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21-007: Consultant: Logistics Manager
Essential Job Duties/Scope of Work:

Background of the Assignment 

Venezuelans are living in a state of ongoing insecurity and rapidly growing crisis, with more than 7 million people in need of humanitarian assistance, according to UN OCHA. People are enduring increased rates of anxiety and fear as a result of a collapsed health system with a shortage of medical staff, with approximately 22,000 doctors estimated to have left the country between 2012 and 2017; a shortage of medications, at the rate of 55% in 2014 to 85% in 2018; hyperinflation impacting the cost of food, fuel and more, with estimates that prices increased between 500,000% and 1,700,000% in 2018; and overall insecurity.

In humanitarian emergencies, WHO estimates that the rate of common mental health conditions can more than double to 22% of the population, while approximately 5% of the population with existing severe mental disorders are especially vulnerable, often having no access to care.  According to local actors, this crisis has had a significant effect on the wellbeing of the population, and the availability and affordability of MHPSS services has significantly declined.

According to key stakeholders and non-governmental organizations the crisis has hit certain groups such as those with mental health conditions, women and adolescents especially hard. For those with severe mental disorders, the unavailability of psychiatric treatment and medications has meant relapses or financial difficulties for families forced to buy medication on the black market. Children are also particularly vulnerable to the effects of the crisis. 

International Medical Corps has been present in Venezuela since February 2019 where we have shipped medicines and medical supplies with a value of more than $500,000 to Caracas, with support from the International Federation of Red Cross and Red Crescent Societies (IFRC). International Medical Corps provided medications and medical supplies directly to IFRC and Venezuelan Red Cross (VRC), who support 20 inpatient health facilities and 16 outpatient clinics in Caracas. 

As of September 3, 2019, International Medical Corps has registered as a Civil Association non-profit organization in Venezuela and authorized to provide humanitarian services. We have a presence for coordination purposes in Caracas. By launching efforts with local organizations, International Medical Corps has prioritized not only reaching those most in need, but also building the capacity of the local organizations to provide services for the long-term recovery. 

International Medical Corps, through a private grant, is implementing a health program in Bolivar state with two of our local partners- Fundación Nativo and FUDEP. IMC’s role is mainly capacity building, supervision, and monitoring. In terms of importing pharmaceutical supplies in country to implement our health activities, the Ministry of Health (MPPS) has granted us the sanitary permits required to import medical supplies and pharmaceuticals for our health project under our private grant. Since this has been granted, future sanitary permits should be more quickly obtained. International Medical Corps will also obtain from PAHO the “Pass (Salvoconducto)” to move around and implement activities.

In compliance with the policies and guidelines in the Procurement Manual, this position will carry our procurement, warehousing and fleet management to support Venezuela programs.

Provide overall support functions outputs;
Represents the organization to suppliers and the department to customers;
Ensure that scheduled/general maintenance is carried out in regular bases;
Assist the Finance Department in any relevant procurement / services inquires belonging to the field operational activities;
Provide logistical support to all programs in compliance with IMC’s standard logistics procedures;

Working on small and high value procurements that need HQ approval;
Buying items within local market for Program needs;
Conducting Market Survey for new categories (if needed) and for previously determinate ones to assess the current situation.
Interfaces with all IMC personnel authorized to issue Purchase request; and sharing PTS on regular basis plus having individual meetings with Program leads to evaluate current situation and make action plan for next procurement related activities.
Update Procurement Plan on weekly basis
Maintain online systems PTS, Vendor Catalogue and VRT 
Maintain SharePoint (OneDrive) file and folders up to date, backup all Procurement Documentation accordingly.

Asset Management
Maintain the Asset List and provide Asset Management training if needed;
Update asset and handover lists regularly.

Fleet Management
Coordinate with the Drivers on any travel arrangements and reservations needed;
Arrange daily staff movement and utilize usage to be cost effective;
Ensure that all staff movements delivered without problems and drivers utilized accordingly;
Ensure WO match the drivers’ logbook;
Follow and arrange accommodation needs for International staff.

Compile and submit Field Site Monthly Quarterly Logistics Reports to Logistics Coordinator;
Maintain the online systems we have to support our logistics processes

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive;

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 (Pr
evention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.
Minimum of five (5) 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, 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 Cost Point or other logistics software solutions is desirable
Experience managing budgets and preparing timely, complete and accurate reports
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