Logistic Manager – Emergency Pool H/F

CONTEXT :

In order to ensure a relevant, timely and efficient response to acute crisis, the Emergency Division of HI has the role to ensure the monitoring, preparedness and response to man-made and natural disaster.

Within the frame of its emergency intervention, HI aims at ensuring that the humanitarian watch, preparedness and response to man-made and natural disaster inclusive of all affected community members.

The Emergency Division may lead some emergency response or support the Geographic Division to respond to new disaster depending on the intensity of the crisis and the capacity of the program in place.

The Emergency Pool is composed of a team of emergency experts, ready to deploy within 72 hours. Their role is :

1) To conduct diagnosis and launch new emergency operations in the field

2) To support pre-established programs and teams to respond to new disaster in the field

3) To contribute to lessons learned exercises, technical methodology and guidance, tool kits in coordination of the Emergency Division team members, Shared services Divisions and Technical Divisions at HQ level.

OBJECTIVES :

Under the responsibility of the emergency pool manager and in close coordination with the HQ logistics global specialist, the emergency logistics manager will be in charge of :

1. Participating to initial diagnosis and coordinate the rollout and scale-up of the emergency response operations from logistics perspective following a humanitarian crisis;
2. Leading and coordinating logistics deployment in the framework of new program or area/project opening following a disaster, in accordance with Humanity & Inclusion´s rules and standards and those of its donors
3. Contributing to the institutional capitalization and participate in the development and update of Humanity & Inclusion´s emergency methodologies, procedures, tools and trainings.
4. Representing and promoting Humanity & Inclusion´s mandate in the framework of the emergency responses in your field of expertise;

MAIN RESPONSIBILITIES:

Task 1: Participate to initial diagnosis and coordinate the rollout and scale-up of the emergency response operations from logistics perspective following a humanitarian crisis;

• Contribution to the definition of the strategy of the initial diagnosis, including the creation and/or adaptation of the needs assessment tools, taking into account the logistical aspects and those related to the implementation of the safety and security guidelines;
• Assessment of the logistics environment and stakes following a disaster, HI logistics capacity in country/area of potential intervention and the risk, recommendation of procedures and prevention measures and anticipation of derogation
• Representation, good coordination and communication with humanitarian and government stakeholders in the area, before, during and after the conduction of the initial diagnosis;
• Contribution to the project development and proposal writing (financial and HR parts);

Task 2: Under the supervision of the emergency area manager or program director/country manager, lead and coordinate logistics deployment in the framework of new program or area/project opening following a disaster, in accordance with Humanity & Inclusion´s rules and standards and those of its donors

Logistics:

• Drives logistics strategy and operations by actively promoting HI’s policy and guidelines and optimizing our resources.
• Coordination and structuring of logistics resources during the launch of emergency operations;
• Rapid implementation of the logistics standard adapted for the response, taking into account the standards of the Organization and the donors;
• Coordination of logistics resources during the implementation of emergency operations: ensuring the implementation of (adapted) policies and procedures for procurement, transport and distribution management; manage inventory manage vehicles and movements, communication and equipment;
• Implementation and monitoring for the respect of the minimum standards of the Organization and the policies of the Program;
• Support and advice to teams responsible for preparing purchase requisitions and purchasing management according to the Organization’s policies, in a transparent and efficient manner. Follow up on purchases;
• Market analysis while ensuring knowledge of the availability and price of the products required for the response. Identification and development of framework agreements;
• Transport management by coordinating with transport, clearance and customs agencies;
• Proactive management of supplies, equipment and materials in transit, through reception, storage and distribution, including research and contracting of stocks / safe storage sites;
• Managing information throughout the supply chain, while ensuring good communication with the various departments involved;
• Supervise the proper management of inventory and stock inventories in accordance with the organization’s procedures;
• Transportation and fuel management, ensuring that vehicles are insured, properly managed, appropriately conducted, reported incidents, and that vehicle and movement management and tracking tools are on-site and used;
• Communications management;
• Establishment of a suitable archiving system taking into account the needs related to audits;
• Daily monitoring of the team, collectively (meeting, information) and individual (action plan, constructive feedback, evaluation, internal mobility, disciplinary sanctions ….);
• Identify partners logistics capacities and provide partners capacity building in coordination with operational teams
• In certain cases, coach, train or support HI’s HR and financial managers in place on the management of emergency responses
• Regular situation and activities reports submitted to the Emergency area manager or Program Director/country Manager and the Operations and Technical Referents supervising the concerned country program.
• Writing of end of mission including lessons learned and action plan for program logistics team (when relevant) as well as deployment capitalization report

Security

• Support to the area manager/Program director, in the collection and analysis of information specific to the context and security evolution;
• Support to the area manager/Program director in the risk assessment of areas where the Organization is involved (includes buildings and programs);
• Support to the area manager/Program director in proposing of specific rules adapted to the program environment and strategy to reduce risks identified, vulnerabilities and potential impact of the risks;
• Implementation of safety instructions / directives
• Application and compliance of protocols and security policies by the logistics team.

Task 3 : Contribute to the institutional capitalization and participate in the development and update of Humanity & Inclusion´s emergency methodologies, procedures, tools and trainings.

• Participation in systematization and capitalization in the domain of the emergency response in your field of expertise;
• Contribution to the development of policies, processes, methodologies, tools and training in the domain of the emergency response in your field of expertise;
• Active participation in workshops conducted within the Emergency Response Team or internally or externally organized in relation to emergency responses;

Contribution to the reinforcement of the emergency response capacities Humanity & Inclusion´s staff and / or partners according to identified needs: support, emergency tools implementation, training, emergency action plan development, in parallel of daily program implementation;

Support to the shared logistics advisers in headquarters on specific and transversal subjects.

Task 4: Represent and promote Humanity & Inclusion´s mandate in the framework of the emergency responses in your field of expertise;

• Promotion of the mandate and its positioning in relation with other partners;
• Participation in response coordination mechanisms related to logistics;
• Contribution to the mobilization of public and private actors to ensure a better inclusion of vulnerability and disability in their programs and initiatives.

DESIRED PROFILE:

• General or technical diploma (ideally diploma in Logistics), additional training in logistics management and development of humanitarian projects / operations, or equivalent, preferably in the field of international solidarity ;
• Strong professional experience (at least 3 years) in emergency response and at least 2 years in a Logistics coordination/manager position or similar in emergency or post-emergency assistance;
• Confirmed experience in team management and representation;
• Good knowledge of emergency donors regulations and process
• Experience in opening missions is a plus.
• Experience in the development of humanitarian intervention strategy
• High capacity for analysis and synthesis;

Required skills :

• Ability to project quickly in an emergency context;
• Mastery of the management of the project cycle;
• Ability to train and build capacity;
• Ability to conceptualize and formalize tools, methods and procedures;
• Ability to handle conflicts;
• Ability to work remotely including capacity building and remote deployment;
• Mastery of emergency donors rules (EU, US, DFID, etc.);
• Excellent communication includes constructive feedback;
• Rigor and organization.

Softskills :

• Ability to provide a large workload under constant pressure;
• Excellent responsiveness and flexibility in all circumstances;
• Sense of priorities, great capacity for organization and autonomy;
• Able to live in community and accept the constraints;
• Great ability to manage own stress and that of co-workers;
• Team spirit, sociability, sense of humour
• Strong ability to challenge and work on self-development;

Language : excellent command of French and English. Spanish or Arabic is a plus.

CONDITIONS OF THE POSITION:

• Type of contract : CDD of 3,5 months
• Rémunération : à partir de 2757€ / mois
• Additional benefits: luncheon vouchers and health insurance
• Working hours: 39 hours a week with 22.5 days of RTT (work time reduction) to be taken each year
• 5 weeks of annual leave