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.
International Medical Corps has been operating in CAR since 2007, primarily in the north-eastern regions of Vakaga and Haute-Kotto. International Medical Corps remains one of only two international organizations providing health and protection assistance in each of these regions. International Medical Corps has also been supporting Sudanese refugee in Ouaka prefecture in the south of the country since 2010. As of 2014, International Medical Corps has expanded its areas of operation to include Bouca sub-prefecture in the north west and was chosen as UNHCR’s implementing partner at an additional two refugee camps in the south, as well as an emergency response to the recent crisis in Bangui. Currently, IMC is managing programs in Vakaga, Ouham, Ouaka, Haute-Kotto and Haut-mbomou region implementing primary health care, secondary health care, nutrition, protection and mental health activities IMC is actually responding to Bria district emergency
The support the reinforcement of the logistics structure in CAR, The Logistics Coordinator will supervise all the logistics management systems activities in the country office and all country sites; he will ensure compliance reporting and establish a reliable tracking system for all equipment and supplies of the mission while supervising and mentoring actual and new staff. He will be at the direct management of the Country Director and indirect of the Regional logistics coordinator.
ESSENTIAL JOB DUTIES/SCOPE OF WORK
1. Logistics Operations
• Provide the technical oversight, input and supervision to coordinate the staff support to, delivery of, and implementation of, all logistics support systems according to IMC Logistics policies and procedures.
• 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.
• 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 tracked and recorded to identify items that should be part of a pre-approved tender process, and ensure that open and free competition for procurements is adhered too.
• 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 coordinate and direct the management and tracking of all medical supplies, equipment, materiel and food in transit, through its receipt, storage, and onward distribution to include the locating and negotiating contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements.
• Capture pipeline information, and coordinate the management of 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 end-user has occurred. And/or advise and support Program staff to verify that distribution has occurred according to the intentions and plans of the donors, IMC, and project partners
• Supervise and coordinate 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 supervised, and logged and recorded. Liaise with security personnel on security-related transport issues, such as booking in/out, sat comms, radios etc.
• Supervise and coordinate all matters logistics regarding satellite communications and radio communications to ensure that equipment are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately.
• Supervise IT activities (computers maintenance, purchase, repairing, anti-virus update, internet access to all field, maintenance of VSAT systems, satellite phones…)
• Capture, plan and regularly update preparedness reporting for the logistic systems in place at your mission to include a current Logistic Concept of Operations. Plan to ensure that logistic systems are robust and flexible enough to cope if a crisis occurs by making thorough 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.
• Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit 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.
• Ensure mission assets are managed properly, and records are maintained handover documents in place, quarterly physical verifications in place.
• Ensure regular/monthly reporting of Gift-in-Kinds (donation) to HQ, and coordinate with program to ensure all donation including those received on remote sites are reported to HQ.
· 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.
· Ensure that taxes for importation of goods are paid, and that physical control of all the parcel are done at custom level (to avoid fraud).
· Meet any ad hoc donor requirements in a timely and complete way
3. Human Resources
· Manage all staff within your department 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.
· Oversee the recruitment, selection and performance of logistics staff.
4. Training/ Capacity Building
· Advocate and plan for professional development for expat and national staff
• Determine training needs for staff supervised by you.
· Coordinate the delivery of training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs
5. Working Relationships
• Proactively engage with the Team Leader and key staff (Program, Finance, Medical) on all matters logistic 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.
• Proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations in order to plan, organize, and schedule distribution of goods and materiel as, well as to ensure adequate information sharing, address common concerns/problems and seek solutions.
· 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
· 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.
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, colour, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.
Language Skills: • Ability to read, write, analyze and interpret, technical and non-technical in the English language • Ability to effectively present information and respond appropriately to questions. • Ability to speak French is required]