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International Medical Corps is an Equal Opportunity Employer.

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19-023: National Consultant - Logistics Manager
Country:Indonesia
Department:Humanitarian Response
  
Essential Job Duties/Scope of Work:
 

BACKGROUND

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.

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A series of powerful earthquakes struck the Indonesian island of Sulawesi on Friday, September 28. The largest quake, a powerful magnitude 7.4, shook the region at 5:02 p.m. local time, triggering a tsunami, major liquefaction and landslides that hit nearby coastlines, including the coastal city of Palu. The quake was centred about 35 miles northeast of Donggala and 50 miles north of Palu, which have a combined population of more than 600,000 people. Indonesia’s National Agency for Disaster Management Agency (BNPB) spokesman, Sutopo Purwo Nugroho, stated that an estimated 2.4 million people were affected by the earthquake and tsunami. State authorities also report more than 82,775 people displaced and at least 10,679 injured. International Medical Corps’ Emergency Response Team arrived in Jakarta within 48 hours of the disaster and began coordinating with national and local actors to determine the scale of need and consider potential interventions

PURPOSE OF ASSIGNMENT
To interfaces with all IMC personnel authorized to processing major procurement for Jakarta and Palu Office and manages all Jakarta Office fleet, records all the movement and supervising all logistics matter related to project that implement by Local Partners.

 DELIVERABLES 

  • Supervising all supply chain management matter related to project implementation by local partners and make sure all process are done accordingly with basic logistics standard and partner’s manual.
  • Communicate with Site Manager and Program Manager if there are any concern related to supply chain management issue.
  • Act upon submission of a dully approved Purchase Request. Educate and support customers to ensure timely submission of approved PRs with sufficient details, realistic delivery target date.
  • Carry out market analysis, record suppliers, collect relevant documentation and proceed to screening including Bridget Insight control.
  • Maintain suppliers’ individual files with relevant administrative documentation. Maintain supplier tracking sheet.
  • Use lists of recommended suppliers provided by UN agencies, embassies, other NGOs. Able to explain why selected suppliers have been invited to bid. 
  • Implements competitive bidding following IMC procurement thresholds (single quote, negotiated, Request For Quote, National open Tender, International open Tender). Assesses thresholds against total value of procurement line per grant for the entire duration of the grant.
  • For single quote and negotiated procedures, self-sufficient, collect quotes and prepare bid summary for further review and approval.
  • Depending on selected process, draft Request for Quotes, launch bidding process, collect quotes in sealed envelopes, evaluate offers in tender committee, proposes recommended supplier, record and implement committee conclusion.
  • Negotiate business terms and conditions, prices, quality to International Medical Corps’ benefit. Draft Purchase orders and collect approval. Collect supplier’s signature on all Purchase Order pages and provide copy of PO to supplier. 
  • Be informed upcoming deliveries and provide copy of PO for control against specifications and quantities.
  • Receive invoice and control against original order, advance payments/installments already delivered.
  • For goods: Facilitate delivery of orders to the office of the site of payment and collect Good Received Note.
  • For services: Facilitate delivery of services, collect memo from most technically sound IMC personnel for completion validation. Ensure period of guaranty, aftersales service is mentioned.
  • Attach GRN to procurement file with supplier’s invoice and transfer file to finance for payment.
  • Ensure delivery till final destination.
  • Supervision of vehicles movements from different locations to different destinations 
  • identify and rent trucks/vehicles as per IMC Rental Procedures. Ensure the trucks/vehicles are clean and in good mechanical condition
  • Raise issues to your supervisor on security-related transport issues, such as booking in/out, driver’s penalty, etc., and assist with addressing them. 
  • Support weekly planning for staff movement and ensuring all movements are supported by authorized Travel Request forms
  • Works with the Finance / Admin Assistant to ensure monthly reconciliation of fuel invoices and submission to Finance for payment
  • Ensures all documents are filed per the IMC standardized filing system and audit monthly
  • Ensure all documents are files per IMC standard filing systems system
  • Supervise, manage staff under your supervision with integrity and foresight. Actively seek advice on HR procedures and policies to ensure that the highest standards of accountability and professionalism are upheld.
  • Make frequent discussion with staff supervised by you, 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.
  • Advocate and plan for professional development for yourself, and any staff supervised by you.
  • Provide input to, and deliver, where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.
  • Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.
  • Make sure that all reports for logistics are submitted to Logistics Desk Officer on time. 
  •  Given the nature of this position and the working conditions in Jakarta, Indonesia, additional tasks may be assigned by senior management at any time based on the needs of the mission

PLEASE NOTE THE FOLLOWING:

  1. Code of Conduct

    All Consultants are required to adhered to  and promote International Medical Corps shared responsibility and obligation to report matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are aware of any suggested activities then you have an obligation to report to International Medical Corps.

     Equal Opportunity

  2. International Medical Corps is proud to provide equal consultancy opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Qualifications:

 

 

  • Minimum 5 years experienced in Humanitarian Logistics / Supply Chain sector
  • Management experience including capacity building
  • A proactive person with initiative and drive, honesty with a high level of integrity; a team-player with good planning, time management and problem solving skills.
  • Ability to work under adverse conditions which may change quickly requiring flexibility
  • Ability to work in a cross cultural environment.
  • Ability to work under minimal supervision
  • Fluency in spoken and written Bahasa and working knowledge of English required
  • Proficient in Microsoft Office