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19-255: Regional Logistics Coordinator - Middle East
Country:Jordan
Department:Logistics
  
Essential Job Duties/Scope of Work:

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.

Job Purpose

The Regional Logistics Coordinator leads and coordinates with other Regional Logistics Team members (Regional Supply Chain Manager RSCM, Senior Logistics desk officers SLDO, Logistics desk officers LDO and Global Procurement officers GPO), and other Regional Team members (Regional Finance Coordinators RFC, International program Coordinators IPC), to provide support to country programs within assigned portfolio. The regional Logistics Coordinator implements the Global Logistics and Supply Chain functional performance improvement strategies, tools and policies.

S/He reports to the Director- Global Supply Chain (functional solid line) and the Senior Director - International Programs for the assigned region (regional management line). The Regional Logistics Coordinator aims at supporting country programs to enhance effectiveness and compliance of the Logistics and Supply Chain activities. S/He builds and promotes International Medical Corps’ image as a leader in Medical Humanitarian Supply Chain management. This includes the design of fit-for-purpose and cost-effective supply chains specific to the country / region managed by them, the deployment and management of appropriate number and quality of human resources – Regional or HQ based staff, the implementation of relevant tools and business processes in compliance with organization and donors’ policies and procedures. S/He will participate to emergency preparedness initiatives and emergency responses as required, at times outside of their area of operation, and must be prepared to deploy at short notice when needed.

The Regional Logistics Coordinator supports a portfolio of country programs. S/He provides remote support to countries within portfolio and on-site support to country program. S/He is expected to travel as needed outside the duty station as appropriate and within security guidelines. 

Main Responsibilities

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

Technical support and continuous improvement, effectiveness and compliance

  • Responsible for providing technical oversight and support to countries within assigned portfolio to ensure implementation of logistics, procurement and supply chain activities in full compliance with the organizations policies and procedures, donors’ regulations and local laws.
  • Maintain dynamic coordination with HQ Regional Operations, Finance, Audit, and Compliance to anticipate/identify gaps, bottlenecks, risks and ensure the development/ implementation of mitigation/corrective strategies/actions.
  • Ensures the development of improvement plans, conduction of technical visits, spot interventions, surge support and capacity building actions specific to GL&SC’s mandate. Manages the staff and budget resources allocated in optimal way as per agreed targets.
  • Provide support to the senior country management team by reviewing management responses pertaining to Logistics and Supply Chain as well as the design and implementation of required corrective measures; Internal / external Audit (Finance, Operations, Technical Unit). Build capacity of relevant logistics staff to implement those corrective measures.
  • Ensure correct implementation of standard reporting system across country programs, review reports, boards of indicators and KPIs. Provide feedback via SLDO / LDO team, and ensure country team is aware and provides solutions to issues reported.
  • Access, use and disseminate RLC and Country Logistics toolkits to ensure standardized implementation of procedures and deployment methodologies.

Improving Supply Chain Management

  • Work with country leadership (incl. Management, Logistics and Program teams) to support the development and maintenance of country logistics guidelines incl. (supply chain strategies, SLA’s).
  • Use country supply chain improvement methodologies under guidance of the Director Supply Chain.
  • Responsible for the Implementation of Key Performance Indicators as per agreed project plans to monitor supply chain effectiveness, document economy and Value for Money (VfM), measure impact.
  • Conduct effective review and validation of project procurement plans; including project supply chain feasibility and sufficient funding planning. Alerts the platform leads on gaps/deficiencies of project proposals including logistics support HR when risks incurred.
  • Leads the Delivery of training on procurement planning with support of regional LSC team to ensure implementation as part of standard project life cycle.
  • Identify procurement synergies at country and regional level and works with country teams on designing regional procurement strategy with quality, VfM and improved compliance objectives.
  • (As assigned,) support the implementation of LMIS Procurement & inventory management modules. Works with country and HQ teams to plan, facilitate, manage resources for an effective LMIS implementation.
  • Focal point for the roll out of improved procurement tools. Works with country project and procurement teams to plan, facilitate, and monitor the effective implementation of Procurement planning process, Blanket Purchase Agreements, Procurement Tracking Systems.

Deliver on-site Logistics & Supply Chain support to in-country operations (through RSCM or direct implementation)

  • Under the coordination of the PCP Lead; participate to the development, testing and implementation of support packages, coordinate lessons learnt with other RLCs and ensure continuous progress toward improving tools and methodologies.
  • Provide Logistics support to the various International Medical Corps projects in the region through deployment of resources or remote support.
  • Own the RLC toolkit along with other RLC’s, work on improvements and implement country support standard packages as described in the RLC tool kit. Endeavor so that sufficient funding is made available in project proposals to support multiple deployments to country programs per year as required.
  • As Roving staff: deliver deployment reports including assessments and improvement plans discussed with country teams including management response and SMART actions
  • As Regional staff: monitor & support the effective implementation of agreed actions. Failure/gaps/delays are reported to country, regional and GL&SC management.
  • Conduct assessments, support start up or closure of country programs or project sites ensuring implementation of standard Logistics/project close-out processes (incl. focus on minimizing financial liabilities). Include this in the RLC toolkit.
  • Participate in the preparation of project proposals, provide technical input on supply chain, appropriate staffing structure and procurement planning. Assist in subsequent pipeline execution, as appropriate.
  • Participate in SMT meetings at country level and assesses the effective representation of the logistics & SC unit at meeting/s and effective involvement of the unit into project and country strategy design, development, review and monitoring whilst owning a high level of accountability for the performance of the function at the regional platform level in all the countries in the region
  • Facilitate and ensure the Gap-fill of Logistics Coordinator or other Senior Logistics Staff positions as required; if filling a senior country role themselves the following activities are likely to be part of the TOR: implement logistics management systems according to International Medical Corps Logistics Guidelines and take leading support role in matters pertaining to logistics planning, international and local procurement, tendering, market surveys, contracting, commodities tracking, import/export/re-export, cargo receipt, warehousing and stock management, transport (international and in-country), vehicle fleet management and asset management and maintenance, support to program team with goods prepositioning for distribution, mandatory reporting and activities documenting, proper logistics set up of new sites or closure of sites when project activities end, mandatory reporting, acquisition of equipment according to the project budget lines and organizing maintaining and developing a proper asset and inventory control and tracking system.

Logistics support to Emergency Response Operations (as decided and as feasible):

  • Responsible to support the development of the CERPP as per agreed project plan.
  • When ER is declared within region, take active participation in International Medical Corps Emergency Responses in assigned role. Remain flexible to answer/re-deploy in timely fashion.
  • When deployed the following activities are likely to be part of the TOR:
  • Undertake thorough assessments of infrastructure and supply chain and procurement environment in emergency situations (airports, trucking fleets, warehousing, access routes etc.) to enable operation take logistics-informed decisions. Monitor and report any relevant changes in post-emergency period that may influence intervention strategies.
  • Manage the supply chain on medical, non-food, food and other commodities as well as information management (incoming pipelines, stock reports, and commodities movement report) to ensure program staff remains well-informed and well-prepared for incoming pipeline and related schedule.
  • Ensure rapid identification of in-country consignee when International Medical Corps is not registered in country.
  • Manage the assigned team to ensure all commodity movements, including secure warehousing, inventories, delivery and distribution facilitation supported with appropriate evidences and reports on commodity movements, identify and overcome bottlenecks to ensure uninterrupted supply of emergency relief operations.
  • Ensure active participation in Emergency Response forum with priority on Logistics Cluster.
  • Submit ERT logistics reports based on agreed schedule to in-country management team and HQ logistics pursuant to International Medical Corps Logistics Guidelines.
  • Coordinate with Logistics Cluster or other coordinating mechanisms for interagency logistics or procurement coordination (where applicable), donors, local government, project partners, UN agencies and other non-governmental organizations in order to plan, organize, and schedule distribution of International Medical Corps commodities on a regular basis as programmed, as well as to ensure adequate information sharing and address common concerns/problems and seek solutions.
  • In coordination with responsible program staff, assist end-use monitors to verify that distribution related dispatches of stocks have occurred according to the intentions and plans of the donors, International Medical Corps, and project partners.
  • Negotiate and verify adherence to conditions and terms of the commodity transport contracts in consultation with International Medical Corps HQ logistics department, ensure adequate transport means are engaged and review transport related documentation to ensure no exposure for the organization.
  • Locate and negotiate terms for adequate warehousing with security, well maintained, and meet basic safety and health requirements.

Human Resources and Capacity building

  • In collaboration with Country management team, periodically reviews the Logistics & supply chain organization structure against standard models including the review of Budget Holder’s / Stock owners’ ability to interface with Supply Chain systems. Accountable for driving the effective implementation of required improvements/adjustments including reporting to operations/GL&SC when improvement is not endorsed/take place at required pace.
  • Participate to selection and signs off on the recruitment of logistics field staff (national and international), ensures that induction training takes place within time frame and capacity building / performance plans are implemented (manager level and above). Recommend promotions, disciplinary action and termination of staff in consultation with Country management when required.
  • Support line manager in the performance management of most Senior Logistics personnel in country.Provide assessment and reports on job performance evaluations and inform on KPIs (in liaison with Logistics Desk officer)
  • Coordinate with relevant technical support to deliver to in-country Logistics & Supply chain and non-logistics staff to deliver face-to-face and online trainings on relevant procedures and systems related to logistics and Supply Chain.

Compliance & best practices

  • Committed to fraud detection, risk reduction and fraud reporting; ensure compliance with IMC policies and procedures, donor regulations and key local regulations impacting supply chain (i.e. importation).
  • Support country programs to ensure that procurement, transfers and disposals of equipment and software that are subject to US Export Compliance have valid BIS licenses as applicable.
  • Support with SLDO and LDO, country programs to ensure that vendor due diligence actions are carried out (and documented) as per required procedures including vendor registration, vendor performance, country price/vendor information are shared among NGOs, market surveys conducted regularly. Conduct physical verification when deployed.
  • Work with Finance, Compliance and Audit focal points to assess compliance with internal controls and required procurement documentation. When deployed, conduct verification of Procurement and Warehouse Inspection checklist to ensure self-assessment reflect consistent implementation of procedures. Highlight, report, track (…) risks and improvement required. Review sampled procurement documentation, internal and external audit reports to detect procurement related risks. Work with country management teams to implement corrective measures.
  • Work with relevant team to assess effective implementation of the supply chain and procurement planning elements of the project life cycle for existing and future projects (with focus on proposal development, kick-off, close-out stages), report gaps and propose corrective measures.
  • Work with SLDO / LDO to advise country teams at reducing un-distributed stocks at the end of a project; minimize disposition requirements and report risks related to remaining stocks.

Working Relationships

  • Works under direct supervision of Director Global Supply Chain and the Senior Director – International Programs (for the assigned region). Supervises other Regional Logistics staff incl. Regional Supply Chain Manager and other roving staff. Has a technical line with Country Logistics Coordinators and Senior Logistics Desk Officers (SLDO), coordinates on day-to-day bases with SLDO /LDO/GPO at Split / Global office.
  • Maintain frequent communication with the various country directors, Regional coordinator/director, Finance and Audit regional teams and other Global logistics personnel to share progress and risks at country level and action plans.

Representation

  • Represent International Medical Corps to government officials, Logistics Cluster, NGO Forums for logistics and Procurement vendors, shipping and clearing agents, transport companies, and partner representatives in a positive and professional manner.
  • Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of International Medical Corps’ mandate, ethics, values and stand-point with regard to other actors.
  • Ensure participation of Country logistics staff in external coordination mechanisms through Logistics Cluster at country level and other interagency coordination mechanisms where Logistics Cluster is not deployed.

Security

  • Ensure application and compliance of security protocols and policies as delegated.
  • Comply with security and safety procedures, as applicable to the specific location.

Reporting requirements

  • As per described in the coordination schedule and SOP reporting cycle Regional Analysis report (Warehouse, Procurement, Logistics) Country specific improvement plans including staffing, supply chain, compliance, procurement.

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 to report.

Qualifications:

  • Academic degree in logistics or relevant field (desired). Certification in Humanitarian Logistics Supply Chain (desired if no academic degree).

Experience

  • Extensive experience (7 to 10 years) in humanitarian logistics management within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.), fleet management and asset management, distribution support
  • Proven record on the ability and experience of the management of country logistics and supply chain at a senior level. Regional experience is a plus.
  • Experience with donor specific procedures related to logistics and supply chain.
  • Experience in remote management.
  • Experience in managing budgets and ability to prepare timely, complete and accurate reports
  • Ability to conduct training workshops in all areas of logistics for national and international staff (suitable to staff knowledge level).

Competency

  • 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 multiethnic and multicultural team.
  • Ability to work in harsh conditions, often in remote areas.

Equal Opportunities

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.