Emergency Logistics Manager
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.
The Logistics Manager will be responsible to, and accountable to, Logistics Coordinator for the management and delivery of all logistics related activities at Field Site Level, in accordance with International Medical Corps Logistics policies and procedures.
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, management of support to, delivery of, and implementation of, all logistics support systems according to IMC and donor’s Logistics policies and procedures. • Provide planning support and advice to those making a procurement request, then process and manage the procurement process (either locally or internationally) in accordance with IMC policies and procedures, in a transparent, accountable, efficient and cost effective manner. • Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items. Ensure that all procurements are managed, tracked and recorded. Facilitate field site procurement planning process along with project staff, supervise or carry out procurement processes, identify, and facilitate the implementation of Blanket Purchase Agreements and ensure that open and free competition for procurements is adhered too. • Actively engage with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain, and that all tracking and reporting deadlines are met. • Proactively manage the tracking of all medical supplies, NFI, equipment, materiel and food in transit, through its receipt, storage, and onward distribution to include providing input on the location and negotiation of contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements. • Manage the capture of pipeline information, and the supply chain ensuring that Program staff are well-informed and well-prepared for incoming goods and materiel. Ensure timely reporting on stock status, to help Program staff with planning of stock replenishment and that tracking through to the end-user has occurred. And/or advise and support Program staff to verify that distribution has occurred according to the intentions and plans of your supervisor, donors, IMC, and project partners. • Manages all matters relating to transport and fuel management, to ensure that vehicles are insured, asset 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 managed, and logged and recorded. Liaise with security personnel on security-related transport issues, such as booking in/out, satcomms, radios etc. • Manage all communications equipment (satellite/radio) to ensure that equipment’s are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately. • Capture, plan and regularly update preparedness reporting for the logistic systems in place at your mission. Work to ensure that logistic systems are robust and flexible enough to cope if a crisis occurs to include assessments of airports, transport available, warehousing, access routes, fuel availability, field comms issues, staffing challenges, training required etc. Rising issues though senior management as required. • Maintain accurate filing systems, with documented and supported records of actions for audit purposes. Contribute to weekly, monthly and quarterly logistics reports to the in-country management team, and Global logistics pursuant with IMC policies and procedures. • Flexible and manage time accordingly, to be prepared to tackle other tasks commensurate with role, and level of experience, at short notice. 2. Compliance • Ensure compliance with IMC policies and procedures, donor regulations and local laws. • Ensure that the procurement and disposal of commodities, 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 in a timely fashion, updated regularly, and, recorded appropriately. • 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. Communicates these values to staff and to partners and requires them to adhere to these values.
3. Human Resources • Emphasis on staff capacity building. Lead them to the identification (internal) or external recruitment of counterpart, develop and implement capacity building plan. • Manage all staff supervised 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. • Provide input to the recruitment, selection and performance of logistics staff, as required. 4. 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 5. Working Relationships • Proactively engage with supervisor, and key staff (Program, Finance, Medical) on all matters logistic 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, 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. 6. Representation • Represent IMC in a positive and professional manner to contribute 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 7. Security • Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.
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.
“To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.”
• Evidence of practical experienced within the supply chain management (procurement tendering, contracting, clearance, transport, warehousing, asset management, etc).
• Evidence of practical experience on setting up a new base • Evidence of management of logistics systems. • Evidence of 3 to 4 field deployments; or equivalent combination of education and experience. • 2 to 3 humanitarian emergency deployments and 3 to 4 international deployments; minimum 6 weeks in length. • Evidence of the ability to plan for, and conduct training in all areas of logistics for national and international staff (suitable to staff knowledge level). • Some record of experience with donor specific procedures with emphasis on OFDA/USAID/ECHO/DFID. • It is desirable that experience is supported by study by academic study, such as completion of the Certification in Humanitarian Logistics. • Experience of the provision of support to the management of budgets and the ability to provide input to the timely, complete and accurate reports. • Commitment to and demonstrated training skills to build national staff capacity, in the areas of supply chain management. • Good organizational and problem-solving skills, with an analytical approach • Good interpersonal, management and leadership skills • Evidence of ability to work in a participatory manner with staff to assess needs, implement and monitor activities • Ability to integrate and work well within multiethnic and multicultural teams • Negotiation, interpersonal and organization skills • Valid driving license • Proficiency with MS Word and Excel (minimum requirement). Language Skills: • Ability to read, write, analyze and interpret, technical and non-technical in the English language • Ability to effectively present information and respond appropriately to questions. • Must be able to travel. • Must be able to work in austere environments, harsh conditions and remote areas, and able to lift, minimum, 45lb/20kg.
“International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.”