Technical guidance
Responsible for providing technical logistics oversight and support to the Ethiopia mission.
Provide support in implementing logistics operations and reporting, ensuring compliance with the organization’s policies and procedures, donor regulations and local laws.
Maintain dynamic coordination with HQ Logistics, Finance, Audit and Operations personnel to anticipate/identify gaps, bottlenecks, risks and participate in the development/implementation of mitigation/fire-fighting strategies/actions.
Assist and advise Country Director and other senior managers within the organization on logistics procedures with aim at delivering projects in most timely and effective manner.
Ensure effective implementation of International Medical Corps standard operating procedures, policies and guidelines pertaining to logistics, compliance with donor or relevant government regulations.
Provide support to the senior country management team in implementing logistics related corrective measures highlighted during audits; Internal / external Audit (Finance, Operations, Technical Unit). Build capacity of relevant logistics staff to implement those corrective measures.
Participate in the development, testing and implementation of Logistics tools and support packages, coordinate lessons learnt and ensure continuous progress toward improving tools and methodologies.
Ensure correct implementation of standard reporting system across the country program, review reports, indicators and KPIs. Provide feedback and ensure country team is aware and provides solutions to issues reported.
Ensure strict implementation of basic procurement tools with emphasis on Blanket Purchase Agreements and Procurement Plan and related activity review as well as regularly updated Procurement Tracking Sheets.
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.
Logistics support
Provide Logistics support to the various International Medical Corps projects both locally/directly and remotely.
Conduct assessments, support start up or closure of programs or project sites ensuring implementation of standard Logistics processes and minimization of financial liabilities.
Provide backup support and trouble shoot logistics issues for International Medical Corps projects.
Participate in the preparation of project proposals, provide technical input on supply chain, appropriate staffing structure and procurement planning. Assist in subsequent pipeline execution, as appropriate.
Implement logistics management systems according to International Medical Corps Logistics Guidelines and take leading role in matters pertaining to logistics planning, international and local procurement, tendering, contracting, commodities tracking, import, cargo receipt, warehousing and stock management, transport (international and in-country), vehicle fleet management and asset management and maintenance, support to program team with goods prepositioning for distribution, mandatory reporting and activities documenting, proper logistics set up of new sites or closure of sites when project activities end, mandatory reporting, acquisition of equipment according to the project budget lines and organizing maintaining and developing a proper asset and inventory control and tracking system.
Logistic support to Emergency Response Operations:
Take active role in International Medical Corps Emergency Responses.
Undertake thorough assessments of infrastructure and logistics parameters in emergency situations (airports, trucking fleets, warehousing, access routes etc.) to enable operation take logistics-informed decisions. Monitor and report any relevant changes in post-emergency period that may influence intervention strategies.
Manage the supply chain on medical, non-food, food and other commodities as well as information management (incoming pipelines, stock reports, and commodities movement report) to ensure program staff remains well-informed and well-prepared for incoming pipeline and related schedule.
Manage all commodity movements, including secure warehousing, inventories, delivery and distribution facilitation supported with appropriate evidences and reports on commodity movements, identify and overcome bottlenecks to ensure uninterrupted supply of emergency relief operations.
Submit ERT logistics reports based on agreed schedule to in-country management team and HQ logistics pursuant to International Medical Corps Logistics Guidelines.
Coordinate with Logistics Cluster or other coordinating mechanisms for interagency logistics coordination (where applicable), donors, local government, project partners, UN agencies and other non-governmental organizations in order to plan, organize, and schedule distribution of International Medical Corps commodities on a regular basis as programmed, as well as to ensure adequate information sharing and address common concerns/problems and seek solutions.
In coordination with responsible program staff assist end-use monitors to verify that distribution related dispatches of stocks have occurred according to the intentions and plans of the donors, International Medical Corps, and project partners.
Negotiate and verify adherence to conditions and terms of the commodity transport contracts in consultation with International Medical Corps HQ logistics department, ensure adequate transport means are engaged and review transport related documentation to ensure no exposure for the organization.
Locate and negotiate terms for adequate warehousing with security well-maintained, and meet basic safety and health requirements.
In absence of dedicated technical staff supervise small scale construction projects (where required).
Human Resources
In close collaboration with Country Director, take active role in developing country logistics HR strategies and organizational structures in line with recommended structures.
Participate in the recruitment and selection of qualified logistics field staff, recommend promotions, disciplinary action and termination of staff in consultation with Country Director.
Support recruitment, induction and performance management of country logistics personnel. Provide assessment and reports of the job performance evaluations of logistics staff members as necessary.
Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and to offer support to logistics staff.
Maintain open lines of communications with all field staff.
Train senior national staff to increase their responsibilities in order to build capacity and ensure sustainability of programs.
Ensure that all logistics and other relevant staff in Addis Ababa and the field offices are fully trained on all logistics systems and procedures, and ensure roll-out and implementation of all logistics systems, procedures and training packages.
Advocate and plan for professional development for staff.
Working Relationships
Works under direct supervision of Country Director
Coordinate on day to day basis with Logistics Desk Officer at Split / Global office.
Maintain frequent communication with the Logistics, Finance and Audit regional teams and other Global logistics personnel to ensure logistics activities progress is communicated and any issues properly addressed.
Work with in-country program, finance and logistics staff to ensure the coordination and communication of International Medical Corps logistics and procurement support activities.
Representation
Represent International Medical Corps to government officials, Logistics Cluster, shipping and clearing agents, transport companies, and partner representatives in a positive and professional manner.
Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of International Medical Corps’ mandate, ethics, values and stand-point with regard to other actors.
Security
Ensure application and compliance of security protocols and policies
Extensive experience (5 to 7 years) in humanitarian logistics management within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.) fleet management and asset management, distribution support
Proven record on the ability and experience of the management of logistics team on a senior level.
Academic degree in logistics or relevant field (desired). Certification in Humanitarian Logistics Supply Chain (desired if no academic degree).
Experience with donor specific procedures related to logistics.
Management of budgets and ability to prepare timely, complete and accurate reports
Ability to conduct training workshops 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 multi-cultural team.
Ability to work in harsh conditions, often in remote areas.
Valid driving license.
Proficiency with MS Word and Excel (minimum requirement).
Prior experience of logistics software use (desired).
Strong negotiation, interpersonal and organization skills.
Language Skills:
Ability to read, write, analyze and interpret, technical and non-technical in the English language.