Logistics and Supply Coordinator

Job title : Logistics and Supply Coordinator

Reporting to: Head of Mission
Functional Supervisor: Regional Logistics Coordinator
Supervision of: Logistics & Supply Manager
Type of duty station: Non-family duty station

General purpose of the position

• Define and implement all supply, logistics, and ICT strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply systems, adequacy of the means provided, and compliance to INTERSOS standards, protocols, and procedures to foster the development of the mission and optimize the impact of the projects.
• Work closely with program and administrative staff to ensure comprehensive reporting, support, and assistance to all INTERSOS activities.
• Is responsible for the logistics management of IMP software and part of the mission Senior Management Team (SMT).

Main responsibilities and tasks
Coordination and support:

• Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission in the translation of the identified logistics, supply, and ICT needs into objectives, priorities, and resources needed for the mission
• Is responsible for monitoring the implementation of logistics, supply, and ICT activities in the mission (construction and rehabilitation, stock and supply of non-medical and medical material, fleet management and transport, water and sanitation, vehicles and engines, equipment/installation and infrastructures, security rules (implementation and enforcement, ICT, assets, etc.)
• Ensure compliance with INTERSOS standards, protocols, and procedures, across the mission and according to donor requirements including procurement. Report to the Head of Mission on the development of the ongoing programs and propose reorientation strategies when needed
• Is responsible for ensuring technical reference and support for all logistics, supply, and ICT issues in the mission, providing coaching to logistics staff, and representing INTERSOS in meetings with authorities, other NGOs, and coordination networks for technical/logistics-related issues
• Ensure the production of mission-level SOPs (if needed) for the Logistics needs

Logistics Information Management:

• Provide monthly reporting to the Head of Mission Regional Logistics and Supply Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed
• Ensure that data reported in INTERSOS Logistics software (Intersos Management Platform - IMP) is correctly used and accurate. Provide training to mission staff if required and support the implementation of INTERSOS Logistics software in missions

Supply-Chain Management and Procurement:

• Monitoring overall procurement performance for the mission. Ensure effective and cost-efficient procurement planning by liaising with technical staff, Field Coordinator, and/or Project Managers. Ensure that online procurement plans are created on IMP and up to date while guaranteeing INTERSOS and donor procurement policies and procedures are being adhered to at all times. Research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality
• Coordinate with the Administration and Finance Department to ensure that payment processes to suppliers are made on time and respecting the financial systems
• Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained
• Develop and implement service contract management instructions, policies, and procedures. Examine and re-evaluate existing service contracts and oversee regular rent, utility payments (i.e., electricity, water, gas, etc.), office and guesthouse maintenance contracts, and running costs procedures. Ensure that they are properly handled by Logistics and Supply Officer and Assistants, Administration, and/or focal points
• Overview that the Supply Manager/Assistant and Field Coordinator Logistics and Supply Officer maintain and update a pre-qualified suppliers list per base
• Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs and regular inventory checks every quarter
• Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored
• Prepare and launch tenders documents in coordination with the Supply team

Transportation management:

• Ensure that INTERSOS Fleet Management model, movement security protocols, and Brand Identity Manual are applied in missions - the fleet is checked, and regularly maintained and that vehicles are insured and taxes are paid
• Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log, and other fleet formats and templates by Field Coordinator logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staff
• Contribute to the development of sustainable approaches to transport management by streamlining INTERSOS environmental policy and Regional Office suggestions

Facilities and Communications management:

• Oversee the installation and maintenance of functional office space(s) and guesthouse facilities with adequate living conditions and in accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities
• Is responsible for ensuring that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and in line with policies and procedures - allowing permanent communication between capital, projects, bases, and HQ and proper management of the bases. Guarantees that all staffs in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.)
• Contribute to the development of sustainable approaches to facility management by streamlining INTERSOS environmental policy and Regional Office suggestions

Assets management:

• Oversee the purchase, use, and maintenance of IT assets, office and project equipment, and communication tools, while ensuring that all mission assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged, and logged according to asset management policies and procedures
• Report asset list at the end of the project and oversee asset rollover according to the defined destination with the Programs Department
• Oversee regular fixed assets check every quarter

Human Resources management:

• Coordinate the Logistics team and participates in the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff development and internal communication) to ensure both the sizing and the amount of knowledge required for the activities he is accountable for

Applied security:

• In collaboration with the Head of Mission and the Security Coordinator (if present) is responsible for co-defining and monitoring the technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, monitoring daily the security rules and reporting to the Head of Mission of any problem. For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics Coordinator has to create an appropriate environment to facilitate the exchange of information on security situations. Is the security backup in the absence of the Head of Mission.

Required profile and experience
Education:

• Essential degree and specialization in Logistics and/or Supply Chain Management

Professional Experience:

• Essentially at least four years of working experience in relevant logistics positions and previous humanitarian experience with NGOs in developing countries.
• Desirable previous experience in emergencies

Professional Requirements:

• Essential computer literacy (word, excel and internet)

Languages:

• Fluent in English (written and spoken) is required
• Local working language desirable

Personal requirements:

• Strategic vision
• Leadership
• People management and development
• Service orientation
• Behavioral flexibility
• Results and quality orientation
• Stress management
• Commitment to INTERSOS principles

General conditions and benefits:

• Salary grid: 12 - 3.690€ - 4.245€ monthly gross
• Remuneration: The monthly remuneration is defined, for each position, according to the standard salary grid and function grid, taking into account the experience of the selected candidate. It is communicated during the HR interview, or at any rate during the first stage of the selection process.
• Accommodation: Shared Guesthouse
• R&R: INTERSOS staff required to work for extended periods at duty stations under hazardous, stressful and difficult conditions are granted a regular and mandatory period of Rest and Recuperation (R&R). This is due to protecting their health and well-being and ensuring optimal work performance upon the resumption of their duties, while, at the same time, preserving the operational readiness of the Organisation. R&R benefits are not financial compensation for the degree of hardship and insecurity of a duty station. Eligibility: staff members recruited as international field staff whose contract states one R&R Duty Station as the main Duty Station and whose contract duration is equal to or longer than 4 calendar months. R&R: 7 days of psycho-physical recovery every 8 weeks + 1000€ allowance.
• Annual Leave: 2.5 days per month
• Medical insurance: Injuries and death insurance; civil liability insurance, reimbursement for vaccines, medical certificate and PCR test for deployment; psychosocial support on request for the humanitarian worker.
• Transportation: Round-trip flights for the humanitarian. For any mission lasting at least 9 months, an additional flight ticket to the Country of residence and return to the mission is covered by the Organisation for the humanitarian worker.
• Visa: INTERSOS covers the costs and visa support for the humanitarian worker.
• Induction: Online orientation course: each new staff member receives preparatory training before departure, adequate to provide the necessary information related to the structure of INTERSOS and the main decision-making processes and working tools, in order to facilitate entry into the Organisation.
• Note 1: INTERSOS applies a “Learning & Development Policy” which includes the possibility to receive capacitation and participate in internal and external training. Priority will be given to the staff working for INTERSOS for over two years.
• Note 2: The categorisation of Accompanied, RnR, and Unaccompanied Duty stations is subject to security criteria, access to health and education services, and is non-negotiable.