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19-187: Emergency Logistics Coordinator - Emergency Medical Team (EMT)
Country:Global
Department:Humanitarian Response
  
Essential Job Duties/Scope of Work:

 

 

International Medical Corps is a global, humanitarian, non-profit 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, non-political, non-sectarian 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.

BACKGROUND

Selected Emergency Response Unit (ERU) members are always on standby to deploy to a crisis within 72 hours, whether they are launching into new areas or lending support to International Medical Corps teams already on the ground. International Medical Corps maintains a roster of volunteers, staff and available specialists who have been interviewed and have completed pre-deployment paperwork, orientation and training. The roster is updated on regular basis as new responders are identified and members update their areas of expertise and other relevant information.

JOB SUMMARY

The Logistics Coordinator is part of the Emergency Response Team SMT and represents the logistics team internally and externally. Sets internal support services coordination mechanisms and is accountable for overall support functions outputs (including Logistics, Wash, Finance and HR) related to EMT Type 1 deployment and implementation. Provides technical support and planning support to EMT Type 1 initiatives to increase the in-country support services capacity.

This requires a highly motivated and detail solution-oriented individual who will be able to resolve operational critical challenges as they arise with a strong experience of International Medical Corps systems and procedures. 

The Logistics Coordinator contributes to ensuring that International Medical Corps commitment to improving quality and accountability in humanitarian work is upheld, through reference to the Sphere Charter, IMC Minimum Standards and the NGO Code of Conduct.

 

ESSENTIAL DUTIES AND RESPONSBILITIES:

To perform this job successfully, an individual must be able to perform each essential function in hardship environment, with or without reasonable accommodation. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.

Support the implementation of logistics procedures and policies during preparedness phase and emergency response through the following specifics:

Management:

  • Responsible and accountable for the overall success of all support services related operations in support to the EMT Type 1 deployment.
  • Reports to the EMT Type 1 Team leader. Represents Logistics to the ERT SMT and ensure adequate information sharing and gathering, regular planning of procurement, logistics and WASH in support to program operations.
  • Work with Emergency Response Unit to identify priority areas to improve International Medical Corps preparedness and emergency response capacity.
  • Member of the assessment team, define and update sourcing, contracting and transport strategy, import permits acquisition process, liaison with key stakeholders (i.e. UNEMTCC, UN Logistics Cluster, UN Emergency Telecommunication Cell), participation to EMT implementation site selection, permits, ground preparation and overall coordination of the base camp set-up.
  • Manages multi-functional team; measure and redistribute workload to ensure fair workload across functions.

EMT transportation, site set-up and demobilization:

  • Responsible and accountable for safe receipt, customs clearance, quality control and forward transportation of the EMT shipment including supplies and equipment to the operational areas in the most cost-effective manner / fastest possible way.
  • Accountable for Dangerous Good certification as required by third party for in-country shipments and re-export.
  • Accountable for overall base and mobile infrastructure setup in coordination with program units and for the overall good maintenance of site infrastructure.
  • Responsible for the design of demobilization strategy to maximize cost recovery. Accountable for the disposal process in accordance with approved plan, in line with HAZMAT management and environmental considerations.

Local Procurement:

  • Accountable for effective procurement of local supplies and timely re-supply.
  • Accountable for the implementation of procurement activities in line with Emergency Simplified procedures and meeting value for money, transparency and competitiveness objectives. Ensure procurement tracking and regular communication of status.
  • As operation establishes establish Blanket Purchase Agreements for frequently procured supplies, strengthen and optimize EMT local procurement capacity.
  • Supplies management & demobilization
  • Accountable and responsible for the establishment of an up-to-date centralised asset register. Ensure that all assets are logged, issued with unique IMC asset ID, assigned to custodians and tracked.
  • Accountable and responsible for implementation of the establishment of storage practices in line with medical commodity quality assurance standards and dangerous good requirements.
  • Accountable and responsible for implementation of a reliable and accurate stock management process including documentation, reporting and control system.

Communication and IT

  • Accountable and responsible for the establishment of reliable communication systems (VHF, Sat phones, internet) including frequency programming, user training, equipment distribution and tracking, timely repair.
  • Accountable and responsible for the establishment of reliable IT system, network and equipment including set-up, operation, troubleshooting, equipment distribution and tracking, timely repair.

Compliance, filing & reporting

  • Accountable for the effective implementation of IMC Logistics and Supply Chain policies, procedures and systems applicable to EMT. Ensure existing practices, policies and procedures are in compliance with IMC global standards and donors’ requirements.
  • Accountable and responsible for implementation of compliance control operations in line with International Medical Corps standards.
  • Accountable and responsible for establishing commodity pipeline information, procurement trackers and warehouse status and their communication to with EMT management, ERU Management and HQ Logistics.
  • Accountable for establishing an accurate filing systems is established and maintained for audit purposes.
  • Accountable for establishing a reliable cost-effective fleet management system including fuel management.
  • Responsible for evaluating the overall logistics performance in support of the programs and implements required adjustments.

Staff Capacity building and Performance Management, Learning & Development:

  • Responsible for the establishment of an effective coordination mechanism within the logistics unit.
  • Accountable for the establishment of an adequate local staff capacity as required to augment international team to meet EMT response requirements.
  • Ensure that training plans are implemented and refresher trainings delivered to new staff.
  • Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented performance reviews.
  • Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

External and Internal Coordination:

  • Proactively engage with the ERU, ERT Team Leader and SMT members (Program, Finance, Medical, HR, Security) on all Logistics matters to ensure 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 coordinators from other organizations to ensure appropriate links for interagency logistics coordination.
  • Ensures IMC is represented in Logistics Cluster coordination mechanism (where deployed) or in other formal or informal coordination platform. Proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations.
  • Represent IMC in a positive and professional manner contributing 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.

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 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.
  • Ensure that vendor due diligence actions are carried out (and documented) as per required procedures including vendor registration, vendor performance, price/vendor information shared among NGOs, market surveys conducted regularly. Conduct physical verification as required.
  • Work with Finance, Compliance and audit focal points to assess compliance with internal controls and required procurement documentation. Conduct verification of Procurement Inspection check list and 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.
  • Ensure that risks associated to warehouse and assets management are monitored and corrective actions implemented. Conducts spot check and control evidence verifications as required.

Compliance & Ethics:  

  • 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. 
  • Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

CODE OF CONDUCT

It is our shared responsibility and obligation to prevent 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 made aware of any suggested activities then you have an obligation

 

Qualifications:
  • Experience with International Medical Corps in a senior Logistics capacity.
  • Evidence of practical experience in logistics management within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.) fleet management and asset management, distribution support. or equivalent combination of education and experience
  • Proven record of experience of the management of logistics at a coordination level.
  • Evidence of 5 to 6 field deployments; 3 to 4 humanitarian emergency deployments and 4 to 5 international deployments; minimum 6 weeks in length.
  • Experience with donor specific procedures.
  • It is desirable that experience is supported by study by academic study, such as completion of the Certification in Humanitarian Logistics.
  • Prior experience of logistics software solutions (desired).
  • Experience of the management of budgets and the ability to prepare timely, complete and accurate reports.
  • 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).
  • The 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 multi-ethnic and multicultural teams.
  • Ability to work in harsh conditions, often in remote areas.
  • Strong negotiation, interpersonal and organization skills.
  • Valid driving license.
  • Proficiency with MS Word and Excel (minimum requirement). Language Skills:
  • Ability to read, write, analyse and interpret, technical and non-technical in the English language.
  • Ability to effectively present information and respond appropriately to questions.
  • Ability to speak English language and French or Spanish.