and systems related to logistics and Supply Chain.
6. Compliance & best practices
- Committed to fraud detection, risk reduction and fraud reporting, ensure compliance with IMC policies and procedures, donor regulations and key local regulations impacting supply chain (i.e. importation).
- Support country programs to ensure that procurement, transfers and disposals of equipment and software that are subject to US Export Compliance have valid BIS licenses as applicable.
- Support country programs to ensure that vendor due diligence actions are carried out (and documented) as per required procedures including vendor registration, vendor performance, country price/vendor information are shared among NGOs, market surveys conducted regularly. Conduct physical verification when deployed.
- Work with Finance, Compliance and Audit focal points to assess compliance with internal controls and required procurement documentation. When deployed, conduct verification of Procurement and Warehouse Inspection check list to ensure self-assessment reflect consistent implementation of procedures. Highlight, report, track (…) risks and improvement required. Review sampled procurement documentation, internal and external audit reports to detect procurement related risks. Work with country management teams to implement corrective measures.
- Work with relevant team to assess effective implementation of the supply chain and procurement planning elements of the project life cycle for existing and future projects (with focus on proposal development, kick-off, close-out stages), report gaps and propose corrective measures.
- Work with country teams at reducing un-distributed stocks of a project; minimize disposition requirements and report risks related to remaining stocks.
7. Working Relationships
- Works under direct supervision of Direct - Global Supply Chain. Supervises other Regional Logistics staff incl. Roving Logistics Coordinator, Regional/Roving Procurement Coordinator. Coordinate on day to day bases with Logistics Desk Officer at Split / Global office.
- Maintain frequent communication with the various country directors, Regional coordinator/director, Finance and Audit regional teams and other Global logistics personnel to share progress and risks at country level and action plans.
- Represent International Medical Corps 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.
- Ensure application and compliance of security protocols and policies as delegated.
- Comply with security and safety procedures, as applicable to the specific location.
10. Reporting requirements
- Regional Supply Chain monthly analysis report
- Regional Compliance Analysis report (Warehouse, Procurement, Logistics)
- Country specific improvement plans including staffing, supply chain, compliance, procurement.