Country Logistics & Supply Coordinator

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people**.**

Terms of reference

Job Title: Country Logistics & Supply Coordinator

Code: 35-9161

Duty station: Roving Aden & Sana’a (Yemen)

Starting date: 01/01/2024

Contract duration: 12 Months

Reporting to: Head of Operations

Supervision of: Logistics teams

Functional Supervisor: Regional Logistics Coordinator

Type of duty station: Non-family duty station

General context of the project

Activities have been ongoing since June. Health activities just started with the nomination of HWs. SAs has been signed by MOPHP and MOPIC, the signature of Executive Unit should come this week. Staff care management sessions will be conducted monthly by PSY to support the staff. Induction and materials were shared by the protection specialist. COVs training will be done in the coming months. CBPN selection: EXU-IDPs director in Taiz Ali Alshamery has not provided the list yet. INTERSOS will start the monthly meeting. Safety assessment scope of work will be shared by project team in November, once validated and conducted, we will know which GBV mitigation activities implement.

Health training to newly selected incentivised HWs is to be planned during November.

Hygiene promotion activities ongoing but several WASH activities are pending:

● Waste collection activity: under review by CIF

● Water point rehabilitation: GARWASP only shared 2 water points, while there are 8 in Taiz, so the project coordinator will arrange a meeting to request more nomination so INTERSOS can proceed with assessment.

● Water supply: quotation of logistics is pending.

Logistics will be more involved in the implementation of overall support on supply chain management, asset management, warehouse, and fleet management.

General purpose of the position

• Define and implement all supply, logistics and ITC 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 optimise 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 Operations 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 of INTERSOS standards, protocols and procedures, across the mission and according to donor requirements including procurement. Report to the Head of Operations on the development of the ongoing programmes 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’s SOPs (if needed) for the Logistics needs

Logistics Information Management

• Provide monthly reporting to the Head of Operations and Regional Logistics 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, Heads of Base 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. Carry out 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, utilities payments (i.e., electricity, water, gas, etc.), office and guesthouses maintenance contracts and running costs procedures. Ensure that they are properly handled by Logistics Officer and Assistants, Administration and/or focal points
• Overview that the Supply Manager/Assistant and Base Logistics 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 on a quarterly basis
• 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 is applied in missions – fleet is checked and regularly maintained, 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 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 in 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 staff 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 checks on a quarterly basis

Human Resources management

• Coordinate the Logistics team and participate to the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff development and internal communication) in order 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 Operations and Country Director, the Security Referent 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 on a daily basis the security rules and reporting to the Head of Mission of any problem. For this purpose, in case of the 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 Operations.

Required profile and experience

Education

• Essential degree and specialization in Logistics and/or Supply Chain Management, preferably professional qualifications such as CIPS L4 or higher, APICS Certification (CSCP, CLTD, CTS, CPIM), MIT MicroMaster Supply Chain Management, or a Master’s degree in a related field within supply chain management.

Professional Experience

• At least four years of working experience in relevant jobs and previous humanitarian experience with NGOs in developing countries. Desirable previous experience in emergencies.

Professional Requirements

• Essential computer literacy (word, excel and Internet)
• English skills are essential and preferably in the Arabic language.
• Excellent English writing skills.
• Strategic vision
• Leadership
• People management and development
• Results and Quality orientation
• Commitment to INTERSOS principles

Languages

• English mandatory
• Arabic would be an added value

Personal requirements

• Stress management
• Service orientation
• Behavioural flexibility
• Demonstration of critical thinking and problem-solving.