Logistics Manager 12-376

Job Location:

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 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.

JOB SUMMARY:

The Logistics Manager (L3) will be responsible to, and accountable to the Country Director of DRC 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. This role will be based in Goma but the successful candidate must be prepared to travel to Walikal and Itebero as well as other areas. Some of the key activites include training the logs staff, handle and manager supply contracts and procurement, vaiabity for setting up a small base in Kisangani, maintaining vehincles amd motor bikes, assisting in the set up Goma pharmacy and overseeing the rehabilitation of the Walikale compound.


Fundamental to this role is the ability to manage and motivate your logistics
team and engage with other mission or response staff, external contractors and organizations therefore you are required to have the skills to communicate clearly verbally and in writing, plan for and deliver quality presentations and training, and produce timely written reports.


With particular challenges identified as:

• The need to rapidly establish strong working relationships within each Mission to which they are assigned;
• Quickly identify the challenges unique to each Mission;
• Conduct assessments in new country programs or project sites; build staff capacity in the logistics department through trainings and daily guidance;
• Provide backup support, and, trouble shoot logistics issues for various projects; ensure compliance to donor regulations and ensure logistics related audit recommendations have been addressed by in country staff;
• Participate in the opening and closure of country programs;
• Participate in the preparation of project proposals;
• Take part in emergency response team when required;
• Act as in country Logistics Coordinator when required.


Essential Responsibilities and Accountabilities:

1. 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.

2. 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.

3. 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.

4. 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

5. 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.


6. 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

7. Security

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