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International Medical Corps is an Equal Opportunity Employer.

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18-170: Logistics Coordinator - Emergency Medical Team (EMT)
Country:Global
Department:Humanitarian Response
  
Essential Job Duties/Scope of Work:

Job Description

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 areas worldwide. By offering training and health care to local populations and medical assistance to people at high 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

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

International Medical Corps: provides safe, timely, effective, efficient, equitable and patient centered care; offers needs-based response according to the context and type of Sudden Onset Disaster and/or outbreak in the affected nation: adopts a human rights-based approach to their response; ensures they are accessible to all sections of the population affected by the SOD and/or outbreak particularly the vulnerable; and treats patients in a medically ethical manner consistent with the World Medical Association Medical Ethics Manual.

International Medical Corps is accountable to: patients and communities; host government, Ministry of Health; our organization and donors. International Medical Corps commits to a coordinated response under the national health emergency management authorities. International Medical Corps collaborates with the national health system, the cluster and the humanitarian community.

Selected personnel are on standby to deploy to a crisis within 48hours. Personnel may deploy to new areas of operation or lend support to International Medical Corps teams already on the ground. International Medical Corps maintains a roster of volunteers and staff who have completed pre-deployment paperwork, orientation and training. The roster is updated on a regular basis. Through this expression of interest, applicants maintain professional profiles with International Medical Corps so that information is complete and readily available for an emergency response deployment.

Job Purpose

This position will support International Medical Corps' emergency response delivering outpatient clinical care to disaster effected populations.

The primary responsibility of the Logistics Coordinator – Emergency Medical Team (EMT) is to support the implementation of services in an emergency setting. The Logistics Coordinator is responsible for management of logistics systems to support the efficient day to day operation of the Emergency Response Unit (ERU).  This includes airport and port operations, stock management, procurement, transportation and fleet management, asset management, communication equipment (IT/Telecom), logistic staff management, logistic reporting and documentation, coordination and logistics support for the team. S/he is part of the Emergency Response Management Team and represents the logistics team internally and externally. S/he supports the implementation of logistics procedures and policies during preparedness phase and emergency response; sets internal logistics and procurement related support coordination mechanisms and is accountable for overall logistics, procurement and IT support to deployment, implementation and demobilization.   

Candidates applying to this position are indicating that they are interested in being considered for the International Medical Corps standby roster for emergency response. Roster members will only be contacted when there is an emergency response need for which the responder is qualified for. This position will not be compensated unless responders are deployed to an emergency response.

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.

Mobile Emergency Medical Team Responsibilities

  • In addition to the duties and responsibilities listed below, for a mobile deployment, additional duties will include responsibility for warehouse and asset management and related reporting and filing.

Management

  • Responsible and accountable for the overall success of all logistics, procurement and IT related operations in support of the Emergency Medical response deployment, implementation and demobilization.
  • Report to the mobile medical unit team leader or designee. Represent Logistics to the Response Management Team and ensure adequate information sharing and gathering, regular planning of procurement, logistics and IT activities in support to program operations.
  • Work with Emergency Response Unit to identify priority areas to improve International Medical Corps’ (IMC’s) 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), participate to Emergency Medical response implementation site selection, permits, ground preparation and overall coordination of the base camp set-up.
  • Manage multi-functional team; accountable for individual staff performance, measure and redistribute workload across team members as required.

EMT Transportation, Set-up and Demobilization

  • Responsible and accountable for safe reception, customs clearance (directly or through identified alternative Consignee=, quality control and forward transportation of the EMT equipment and supplies to the operational areas in the most cost-effective and fastest possible manner.
  • Responsible to ensure Export Compliance elements related to deployment of Emergency Medical equipment and supplies for health facility and/or mobile units.
  • Responsible for the acquisition of Dangerous Good certification by third party for in-country transportation and re-export.

Accountable for the overall base and mobile infrastructures setup in coordination with response team members and for the overall maintenance of site infrastructure and equipment.

  • Responsible for the design and implementation of the demobilization strategy to maximize cost recovery. Accountable for the disposal process in accordance with the approved WASH plan, in line with HAZMAT regulations and environmental considerations.

Procurement

  • Accountable for the organization of reliable and cost-effective local procurement services and initiation and coordination of the international re-supply pipelines.
  • Accountable for the implementation of procurement activities in line with Emergency Simplified Procedures or standard procedures, meeting value for money, transparency and competitiveness.
  • Accountable for the implementation of procurement tracking system for local and international procurement, including regular communication of procurement status to relevant stakeholders.
  • Oversees the implementation of Blanket Purchase Agreements for frequently procured supplies where necessary and appropriate per deployment duration, strengthens and optimizes Emergency Response team local procurement capacity.

Supplies and Equipment Management

  • Accountable for the effective tracking of all equipment and supplies related to Emergency Medical Response type whether health facility or mobile units, including the establishment of a centralized asset tracking system and warehouse management system in line with International Medical Corps asset management and warehouse management standard operating procedures applicable for emergency response.
  • Accountable for the implementation of appropriate storage conditions for all commodities, in line with medical commodity quality assurance standards and item category, including adequate stock management for cold chain items, controlled items (i.e. NT/PT) and dangerous good.
  • Accountable to ensure that all assets are logged, issued with unique IMC asset ID, assigned to custodians and tracked.
  • Responsible for the implementation of a reliable and accurate stock management process including documentation, reporting and control system.

Power Supply

  • Accountable for the establishment of a reliable power supply to the base-camp during working and off-working hours in line with Power Standard Operating Procedures. Accountable for maintenance of power supply equipment.

Communication and IT

  • Responsible and accountable for the establishment of reliable communication systems (radio communication and, wired and wireless, ground and satellite voice and data communication) including frequency programming, user training, equipment distribution and tracking, management of service providers and timely repair of hardware.
  • Responsible and accountable for the establishment of reliable IT system, network and equipment including set-up, operation, troubleshooting, equipment distribution and tracking, timely repair excluding individual staff personal equipment.

Fleet and Transport Management

  • Accountable for the establishment of a reliable and cost-effective transportation management service for IMC personnel, patients (referral as required) and goods including acquisition/rental of quality vehicles, training and management of drivers, establishment of fleet tracking system.
  • Accountable for the establishment of a reliable and cost-effective fuel management system, ensuring uninterrupted fuel supply to vehicles fleet and generators, tracking with minimized risk of fraud and safety hazard, in line with HAZMAT requirements.
  • Accountable that all acquired vehicles have appropriate, mandatory insurance coverage for 3rd party liability, passengers and either comprehensive insurance or liability assumed by owner through the contract.

Staff Capacity Building and Performance Management

  • Responsible for the establishment of an effective coordination mechanism within the logistics unit.
  • Accountable for the recruiting, induction, on-job training/coaching and management of an adequate local staff capacity as required to augment international team to meet emergency medical response requirements.
  • Coaching, training, supervising and mentoring direct-report staff and providing regular and timely positive and constructive performance feedback.
  • Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff successful performance in their respective roles.

Internal and External Coordination

·        Proactively engage with the direct line manager, senior management, and field team members (Program, Emergency Response Unit, Finance, Medical, HR, Security) on logistics matters for programmatic and support service planning, including ensuring enough funding for logistics resources are projected to maintain effective operations support for the period of the deployment.

  • 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.
  • Ensure 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.
  • Accountable for the establishment of regular logistics planning meetings with relevant program and management team members to ensure uninterrupted supply pipeline, timely provision of support and services.

Procedures, Filing and Reporting

  • Accountable for the effective implementation of IMC Logistics and Supply Chain policies, procedures and systems applicable to the EMT under Emergency Simplified procedures and as required, standard operating procedures.
  • Ensure existing practices and activities implementation are in compliance with IMC standards, policies and procedures and donors’ requirements.
  • Responsible and accountable for the establishment of commodity pipeline information, procurement tracker and warehouse status report and their communication to with EMT management, ERU Management and HQ Logistics focal points.
  • Accountable for the establishment of an accurate filing systems maintained updated and its periodic verification for auditing purposes.
  • Responsible for accuracy and timely provision of all mandatory logistics reports and any on demand reports timely.
  • Responsible for evaluating the overall logistics and procurement performance in support of EMT Type 1 activities and to implement required adjustments to ensure uninterrupted delivery of quality services with customer-oriented approach.

Compliance, Ethics and Best Practices

  • 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 vendor premises physical visits and documents verification, as required.
  • Work with Finance, Compliance and audit focal points to assess compliance against internal controls and required procurement documentation.
  • Ensure that risks associated to procurement are evaluated regularly and plans are developed to address those. Review procurement documentation, internal and external audit reports to detect procurement related risks. Work with EMT management to implement corrective measures.
  • Ensure that risks associated to warehouse and assets management are monitored and corrective actions implemented. Conduct spot check and control evidence verifications as required.
  • Commit to fraud detection, risk reduction and fraud reporting, ensure compliance with IMC policies and procedures, donor regulations and local laws.
  • Promote and encourage a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintain a clear understanding of International Medical Corps’ and donors’ compliance and ethics standards and adheres to those standards. Conduct 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 anobligation to report.
Qualifications:

·        Academic study in the field of Supply Chain Management, or alternative courses such as completion of the Certification in Humanitarian Supply Chain Management, or equivalent is desirable

Experience

  • Minimum of three (3) years of experience in logistics management within the field of supply chain management including procurement, tendering, contracting, clearance, transport, and warehousing, as well as fleet management, asset management, and distribution support, or equivalent combination of education and experience
  • At least four (4) field deployments; including at least three (3) humanitarian emergency deployments, four (4) international deployments; for a minimum of six (6) weeks in length
  • Experience managing logistics in emergency setting including staff supervision
  • Demonstrated experience and understanding of International Medical Corps logistics management practices and procedures preferred
  • Experience with donor specific procedures
  • Experience of CostPoint or other logistics software solutions is desirable
  • Experience managing budgets and preparing timely, complete and accurate reports

Competency

·        Demonstrated ability to resolve operational critical challenges as they arise

·        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

·        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

·        Strong negotiation, interpersonal and organization skills

·        Proficiency with MS Word and Excel

·        Ability to read, write, analyze and interpret, technical and non-technical in English

·        Ability to effectively present information and respond appropriately to questions

·        Fluency in French, Spanish or Arabic desirable

In addition to the responsibilities referenced above, candidate scan expect to be living and working in austere conditions. Lifting moderately heavy objects from the ground, carrying a backpack for extended periods of time, and walking or hiking in remote locations may be necessary to perform these functions.

Other

International Medical Corps is a first-responder 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 high degree of resilience, extremely decisive quality and ability to move fast.

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.