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ER-016: Emergency Logistics Manager
Country:
Department:Humanitarian Response
  
Essential Job Duties/Scope of Work:
About International Medical Corps
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.

Program Background
When catastrophe hits, International Medical Corps is often one of the first humanitarian aid organizations on the scene—providing rapid and effective aid that saves lives, reduces suffering, and promotes self-reliance.

International Medical Corps has established an International Emergency Roster to ensure that emergency positions are filled in a timely manner with professionally qualified, gender balanced, geographically diverse, linguistically able, and a highly motivated corps of professionals. The team includes coordinators, logisticians, doctors and water and sanitation experts. It also includes specialists who focus on protection, prevention of sexual violence and aid for rape survivors and mental health.

Selected Emergency Response Team (ERT) 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. Through this expression of interest, applicants are encouraged to submit their profiles so that their information is readily available in the International Medical Corps applicant tracking system.

Job Summary
**NOTE** Candidates applying to this position are indicating that they are interested in being considered for the International Medical Corps standby roster for emergency response. Candidates will only be contacted when and where there is an emergency response for which the candidate is qualified for. This position will not be compensated unless candidates are hired to respond to an emergency response.

The Logistics Manager will be responsible to, and accountable to, Emergency Logistics Coordinator for the management and delivery of all logistics related activities, commensurate with their level of knowledge and experience, in accordance with International Medical Corps Logistics policies and procedures.

Essential Duties & Responsibilities:
To perform this job successfully, an individual must be able to perform each essential function 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.

Logistics Operations
  • Provide to your supervisor the technical oversight, and input to manage staff support to, delivery of, and implementation of, all logistics support systems according to IMC Logistics policies and procedures;
  • Work with your supervisor to provide planning support and advice to those making a procurement request, then process and manage the procurement process (either locally or internationally) in accordance with IMC policies and procedures, in a transparent, accountable, efficient and cost effective manner;
  • Work with your supervisor to ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items;
  • Ensure that all procurements are managed, tracked and recorded. Identify, and suggest items that should be part of a pre-approved tender process, and ensure that open and free competition for procurements is adhered too;
  • Work with your supervisor to actively engage with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain, and that all tracking and reporting deadlines are met;
  • Proactively manage the tracking of all medical supplies, equipment, materiel and food in transit, through its receipt, storage, and onward distribution to include providing input on the location and negotiation of contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements;
  • Manage the capture of pipeline information, and the supply chain ensuring that Program staff are well-informed and well-prepared for incoming goods and materiel;
  • Ensure timely reporting on stock status, to help Program staff with planning of stock replenishment and that tracking through to the end-user has occurred. And/or advise and support Program staff to verify that distribution has occurred according to the intentions and plans of your supervisor, donors, IMC, and project partners;
  • Assist with the management of all matters logistics relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms etc.) are complete and serviceable; and that usage of fuel is correctly managed, and logged and recorded;
  • Liaise with security personnel on security-related transport issues, such as booking in/out, satcomms, radios etc.;
  • Support your supervisor to manage all matters logistics regarding satellite communications and radio communications to ensure that equipment’s are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately;
  • Work with your supervisor to capture, plan and regularly update preparedness reporting for the logistic systems in place at your mission;
  • Work to ensure that logistic systems are robust and flexible enough to cope if a crisis occurs to include assessments of airports, transport available, warehousing, access routes, fuel availability, field comms issues, staffing challenges, training required etc. Raising issues though senior management as required.
  • Manage the maintenance of accurate filing systems, with documented and supported records of actions for audit purposes;
  • Contribute to weekly and monthly logistics reports to the in-country management team, and Global logistics pursuant with IMC policies and procedures;
  • Be flexible and manage your time accordingly, to be prepared to tackle other tasks commensurate with your role, and level of experience, at short notice.


Compliance

  • Ensure compliance with IMC policies and procedures, donor regulations and local laws;
  • Ensure that the procurement and disposal of commodities, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented;
  • Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.


Human Resources

  • Manage all staff you supervise with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism;
  • Make frequent site visits to where staff supervised by you are working, 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.


Training/Capacity Building

  • Advocate and plan for professional development for expat and national staff;
  • Determine training needs for staff supervised by you;
  • Provide input, and deliver where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.

Working Relationships

  • Proactively engage with your supervisor, and key staff (Program, Finance, & Medical) on all matters logistic to assist with ensuring 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 manager colleagues, and logistics managers from other organizations to ensure appropriate links for interagency logistics coordination;
  • Where directed, proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations in order to manage the distribution of goods and materiel as, well as to ensure adequate information sharing, address common concerns/problems and seek solutions.

Representation

  • Represent IMC in a positive and professional manner to contribute 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.


Security

  • Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.

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. Communicates these values to staff and to partners and requires them to adhere to these values.

Qualifications:
  • Evidence of practical experience in logistics within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, asset management, etc.);
  • Evidence of management of logistics systems;
  • Evidence of 3 to 4 field deployments; or equivalent combination of education and experience; 2 to 3 humanitarian emergency deployments and 3 to 4 international deployments; minimum 6 weeks in length;
  • 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);
  • Some record of 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;
  • Experience of the provision of support to the management of budgets and the ability to provide input to the timely, complete and accurate reports;
  • The commitment and some demonstrated training skills to build national staff capacity, in the areas of supply chain management;
  • Valid driving license;
  • Proficiency with MS Word and Excel (minimum requirement);
  • Excellent written and verbal communication skills in English required, working knowledge of French, Spanish or Arabic skills desirable;
  • Must be able to demonstrate cross-cultural awareness and maintain a positive working relationship with clients and colleagues with professionalism and integrity;
  • Demonstrated skills in creative problem solving particularly in limited resource settings;
  • Experience in managing, training and motivating multiethnic and multicultural teams.

International Medical Corps is a ‘first-responder’ both to natural and man-made disasters and has a mandate of working in remote locations. The organization has a comprehensive security management policy and plan in place and committed to do everything possible within its remit to ensure safety and security. Notwithstanding, the mandate and programming choices of International Medical Corps require staff with a high degree of resilience, sound judgement, the ability to move fast, and the willingness to travel and work in unstable situations and harsh conditions.

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.