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18-474: Global Logistics Coordinator - Emergency Response
Country:Global
Department:Logistics
  
Essential Job Duties/Scope of Work:
 

Job Description

Job Title

Global Logistics Coordinator - Emergency Response

Job Location

USA – DC Based

Position Reports To (Management)

Global Logistics Manager

Position Reports To (Management)

Global Logistics Manager

Job Purpose

(Summary of Position)

 

The Global Logistics Coordinator – Emergency Response works as Logistics and Supply Chain lead for International Medical Corps Logistics and Supply Chain preparedness and field responses, both domestic and international.

 

S/He works within the Global Logistics and Supply Chain department, and supports the Emergency Response Unit strategically, tactically and operationally.

 

S/He is accountable for the effective implementation of the Logistics and Supply Chain function for preparedness and emergency response implementation. Develops and implement prepositioning strategies for Mission Ready Packages (MRP), monitors early warning and global emergencies, conducts remote logistics assessments of target countries, maintains dynamic internal and external coordination, oversees selection, building, deployment and management of emergency response Logistics and Supply Chain personnel. S/He deploys during emergencies, leads the logistics components of the Emergency Field Hospital (EFH) preparedness and operates the logistics support to the EFH.

 

S/He is responsible for the delegated oversight of the Corporate Logistics activities in Washington DC (functional responsibility to Corporate Logistics & Procurement Unit).

 

The position will report to the Global Logistics Manager. During emergency response deployments, the position will supervise all Logistics and Supply Chain personnel.

 

The position will manage a Logistics Officer based in DC with responsibilities over corporate logistics support and Emergency Response preparedness and execution.

 

 

 

 

Qualifications:

Main Responsibilities

Emergency Response and Preparedness strategy:

 

  • Supports the development and implementation of the Logistics and Supply Chain elements of the organization strategy for emergency response and preparedness in coordination with relevant stakeholders and GLSC teams to enhance the organization’s domestic and international emergency response capacity and maximize prepositioning opportunities.
  • Optimizes the implementation of the LSC Emergency Response and Preparedness Project using project management standards and dynamic coordination of multiple stakeholders working group.
  • Maintains Logistics and Supply Chain risk register; reports to GLSC and ERU bottlenecks and red-flags and works as solving those.
  • Responsible for the establishment of a capacity building program to build roster and train emergency response Logistics and procurement teams for domestic and international responses including staff, consultants, volunteers and partners. Work with Process Capability and Performance Manager and Learning and Development unit to develop relevant capacity building tools and protocols.
  • Develop and maintain Logistics and Supply Chain Standard Operating Procedures for preparedness, activation, assessment, coordination and implementation of domestic and international responses in compliance with International Medical Corps established procedures and donors’ rules and regulations
  • Work with Technical Unit, Corporate and Global Procurement teams to develop Mission Ready Packages (MRP) and related logistics and procurement elements (i.e. MRP Bills of Quantities – BoQ)
  • Work with the ERU, Country Program and GLSC teams to develop Emergency Response Prepositioning Plans for selected MRPs including international and local preparedness strategies.
  • Work with designated Regional Logistics Coordinator to develop and maintain Standard operating procedures and toolkit for Emergency Response field operations.
  • Develop and maintain dynamic coordination with international and domestic agencies (Global Logistics Cluster, UN agencies, …) and partners (FedEx, Agility etc.). Act as the interface with partners for the Logistics and Procurement function.
  • Assesses and develop acquisition opportunities streams including Global Procurement, Resources Development, UN bodies (i.e. UNHRD, WFP orUNICEF Supply Division), commercial vendors/partners, and other actors (i.e. INGO, foundations…). Maintain and share on regular bases with ER team acquisition pipeline / opportunities.
  • Responsible for the oversight of all ERU Logistics related stocks of assets and supplies across prepositioned (domestic, or international locations with suppliers, partners, UNHRD network, or commercial companies).
    1. Implements and maintains centralized stock tracking system. Responsible for the release and shipment of stocks in line with Service Level Agreements.
    2. Responsible to ensure Finance is informed of supplies and equipment releases and projects released goods will be charged to, in order to ensure closure of the stock value replenishment cycle.
    3. Ensure timely initiation of replenishment and maintenance actions.
    4. Works with in-country, Global Procurement Unit or US based Procurement staff for the set up and management of appropriate contracting arrangements.

       

      Emergency Response Activation and Coordination:

       

  • Monitor and remain on alert to respond to emerging emergency responses; participate to RMT calls as focal point for the GLSC department.
  • Responsible for the activation of the ER Logistics and Supply Chain protocols including kick-off and management of the GLSC coordination mechanisms and online information management platform.
  • Oversees the conduction of assessments either desk or field. Engage with regional logistics teams. Coordinates with relevant internal and external actors.
  • Develop Logistics and Supply Chain portion of initial Emergency Assessment and Response Deployment Plan. Provides analysis and input for ER assessment and deployment. Coordinates with logistics and procurement counterparts.
  • Coordinate the development of the logistics and procurement aspects of project proposals including optimum Supply Chain design and procurement planning. Reviews and signs off on ER proposals.
  • Coordinates with GCM and Legal on the submission (and renewals) of response specific Emergency Simplified Procedures and deviations.
  • Responsible for BIS license and other Export Compliance related licenses requests for the ERU equipment and supplies, including EFH items. Coordinates with Export Compliance Logistics focal point in Headquarters to maintain all relevant export licenses up-to-date.

     

    Emergency Response Execution:

     

  • Lead the Logistics and Supply Chain portion of the emergency response field deployment including assessment, design, implementation and coordination of the different functional elements in compliance with organization and donors’ procedures with rapid scaling-up capability.
  • Work within the Emergency Response leadership team to set up coordination mechanisms, facilitate logistics and procurement planning and timely deployment of resources. Monitors effective implementation of coordination mechanisms within the Logistics and Supply Chain function (in country and with GLSC management). Reports risks and bottlenecks and works effectively at resolving them.
  • Accountable for the delivery of effective logistics and procurement services including assessment, design, deployment and oversight of the Logistics and Supply Chain Management resources.
  • Oversee the implementation of Logistics and Supply chain reporting protocol and KPIs. Implement optimal information management system, suitable to emergency response, to the benefit of field operations.
  • Work with initial response teams to identify and build as early as possible a national capacity to take over from the initial response team. Coordinate and facilitate transition.
  • Coordinates the in-country implementation and running of the Logistics and Supply Chain elements for mobile hospital / medical infrastructure, including physical set-up.
  • Conducts regular bottleneck mapping exercises with the different IMC stakeholders, coordinate regular review of the Logistics and Supply Chain response elements, maintains Logistics and Supply Chain risk register; reports to ERU team and other department team member’s bottlenecks, risks and red-flags and works as solving those.

     

    Works with in-country team and ERU to:

     

  • Develop transition strategies towards recovery and rehabilitation phase of emergency, including thorough handover of responsibilities to longer-term team, integration in country program or close-out.
  • Facilitate transition from Emergency Simplified Procedure, implement control milestone to ensure compliance with standard procedures.
  • Facilitate close-out strategies and operations including disposition plans for remaining equipment and supplies, works at minimizing International Medical Corps losses and financial risks.
  • Organize post ER Logistics and Supply Chain review workshops to identify lessons learned and build those into improvement plans (forother ongoing ER or future ERs).

     

     

    Emergency Field Hospital (EFH) preparedness and deployment:

     

  • Work with ERU and responsible for the design of the Logistics and Supply Chain preparedness elements for the EFH including assessment, project design, selection and maintenance of appropriate structure, implementation of prepositioning strategy including reliable procurement options for deployment and stock replenishment, timely acquisition and shipping of supplies and equipment.
  • Responsible for the importation and implementation of the in-country EFH structure including smooth running of the Logistics and supply chain components. Coordinate the erection of the EFH as required.
  • Works with ERU for the selection, capacity building and deployment of staff required to ensure timely reception, erection and set up of for the logistics and supply chain systems to support EFH operation.
  • Actively participate to EFH simulation preparation and execution as required.
  • In coordination with the Corporate Procurement & Logistics unit, otherEFH stakeholders and service providers (i.e. BluMed) and partners (i.e. FedEx), responsible for the set up and maintenance of valid contract and standard operating procedures.

     

    Roving Logistics and Supply Chain support:

     

  • Deploys upon request and based on specific terms of reference, in support to country programs logistics and supply chain activities as senior Logistic and Supply Chain resource.
  • Support GLSC improvement projects (particularly Procurement Improvement Project, Warehousing Improvement Project, Fleet Improvement Project, Supply Chain Improvement Project, LMIS projects) and system implementation across country programs and Headquarters as required.
  • Maintain re-deployment capacity in case of Emergency response.

     

    Other Duties

     

  • The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all-inclusive. This job description is subject to review to ensure that it reflects the strategic direction requirements of International Medical Corps and its affiliates.

 

Scope -(This section is meant to provide information on the financial and non-financial scope of the position)

 

Financial:

  • None.

     

    Geographical Scope:

  • Global including Domestic and International assignments

     

    Project Lead:

  • Logistics Emergency Response and Preparedness

 

Supervision

Supervised by:

  • Global Logistics Manager

     

    Supervising:

  • DC based Logistics Officer (functional management to Corporate Logistics and Procurement Manager for corporate logistics matters).

     

     

    Technical management line to:

  • Field Emergency Response functional lead
  • Logistics Desk officer assigned to ER
  • Global Procurement officer assigned to ER

 

Key Contacts

Internal

  • ERU director and ERU staff members
  • Global Logistics and Supply Chain heads of units
  • Resource Development unit staff
  • Technical unit staff
  • Regional Logistics and Supply Chain staff (RLC, RSCM, LDO, GPO)
  • Corporate Logistics and Procurement unit
  • Country Directors and Country Logistics Coordinators

     

    External

  • United Nations, Donor community and partners (for LSC function)
  • Representation at Global and National Logistics Cluster meetings
  • NGO Logistics and Supply Chain leaders
  • Suppliers / Service Providers