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18-179: Logistics Coordinator
Country:Syria
Department:Logistics
  
Essential Job Duties/Scope of Work:

The Logistics Coordinator works under the direction of the Country Director and in close collaboration with other Heads of Department and Global Logistics staff. S/He supervises the Damascus based Procurement Officer, Logistics & ICT officer and Logistics Administrative Senior Assistant. S/He is part of the country Senior Management Team.

The Logistics Coordinator is responsible for the overall Logistics department deliverables, with primary focus on timely acquisition and delivery of project input, equipment and services in support to the International Medical Corps operations and in compliance with the International Medical Corps’ internal and relevant donors’ procedures, rules and regulations.

The Logistics Coordinator provides technical support to field based Logistics team(s) including frequent visits. S/He keeps close contact with Global Logistics team for guidance, technical support and reporting. S/He is in charge of the compilation and analysis of country logistics data to enhance the effectiveness and efficiency of the logistics support and the delivery of weekly, monthly and quarterly reports.
?International Medical Corps’ and donor’s procedures, rules and regulations related to Logistics & Procurement are applied in a consistent manner across the country program:

  • In charge of the correct implementation of International Medical Corps standard systems and procedures for procurement, warehousing, transport, vehicle fleet, asset management, GIK management.
  • Ensure segregation between projects is reflected in documentation, goods/equipment/services management, tracking, reporting and use.
  • In charge of training Logistics & procurement staff, inducting and educating Logistics department customers on logistics principles, standards, systems and procedures.
  • Responsible for capturing, analyzing and reporting data, conducting documented periodic controls.
  • Remain updated of donor policies and procedures and is responsible for timely dissemination and consistent application across the country program.

The Logistics department functions internally and externally in a coordinated manner, is effective and pro-active, delivers services to customers and aims at high customers’ satisfaction.

  • Develop logistics strategies, represent and advocate on behalf of the logistics department at country level, represent positively International Medical Corps at external logistics forums.
  • Manage the country logistics and procurement activities, coordinate effectively each logistics department sectors using (minimum) IMC logistics management techniques.
  • Pro-actively coordinate with heads of department and develop logistics solutions, Infuse customer service satisfaction approach within the department, feed other departments with relevant logistics information and data useful to enhance project deliverables.

The Logistics department Procurement service is an asset to the country program supporting projects and enhances International Medical Corps’ projects Value-For-Money.

  • Through effective direction of the procurement section, is responsible for the timely acquisition and delivery of equipment, goods and services in support to the implementation of International Medical Corps projects.
  • Is specifically responsible for the procurement planning process following International Medical Corps’ systems, items standardization in collaboration with the Project Managers and anticipated launch of procurement activities to enhance project timely work-plan implementation.
  • Is responsible for suppliers’ pre-qualification, transparent and competitive bidding, selection of most-appropriate contracting mode (Blanket Purchase Agreements, scheduled deliveries…), contract design in line with country legal practices and the overall quality and compliance of procurement documentation.
  • Promote enhanced business and advanced negotiation practices, positive business relations with suppliers, timely delivery of goods & services to International Medical Corps, documented quality /quantity control and swift subsequent payment in line with agreed payment terms.
  • Is responsible for the timely delivery and regular feedback on procurement process to requester/customers (including progress of procurement planning and progress of individual procurement requisitions).
  • Identify Productivity and Quality evaluation indicators, collect feedback from customers and business partners/suppliers; adjust procurement strategies accordingly, work toward and document best Value-For-Money indicators related to procurement services.
  • Specifically responsible to ensure implementation of US Export regulations and Anti-terrorist regulations as relevant.

The Logistics department delivers quality technical services and enables information management operates effectively

  •  Responsible for the design and deployment of country specific Logistics information management and reporting system in line with prescribed standards to capture, track, analyze and report logistics data, standard information and auditable documentation on weekly, monthly, quarterly and project-based including documented mandatory controls.
  • Ensure correct acquisition, deployment, maintenance and tracking of:
    • Fit for purpose country fleet of vehicles and engine equipment following IMC vehicle fleet management guideline, including training of drivers/operators, control mechanisms, special attention to fuel, spare part, maintenance management and health and safety.
    • Fit for purpose pool of ICT equipment (IT and communication equipment), including network, server, laptop and desktops, printers, communication items… This include installation and testing of equipment and networks. Implementation of security measures to safeguard hardware, software and data. Training of personnel on the use of equipment and systems. Regular maintenance operations. Development of improved systems. Safe archiving of relevant data.
    • Mission assets and other tangible goods following IMC asset management guideline, including registration, tagging, tracking, handover forms, regular documented controls, reporting to HQ.
  • Specifically in charge of implementation of the following tools & systems:
    • Procurement planning: In line with procurement guideline, and in support to Project managers, facilitate the development of simple procurement plans (at project development), timely launch of advanced procurement plan and procurement activities (at project inception), monthly updates, quarterly reviews and end-of-project lessons learnt.
    • Blanket Purchase agreements: In line with procurement guideline and with the support of project staff, identifies BPA opportunities, undertake tendering using pre-defined list of supplies/services, establish dynamic contractual relations with suppliers including transfer of responsibilities (delivery, maintenance, packing…), develop advanced (pre-filled) work-orders taking into consideration country specificities, agree on ordering protocols (monthly, quarterly…) and support project staff/customers in following ordering protocol.
    • Gift-In-Kind: In line with general warehouse management and GIK management guidelines, ensure timely acquisition, booking, dispatch, tracking and detailed reporting of Gift in Kind with special attention to distribution evidences. Report on monthly bases to Global Logistics.
    • Segregation: Ensure project input stocks and GIK are segregated per Donor and Project/GIK. This includes physical segregation of items (and correct labelling), segregation of documentation (GRN, stock cards, GIO), and segregation of reports (to project managers).

The Logistics department’s staff delivers services to highest standards in a conducive environment supported by best staff management practices:

  • Build and maintain coherent, fit for purpose team structure aiming at high quality deliverables. This includes regular review of org-chart (to be approved by Country Director and including input from Global logistics), timely recruitment, and immediate inductions, regular formal and on-the-job trainings, individual SMART objectives, scheduled and documented coaching sessions, in line with IMC performance management guidelines. Ensure this is cascaded up-to assistant level (coaches staff managers to undertake similar progress).
  • Establish work standards and schedules and their effective implementation; assign work to employees and train employees in work procedures and methods; review employees' deliverables and take steps to correct under-performance; approve employees' work schedules and work reports.
  • Manage positions and personnel to make best use of employees; select employees and develop their capacity; plan for handover of key personnel; handle employee relations matters in accordance with International Medical Corps’ Human Resources policies, guidelines and procedures.
  • Grievance - Make sure there is an atmosphere which induces employee grievances, combined with an attitude that invites employees to air their grievance and a cheerful readiness to deal with complaints justly and harmoniously, has an inestimable value in creating and maintaining good morale.

 

 

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty with satisfactory results.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:

At least BA degree in one of the following field or related: Business/Trade, Supply Chain, Management, ICT.

At least 3 years of experience in logistics and/or Supply Chain at manager level.

At least 3 years of experience in ICT management.

 COMPUTER LITERACY:

Advanced use of MS Excel and Word. Able to develop advanced complex excel inter-linked worksheets with functions and formula. Able to build staff capacity on design and use of excel forms.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY / ORGANIZATION:

Outstanding organizational and problem-solving skills, analytic & pragmatic.

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in the medical field and the resourcefulness and creativity essential to work with a wide range of program activities.

 CERTIFICATES, LICENSES, REGISTRATIONS:

Valid Driving license.

 OTHER SKILLS and ABILITIES:

Ability to cope with stressful situations and work with limited resources.

Profound cross-cultural awareness and insight into health care issues

Understanding of health and development concepts in developing countries.

Excellent communication skills, both oral and written.

Excellent self-motivation skills.

Experience in effectively dealing with National and International staff. The ability to deal with a broad spectrum of people.

Ability to exercise sound judgment and make decisions independently. Excellent decision making skills.

Excellent ability to handle multiple tasks and many administrative details in a fast paced and constantly changing environment.

Extremely flexible, and have the ability to cope with stressful situations and frustrations.

Creativity and the ability to work with limited resources.

Must be able to work independently or in team under difficult and stressful conditions.

 PHYSICAL DEMANDS:

While performing the duties of this job, the employee should not be reluctant to undertake activities which are below his level of education.

The employee should be able to stand, sit, use hands, talk, see and hear. Specific vision abilities required by this job include the ability to adjust focus.

The employee must regularly lift and/or move up to 30 pounds.

WORK ENVIRONMENT:

The work environment in the field site office involves everyday risks or discomforts requiring normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc.  The work area is adequately lighted, heated, and ventilated.

The work environment in the field involves high risks with exposure to potentially dangerous situations or unusual environmental stress requiring a range of safety and other precautions e.g. under threat of physical attack or mob conditions, or similar situations in which conditions cannot be controlled.