Logistics Manager (Loca Hire)

Overview of the post

The Logistics Manager will supports and oversees the management of the IMC fleet of vehicles in accordance with International Medical Corps policies and procedures be responsible for, and accountable for the overall mission fleet management with the suggestions of tools and strategies to optimize the mission fleet; support the constructions activities and follow with the wining companies in the execution; Keeps close contact with the country Logistics team for guidance, technical support and reporting accordingly. Typically works under the direct supervision of the Logistics Coordinator. Geographic scope: Countrywide.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

1. Responsibilities

Specific responsibilities include:

Coordination and representation:

• Manages the country procurement activities. Provides technical oversight, input, direction to Logistics & Supply Chain staff on procurement matters to ensure effective and timely support to projects implementation.

• Supports initial Logistics and Supply Chain assessment and continuous reassessing of the operational context for the country mission and optimal resource planning.

•Ensures fleet management and operation activities are conducted in line with applicable policies, procedures, SOPs and guidelines.

• Actively engages in projects planning, design, and budgeting to ensure that required logistics human and material resources and systems are accounted for and are suitable to support planned operations and expected workload.

• Support with the Development and implementation operations strategies in line with country program/operation strategy and preparedness plan.

• Enhances business coordination among the logistics, program and finance departments to develop consensus around priorities and joined problem solving to improve the delivery of assistance to beneficiaries.

• Identifies and anticipates fleet management, construction, reporting related risks impacting program activities. Develops and implements related risk mitigation/reduction activities.

• Ensures together with country management and Logistics Coordinator that procurement support requirements for effective project support, are correctly accounted for and budgeted in all project proposals.

• Pro-actively coordinates with heads of department and develops procurement solutions, feed other departments with relevant procurement information and data useful to enhance project deliverables and seeks feedback to ensure actions on identified improvements.

• Drive operational excellence to achieve optimal efficiency and cost-effectiveness.

• Identify and share ideas, innovations, best practices, and request for improvements related to logistics services processes and related tools at local and global level.

• Implements, analyzes, and monitors Key Performance Indicators for fleet managements and logistics aspects.

• Ensures standard reports are prepared, review, analyzed and shared with stakeholders and Logistics Coordinator as per standard requirements and schedule.

• Represents positively International Medical Corps to government officials, community representatives, Logistics Cluster, NGO Forums, partners, and vendors in a positive and professional manner when required.

• Contributes to the creation of a positive image and overall credibility of the organization, through the application of International Medical Corps’ mandate, ethics and values both internally and externally.

• Responsible for implementation of US Export Compliance regulations and Anti-Terrorism and Prohibited Party Screening Policy, within procurement activities of the country mission.

• Ensures that procurement activities minimize negative impact on environment.

Logistics:

Oversees of the correct implementation, at field level, of International Medical Corps standard systems and procedures for management of warehouse, transport, fleet, asset and GIK reporting.

• Implements Logistics information management and reporting system at field level, in line with organizational standards.

• Ensures capturing, tracking, analyzing and reporting logistics data.

• Ensures that transactions are documented, stored and accessible as per standard procedures, and audit trail is in place.

• Supervises and coordinates/manages all logistics matters related to transport and fuel management, to ensure that vehicles are registered, insured, managed and maintained, have adequate equipment (safety, communication, tools, etc.) and spare parts/accessories, and all accidents are reported and properly handled.

• Ensures usage of vehicles and generators fuel is correctly supervised, logged and reconciled.

• Ensures commodities and people are transported safely, drivers are trained and consistently implement drive safe procedures, mandated by IMC and local laws.

• Maintains fit for purpose and optimized field fleet of vehicles/generators.

• Support Country Logistics Management team in ensuring that adequate equipment/asset (including ICT items) acquisition and replacement plan is in place, and reflected in project proposals and budgets.

• Support Country Logistics Management team in ensuring that all assets and attractive items are properly recorded, assigned to a custodian, tracked and reported until the final disposal in line with requirements from IMC Asset manual and applicable donor regulations.

• Ensures warehouse operations have adequate staffing, equipment, furniture, supplies and required infrastructures improvements to maintain optimal storage conditions, safety and security.

• Ensures warehouses are selected as per IMC procedures and liaise with Country Logistics Management for registration and approval.

• Ensures accurate, compliant and transparent warehouse management as per IMC manuals and country regulations.

• Ensures that stocks owners have access to stock status reports to facilitate timely stock replenishment and distribution planning.

• Manages local transport of commodities.

• Support Country Logistics Management team for equipment and supplies insurance acquisition facilitation by providing timely and accurate information.

Staff Capacity building and Performance Management, Learning & Development:

• Provides leadership and support to all IMC logistics and supply chain staff on procurement related matters.

• Builds and maintain fit for purpose team structure with appropriate segregation of duty through continuous planning and optimization of human resources within department.

• In collaboration with Coordinator Logistics, inducts, coaches, trains, supervises and mentors direct-report staff, including communicating clear expectations, providing regular and timely feedbacks

• Maintains open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their roles.

Compliance, Audit and related controls

• Accountable for procurement activities compliance with IMC policies and procedures and applicable donor regulations and local laws.

• Responsible for implementation of control mechanisms over procurement activities compliance.

• Remains updated of donor policies and procedures related to procurement and is responsible for timely dissemination and consistent application across the country program.

• Conducts assessment and evaluation of risks impacting procurement and ensures action plans are in place to mitigate, minimize or remove risks impact.

• Maintains accurate filing systems, with documented and auditable records of all procurement transactions and reports.

• Ensures timely submission timely of mandatory procurement trackers and reports to the country management team

• Ensures Export Compliance requirements for all procurement actions are screened, applied and properly documented in line with applicable license terms & conditions, to avoid any potential violation. Consults with HQ Focal Points for export compliance on existing licenses requirements and need for any new license or renewal of licenses required to conduct operations.

Fraud prevention :

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor regulations and local laws.

Costpoint System :

• Supports implementation of software solution for procurement at country level.

• Ensures COSTPOINTS users are trained and use procurement software solutions in a consistent and accurate manner.

• Ensures that country related COSTPOINTS procurement reports/dashboards are available or accessible to stakeholders.

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.

1. Required capabilities:

Personal features :

• Perfect personal integrity.
• Typically, a Bachelor’s degree in Humanitarian Logistics, Supply Chain Management, International transport, business trade, or Humanitarian Supply Chain Management. Equivalent combination of relevant education and experience may be substituted as appropriate.
• 5+ year of relevant experience working in humanitarian logistics.
• 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. Experience in remote management.
• Ability to create and maintain effective team spirit, work in participatory manner with staff under supervision and other stakeholders to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Advanced use of MS pack. Able to build staff capacity on design and use of excel forms.
• French/English (Able to read, analyze and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
• Prior knowledge and understanding of donors’ rules and regulations applicable to Logistics and Procurement (PRM/CDC/BHA, UNHCR, ECHO, WFP, etc.) is desired.
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to interpret an extensive variety of technical instructions (including in the medical field) and possessing resourcefulness, flexibility and creativity essential to work with a wide range of programs activities.

1. Others :

• Security:
• Ensure compliance with security protocols and policies;
• Consider security implications of all program activities, reviewing all new initiatives with others staffs and community leaders and community volunteers.
• 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 standards to staff, if applicable, and to partners and requires them to adhere to these values.
• Prevention of Sexual Exploitation and Abuse:

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:

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

• Safeguarding:

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

• 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.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com*. Please do not submit your CV or application to this website, it will not be considered for review.*

Overview of the post

The Logistics Manager will supports and oversees the management of the IMC fleet of vehicles in accordance with International Medical Corps policies and procedures be responsible for, and accountable for the overall mission fleet management with the suggestions of tools and strategies to optimize the mission fleet; support the constructions activities and follow with the wining companies in the execution; Keeps close contact with the country Logistics team for guidance, technical support and reporting accordingly. Typically works under the direct supervision of the Logistics Coordinator. Geographic scope: Countrywide.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

1. Responsibilities

Specific responsibilities include:

Coordination and representation:

• Manages the country procurement activities. Provides technical oversight, input, direction to Logistics & Supply Chain staff on procurement matters to ensure effective and timely support to projects implementation.

• Supports initial Logistics and Supply Chain assessment and continuous reassessing of the operational context for the country mission and optimal resource planning.

•Ensures fleet management and operation activities are conducted in line with applicable policies, procedures, SOPs and guidelines.

• Actively engages in projects planning, design, and budgeting to ensure that required logistics human and material resources and systems are accounted for and are suitable to support planned operations and expected workload.

• Support with the Development and implementation operations strategies in line with country program/operation strategy and preparedness plan.

• Enhances business coordination among the logistics, program and finance departments to develop consensus around priorities and joined problem solving to improve the delivery of assistance to beneficiaries.

• Identifies and anticipates fleet management, construction, reporting related risks impacting program activities. Develops and implements related risk mitigation/reduction activities.

• Ensures together with country management and Logistics Coordinator that procurement support requirements for effective project support, are correctly accounted for and budgeted in all project proposals.

• Pro-actively coordinates with heads of department and develops procurement solutions, feed other departments with relevant procurement information and data useful to enhance project deliverables and seeks feedback to ensure actions on identified improvements.

• Drive operational excellence to achieve optimal efficiency and cost-effectiveness.

• Identify and share ideas, innovations, best practices, and request for improvements related to logistics services processes and related tools at local and global level.

• Implements, analyzes, and monitors Key Performance Indicators for fleet managements and logistics aspects.

• Ensures standard reports are prepared, review, analyzed and shared with stakeholders and Logistics Coordinator as per standard requirements and schedule.

• Represents positively International Medical Corps to government officials, community representatives, Logistics Cluster, NGO Forums, partners, and vendors in a positive and professional manner when required.

• Contributes to the creation of a positive image and overall credibility of the organization, through the application of International Medical Corps’ mandate, ethics and values both internally and externally.

• Responsible for implementation of US Export Compliance regulations and Anti-Terrorism and Prohibited Party Screening Policy, within procurement activities of the country mission.

• Ensures that procurement activities minimize negative impact on environment.

Logistics:

Oversees of the correct implementation, at field level, of International Medical Corps standard systems and procedures for management of warehouse, transport, fleet, asset and GIK reporting.

• Implements Logistics information management and reporting system at field level, in line with organizational standards.

• Ensures capturing, tracking, analyzing and reporting logistics data.

• Ensures that transactions are documented, stored and accessible as per standard procedures, and audit trail is in place.

• Supervises and coordinates/manages all logistics matters related to transport and fuel management, to ensure that vehicles are registered, insured, managed and maintained, have adequate equipment (safety, communication, tools, etc.) and spare parts/accessories, and all accidents are reported and properly handled.

• Ensures usage of vehicles and generators fuel is correctly supervised, logged and reconciled.

• Ensures commodities and people are transported safely, drivers are trained and consistently implement drive safe procedures, mandated by IMC and local laws.

• Maintains fit for purpose and optimized field fleet of vehicles/generators.

• Support Country Logistics Management team in ensuring that adequate equipment/asset (including ICT items) acquisition and replacement plan is in place, and reflected in project proposals and budgets.

• Support Country Logistics Management team in ensuring that all assets and attractive items are properly recorded, assigned to a custodian, tracked and reported until the final disposal in line with requirements from IMC Asset manual and applicable donor regulations.

• Ensures warehouse operations have adequate staffing, equipment, furniture, supplies and required infrastructures improvements to maintain optimal storage conditions, safety and security.

• Ensures warehouses are selected as per IMC procedures and liaise with Country Logistics Management for registration and approval.

• Ensures accurate, compliant and transparent warehouse management as per IMC manuals and country regulations.

• Ensures that stocks owners have access to stock status reports to facilitate timely stock replenishment and distribution planning.

• Manages local transport of commodities.

• Support Country Logistics Management team for equipment and supplies insurance acquisition facilitation by providing timely and accurate information.

Staff Capacity building and Performance Management, Learning & Development:

• Provides leadership and support to all IMC logistics and supply chain staff on procurement related matters.

• Builds and maintain fit for purpose team structure with appropriate segregation of duty through continuous planning and optimization of human resources within department.

• In collaboration with Coordinator Logistics, inducts, coaches, trains, supervises and mentors direct-report staff, including communicating clear expectations, providing regular and timely feedbacks

• Maintains open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their roles.

Compliance, Audit and related controls

• Accountable for procurement activities compliance with IMC policies and procedures and applicable donor regulations and local laws.

• Responsible for implementation of control mechanisms over procurement activities compliance.

• Remains updated of donor policies and procedures related to procurement and is responsible for timely dissemination and consistent application across the country program.

• Conducts assessment and evaluation of risks impacting procurement and ensures action plans are in place to mitigate, minimize or remove risks impact.

• Maintains accurate filing systems, with documented and auditable records of all procurement transactions and reports.

• Ensures timely submission timely of mandatory procurement trackers and reports to the country management team

• Ensures Export Compliance requirements for all procurement actions are screened, applied and properly documented in line with applicable license terms & conditions, to avoid any potential violation. Consults with HQ Focal Points for export compliance on existing licenses requirements and need for any new license or renewal of licenses required to conduct operations.

Fraud prevention :

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor regulations and local laws.

Costpoint System :

• Supports implementation of software solution for procurement at country level.

• Ensures COSTPOINTS users are trained and use procurement software solutions in a consistent and accurate manner.

• Ensures that country related COSTPOINTS procurement reports/dashboards are available or accessible to stakeholders.

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.

1. Required capabilities:

Personal features :

• Perfect personal integrity.
• Typically, a Bachelor’s degree in Humanitarian Logistics, Supply Chain Management, International transport, business trade, or Humanitarian Supply Chain Management. Equivalent combination of relevant education and experience may be substituted as appropriate.
• 5+ year of relevant experience working in humanitarian logistics.
• 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. Experience in remote management.
• Ability to create and maintain effective team spirit, work in participatory manner with staff under supervision and other stakeholders to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Advanced use of MS pack. Able to build staff capacity on design and use of excel forms.
• French/English (Able to read, analyze and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
• Prior knowledge and understanding of donors’ rules and regulations applicable to Logistics and Procurement (PRM/CDC/BHA, UNHCR, ECHO, WFP, etc.) is desired.
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to interpret an extensive variety of technical instructions (including in the medical field) and possessing resourcefulness, flexibility and creativity essential to work with a wide range of programs activities.

1. Others :

• Security:
• Ensure compliance with security protocols and policies;
• Consider security implications of all program activities, reviewing all new initiatives with others staffs and community leaders and community volunteers.
• 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 standards to staff, if applicable, and to partners and requires them to adhere to these values.
• Prevention of Sexual Exploitation and Abuse:

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:

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

• Safeguarding:

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

• 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.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com*. Please do not submit your CV or application to this website, it will not be considered for review.*

How to apply

Application files including: Cover letter and CV, 3 Professional references and copies of relevant supporting documents. The application file bearing the mention « application for the position of Logistics Manager » should be forwarded at International Medical Corps to the following address e-mail: camrecruitments@internationalmedicalcorps.org

NB: Only the shortlisted candidates will be contacted.

For the Country Director and by delegation the Human Resources Coordinator.