Logistics and Supply Coordinator – Poland

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: Logistics and Supply Coordinator
Code: SR-14-2415
Duty station: Kraków / Warsaw with frequent field travel in Poland, Ukraine and Moldova
Starting date: 14/04/2022
Contract duration: 6 months
Reporting to: Head of Mission
Supervision of: Hierarchical Supervision of Poland’s Logistics and Supply Manager and Functional Supervision of Ukraine and Moldova Logistics and Supply Coordinators
Dependents: Non-family duty station

General context of the project
INTERSOS is currently present in Poland,Moldova and Ukraine to guarantee primary healthcare, protection and psychological support to refugees from Ukraine, with particular attention to the most vulnerable people, such as women and children

General purpose of the position
60% Area Logistics, Supply and IT Functional Supervision (Poland, Ukraine and Moldova)

Oversee and support logistics operations and supply chain activities of missions in collaboration with the regional offices and the mission logistics departments in accordance with INTERSOS protocols, standards and procedures in order to contribute to humanitarian response programs and efficient running of the missions.

40% Poland’s Logistics, Supply and IT Coordination
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 standard, protocols and procedures in order to foster the development of the mission and optimise the impact of the projects.
Work closely with program and administrative staffs 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
60% Area Logistics, Supply and IT Functional Supervision (Poland, Ukraine and Moldova)
Coordination and support
Global

• Facilitate the collaboration of the Headquarters Logistics Department to improve the Supply Chain and logistics operational systems and ensure standard operation policies and procedures are respected. Support initiatives and special projects implementation
• Participate in the definition of a Global Supply Chain, Logistics Operations Annual Action Plan (AAP), Preparedness Plan and the necessary KPI’s to monitor implementation
• Propose collaborative approaches of Logistics and Supply Chain Management to humanitarian private partnerships
• Liaise with the Global Supply Office to plan sourcing and procurement strategies for the missions
• Collaborate with the ICT Coordinator to ensure ICT development needs of missions and regions are translated into the HQ Logistics Department AAP
• Collaborate with the HR department to develop new training materials

Regional

• Collaborate with Regional Office to ensure that Supply Chain and logistics operations procedures are well understood and enforced in a coordinated manner at regional level and to present a consolidated approach and teamwork for mission support and management
• Review project proposals Supply Chain and logistics operations components and actively contribute to project cycle management, meetings and strategic exercises. Share information on assessments and proposed interventions, provide overview and inputs of Supply Chain and logistics operations requirements for the development of project proposals and implementation
• Participate in the definition of a Supply Chain and logistics operations Annual Action Plan (AAP) for the region and the necessary KPI’s to monitor the implementation
• Is available for immediate deployment to assist missions Senior Management Teams or the HQ Emergency Unit to organize rapid and effective emergency response operations
• Facilitate communication and cross learning for all regional staffs
• Engage in regional fora such as the logistics cluster, or any other institutional collaboration mechanism to advocate INTERSOS logistics needs and contribute to coordinated approaches with other relevant humanitarian stakeholders

Mission

• Provide support and guidance to all country offices in designated regions including oversight of all Supply Chain and logistics operations functions in line with INTERSOS and donor policies and regulations
• Work with the Heads of Missions and Senior Management Teams to improve Supply Chain and logistics operational systems and ensure standard operation policies and procedures are respected. Participate in the definition of the Supply Chain and Logistics Operations Annual Action Plan (AAP) for the mission and the necessary KPI’s to monitor the implementation
• Support personnel on all SC & LO matters when mobilizing and implementing new projects or closing out

Logistics Information Management

• Ensure that data reported in INTERSOS Logistics software (Intersos Management Platform – IMP) are correctly used and accurate. Provide training to missions if required
• Elaborate a quarterly Supply-Chain and logistics operation report for the region of operation and submit it to the Line Manager
• Work with the mission logistics departments to ensure the monthly reports are timely submitted. Provide review, analysis and feedback to mission for improvements
• Monitor the defined yearly Key Performance Indicators

IT Infrastructure and Communications

• Ensure that missions have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and in line with policies and procedures. Draft regional and mission asset acquisition plans
• Support the implementation of INTERSOS Logistics software in mission

Supply-Chain Management and Procurement

• Support region and missions to plan procurement activities and ensure that all project procurement plans are created and uploaded on IMP before project starting by liaising with Country Logistics Coordinator and Project Managers. Improve implementation of procurement plan (consolidation of plans with transversal framework agreements and centralised international sourcing) and through procurement planning facilitate the development of the supply strategy for the mission
• Monitor overall procurement performance for region and mission. Ensure effective and cost efficient procurement planning and execution while guaranteeing INTERSOS and donor procurement policies and procedures are respected
• Ensure that all missions have an updated pre-qualified supplier list and support on the organisation of local market assessments to ascertain that suppliers represent best value for money and lead-times while being compliant with INTERSOS contracting procedures
• Plan and collaborate with the Global Supply Office and HQ Medical Unit on international procurement processes. Follow up the payment to suppliers in coordination with Regional Finance Coordinators and the GSO
• Review and/or approve (checking for accuracy and compliance) all high level procurements, framework agreements, leases and other high risk financial commitments. Review regional and mission ongoing contract execution and propose improvements
• Link HQ Logistics department with Internal auditor to address key risks, audit findings and complaints on procurement, and propose mitigation measures

Assets and Inventory management

• Assess and support mission warehouse management. Ensure systems and reporting are in place for the effective storage and distribution of all program stocks. Support the trial and rollout of INTERSOS inventory management system
• Assess and support mission asset management. Ensure 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
• Is responsible for the inventory and assets management for the region and ensure that missions perform quarterly assets and inventory counts

Transportation management

• Assess and support country mission fleet management. Ensure appropriate allocation and safe use of the fleet. Overview that rental service agreements and contracts are done in alignment with INTERSOS procurement standards, and fuel and maintenance systems are in place
• Ensure that INTERSOS fleet management model, movement security protocols and Brand Identity Manual is applied in missions
• Contribute to the development of sustainable approaches of transportation management by streamlining INTERSOS environmental policy

Facilities management

• Assess and support country mission facility management (offices, bases, guesthouses and warehouses) ensuring that rental agreements and contracts are done in alignment with INTERSOS procurement standards and that facilities respect INTERSOS guidelines and security
• Identify gaps and propose improvement plans in coordination with Line Manager and Head of Mission
• Contribute to the development of sustainable approaches of facility management by streamlining INTERSOS environmental policy

Human Resources management

• Support the HQ Human Resources department on the recruitment of Country Logistics Coordinators and Logistics Managers by reviewing technical tests and conducting technical interviews to the candidates. Support the management of the Logistics rooster and pool
• Provide induction to new key Logistics staffs providing, as needed, inductions, refresher and capacity building training in all standard Supply Chain and logistics operations IT Tools and SOP. Provide training to program and other support staffs on critical SC and LO policies and procedures
• In collaboration with the Head of Mission perform and manage the Internal Review Process (IRP) of the Country Logistics Coordinators and Logistics Managers
• Organize the weekly meetings with the Country Logistics Coordinator and Logistics Manager and the monthly country logistics meeting
• Provide regular review and assessment of HR structures and functions in the mission with the aim to strengthen overall efficiency and accountability
• Perform annual assessment of mission’s logistics department and determine, in collaboration with the HQ HR department, Head of Mission, and CMT eventual supporting actions

Applied Security

• Provide support to the Security Manager as a focal point for communication and communication flow
• Facilitate the implementation of the INTERSOS security guidance, taking part in security briefings and/or training to national and international staffs and monitoring the enforcement. Detect with the Head of Mission and HQ Senior Security Advisor training needs

40% Poland’s Logistics, Supply and IT Coordination
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 of 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 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 staffs 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 Mission 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 staffs 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, 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 logistics staffs. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
• 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 guesthouses facilities in an adequate living condition 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 project and oversee asset rollover according to defined destination with the Programs Department
• Oversee regular fixed assets check on a quarterly basis

Human Resources management

• Coordinate the Logistics team and participates to the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s 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 Mission and 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 absence of a dedicated Security Focal Point, the Logistics Coordinator has to create an appropriate environment to facilitate exchange of information on security situations. Is the security back up in the absence of the Head of Mission

Required profile and experience
Education

• Degree in Business Administration, Industrial Engineering or Supply-Chain and Logistics Management
• Advanced studies in Humanitarian Logistics, Procurement and/or Operations management desirable

Professional Experience

• International experience in supply chain management in emergency
• Proven experience in technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, medical logistics, communications, and security
• Experience in remote field bases with limited infrastructure
• Experience with institutional donors and knowledge of their rules and regulations

Professional Requirements

• Training skills
• Planning and organisational skills and ability to meet deadlines
• Negotiation skills, communication and interpersonal skills
• People management and development
• Analytical thinking and decision making
• Teamwork and cooperation
• Excellent written and spoken communication and interpersonal skills
• Knowledge of use/implementation of Software/ER

Languages

• Fluent in written and spoken English
• Ukrainian, Polish and Russian highly desirable

Personal Requirements

• Willingness to travel extensively within the region
• Strong organizational and problem-solving skills with an analytic approach
• Cross-cultural experience and sensitivity