Logistics Senior Officer

5 يناير، 2023

0 1 6 دقائق

BACKGROUND

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.

SUMMARY:

The logistics Senior officer works under the guidance and supervision of the Logistics Coordinator.

In coordination with Logistics Coordinator, S/He is responsible for the overall logistics management activities within his/her area of operations.

S/He interfaces with all IMC personnel authorized to issue Purchase request. S/He represents the organization to suppliers and the department to customers. As such S/he is expected to adopt professional customer-based attitude, promoting International Medical Corps and Logistics Department’s image.

The Logistics Senior Officer is responsible for the deliverables of the Logistics Activities in support to International Medical Corps project activities and in compliance with the IMC internal and donors’ processes, rules and regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Procurement

Be responsible for a smooth and timely procurement process of all purchased items and services according to IMC rules and regulations and in close liaison with all program departments.
Supervise and support the procurement process at all levels (Regional Amman office and the field offices).
Ensure donor procurement procedures and other donor (i.e., USAID, DFID and GAC) guidelines as they relate to procurement activities are strictly adhered to.
In close liaison with supervisor ensure the development and implementation of cost-effective strategies to save time and/or money through use of: Blanket Purchase Agreements, improved coordination of purchasing and developing procurement plans with program senior officers.
Ensure that the procurement processes, 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.
Ensure logistics staff involved in procurement are fully aware of all IMC procurement policy and procedures and support the capacity development plan for procurement staff.
Conduct regular vendor checks and organize market researches to ensure a full knowledge of the availability and price of local items
In close liaison with supervisor and finance department ensures a smooth cash flow at all times and actively strives to improve it whenever necessary.

Warehousing & Stocks Management

Assist with capturing pipeline information to help ensure that Program staffs are kept well informed of incoming goods and material.
Oversee timely reporting on stock status, to help program staff with planning of stock replenishment, and to support Program staff to verify that distribution has occurred according to the agreed distribution plans.
Ensure warehousing systems and procedures are in place to adequately manage and report on stocks in compliance with IMC procedures.
Ensure that the storage facilities/warehousing are secure, fit for purpose, managed and meet health and safe working practice requirements
Conduct regular spot inspections on all warehouses, in addition to complete inventory in accordance to IMC policy.

Fleet Management and Transportation:

Oversee the management of all fleet related issues in accordance to IMC policy, ensure weekly movement plan is duly submitted, vehicles are serviceable and well maintained.
Oversee and ensure that the usage of fuel is correctly managed, and logged and recorded, ensure the monthly vehicle report is timely completed and data are accurate.
Continuously assess the fleet systems, identify gaps, and ensure proper supervision and planning vehicle allocation in order to optimally serve the needs of the program.

Assets and Equipment Management

Oversee the management of all assets; tracking sheet is updated on monthly basis, assets are labelled and current locations of all assets are known and reported accordingly.
Ensure that all ICT equipment is operational, used in line with IMC policy and that training is provided to staff on usage protocols.
Ensure that the system of controlling assets movement between personnel, programs and locations between Turkey and Syria and within Syria is in place, working adequately in compliance with the US export regulations.
Ensure all power generation systems are working properly and fuel is accurately reported and logged.

Coordination and Information Management

Prepare weekly logistics reports for supervisor containing current developments, achievements, and working plans for the following week and ensure that supervised staff submits such reports in an accurate manner
Prepare monthly logistics report to capture major achievement, risks, areas of improvement, ensure all staff timely submit all relevant reports and tracking sheet (monthly vehicle report, generator usage sheet, procurement tracking sheet, assets and inventory tracking sheets).

Human Resources

Organize and engage in regular team building activities for supervised staff and actively strive to motivate staff to work as a team within the logistics department and with all other departments
Identify staffing gaps and training needs and address those in close liaison with supervisor
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.
Advocate and plan for professional development for yourself, and any staff supervised by you.
Delegates tasks as deemed necessary and in line with your job description to the staff under position’s supervision in a reasonable and ethical manner

Miscellaneous

Identify facilities as needed including warehouse and office space.
Ensure that all IMC facilities in Syria are in working condition and in close liaison with supervisor and Security Senior officer ensure that necessary safety and security procedures are in place
Keep close communication with other Logistics departments in IMC field sites and mission.
Ensure the application of, and compliance with, security protocols and policies of supervised staff
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within IMC and amongst beneficiaries served by IMC.
Other duties as required and deemed appropriate by supervisor

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty with satisfactory results. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
At least BA degree in one of the following field or related: Business/Trade, Supply Chain, Engineering, Management.
At least 6 years of experience in logistics and/or Supply Chain, with at least 3 years at senior officer level.
Experience in cross border logistics, remote management, and donor regulations is desirable
Excellent knowledge of Microsoft Office®, especially MS Excel® and MS Word®
Language: Fluent In English and Arabic.
Very good reporting skills in oral and written form including the ability to clearly and concisely express ideas and concepts
Very good reporting skills in oral and written form including the ability to clearly and concisely express ideas and concepts
Ability to multitask, think creatively and work with little supervision in an often stressful environment
Must be able to work independently or in team under difficult and stressful conditions

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 values to staff and to partners and requires them to adhere to these values.

The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.

This job description is subject to periodic review and adjustment in order to achieve IMC’s goals in Jordan, and any changes to JD will be discussed and agreed between signed below.

“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.”

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