Logistics coordinator

Context The Caribbean is one of the most disaster-prone regions in the world: hurricanes, earthquakes, volcanic eruptions, floods and tsunamis. The region is also characterised by high health risks from epidemic diseases. These major risks are exacerbated by various factors of vulnerability of the populations and territories: insularity, socio-economic fragility, complex migratory flows, urban densification and strong urban pressure. Moreover, these risks of crises and disasters are increased by a process of climate change that influences the frequency, intensity and unpredictability of hazards, requiring a sustained effort and pace of adaptation by populations and institutions. Created in 2005, the Regional Intervention Platform for the Americas and the Caribbean (PIRAC) is the representative delegation of the French Red Cross for the Caribbean region and represents its operational mechanism for humanitarian action and regional cooperation. PIRAC assists Caribbean populations in the event of major disasters and works to develop capacity building activities to strengthen the resilience of populations in the French countries and territories of the Caribbean arc and the Guyana plateau. Since its creation, PIRAC has implemented some forty emergency operations both internationally and in French territories. PIRAC is also developing support programmes for the Caribbean Red Cross and CRF territorial delegations in the French West Indies and Guyana, on the themes of risk prevention and disaster preparedness and response. Support to these different territories is differentiated according to needs. PIRAC has a regional sub-delegation based in French Guiana (Cayenne) and another recently opened in Haiti (2020) in order to support the Haitian RC’s preparedness/response actions as closely as possible and to develop development programmes there.

Position Under the authority of the Head of Delegation, the logistics coordinator is responsible for :

A- Coordination ● Implementing a strategy for optimising and renewing equipment (vehicles, IT, telecommunications, etc.) ● Implementing a strategy for optimising logistical resources ● Carry out regular visits to the sub-delegations / projects in order to provide support to the teams ● Participate in the various exchanges (RLH, cluster…) with his/her counterparts ● Ensure good collaboration and guarantee effective communication with the various departments requesting support (advisory support, planning, order or stock statements, etc.) ● Participate in the elaboration/revision of project proposals and logistics budgets

B- Purchasing and supply of goods, services and works ● Actively participate in the definition and updating of the annual planning of projects and budgets and in the contingency plan, defining the procurement strategy ● Review and adapt the mission’s procurement strategy in collaboration with the coordination team according to the mission context and operational needs, and in line with RWC protocols, guidelines and policies. Ensure its implementation, monitoring and evaluation. ● Ensure proper prioritisation of procurement and efficient organisation in a constant effort to optimise costs and deadlines ● Guarantee compliance with CRf and donor procedures and ensure their proper application ● Implement an internal control system for the supply chain ● Analyse the commercial context at national level and compile the analyses carried out at base level, and maintain good relations with suppliers ● Ensure the drafting and updating of procurement plans for each project in collaboration with the programme and finance teams

C- Inventory management ● Identify and size the Delegation’s stocks according to the programmes’ needs ● Ensuring that the delegation’s warehouses are properly managed ● Consolidate and analyse inventory reports ● Ensure the optimisation of and compliance with good storage practices and procedures ● Consolidate and ensure the valuation of donations, losses and destructions on all the delegation’s programmes ● Ensure the follow-up of stock transfers and the consolidation of donations ● Ensure the security of the premises against intrusion, theft and fire

D- Organisation of transport ● Plan and supervise activities and administrative procedures to ensure the efficient operation of national and international transport (customs) ● Ensure compliance with the customs procedures in force in the country of intervention and take charge, through an approved forwarding agent, of all import procedures in order to release the goods as quickly as possible ● Monitor the local context and propose the best route for local transport, taking into account the nature of the goods and the timing ● Regularly consult the market and organise competitive tenders with local transporters (land, air, etc.)

E- Management and maintenance of the motorised fleet ● Implement specific procedures to ensure proper administrative and physical management of the fleet at the delegation level ● Propose a rationalisation of the use of fuel and other consumables, optimisation of travel/mutualisation of the mission’s resources ● Size the fleet according to the activities and programmes in progress ● Optimise and supervise the maintenance and repair of the motorised fleet

F- Equipment monitoring ● Size the equipment fleet according to the activities and ensure homogeneity and compliance with CRf standards ● Ensure that the delegation’s resources are optimised ● Ensure the proper administrative and physical management of equipment (equipment inventory, donation, loss or destruction forms)

G- IT and telecommunications ● Supervising, implementing and improving data security protocols ● Sizing the delegation’s IT and telecommunication equipment ● Ensure the maintenance and proper use of the IT and telecommunications equipment ● Provide pedagogical support (briefing, training, support, etc.) to all users ● Ensure compliance with the legislation in force for the telecommunication equipment and its use

H- Infrastructure management ● Sizing and optimising infrastructures, workspaces and living quarters according to the delegation’s needs ● Ensure the administrative follow-up of the real estate ● Guarantee the proper planning of works, ensure quality control and acceptance ● Diagnose risks and ensure the implementation of corrective measures

I- Safety and security ● Participate in updating the delegation’s safety guide: summary sheet, safety plan, evacuation and hibernation plan, as well as risk analysis and safety phase documents ● Participate in the definition of passive safety measures and ensure their implementation ● Train and raise the awareness of the teams on safety-related aspects ● Define jointly with the HOD/security delegate the content of the security briefings for expatriates arriving on the mission ● Ensure the organisation of a security watch as specified in the security guide

J- Capitalisation and reporting ● Ensure the capitalisation of logistical data relating to the country of intervention ● Consolidate and analyse the monthly logistics reports before sending them to the logistics referent ● Write the logistics annexes to the donor reports ● Capitalise and harmonise the technical procedures and methodologies developed ● Supervise the preparation and response to requests related to logistics audits ● Supervise the archiving and forwarding of documents to headquarters

K- Management of logistics teams ● Size the delegation’s logistics department according to the projects ● Carry out arrival logistics briefings ● Train the logisticians in the FIU’s procurement and logistics procedures and support them in the implementation of their objectives ● Evaluate the staff under his/her direct supervision and propose training plans and or evolution ● Define and update job descriptions for staff under his/her direct functional supervision ● Lead the logistics department through regular meetings

Candidate profile

Education: ● Training in logistics (Bioforce type or Bachelor’s level in logistics).

Job requirements: ● Ability to organise and manage a national and expatriate team ● Great flexibility ● Ability to adapt culturally and to listen ● Ability to cope with various pressures ● Good synthesis and analytical skills ● Good knowledge or experience of the Red Cross Movement (functioning, mandates,…) ● Knowledge of donor procedures ● Good reporting skills ● Experience in a similar position or minimum 3 years in a field logistician position

Skills: ● Computer skills (autonomy on Word, Excel, google worskspace) ● Mastery of purchasing procedures, stock management, management of a fleet of vehicles ● Very good teamwork skills. At ease and flexible in human relations ● Rigour, flexibility and adaptability ● Patience ● Writing skills and experience in project writing and report preparation ● Driving licence

Languages: ● French: read written, spoken ● English: read written, spoken

Join us You would like to join a large association that works daily with vulnerable people!

You are looking for meaning and want to develop within a company that is committed to its values.

You attach importance to the principles and values defended and carried by the French Red Cross (Humanity, Impartiality, Neutrality, Independence, Voluntary service, Unity, Universality)

The French Red Cross promotes employees’ well-being at work and their fulfilment by supporting their professional development (access to numerous training schemes, workshops). A dedicated team supports employees in their professional and personal development.

Employees benefit from various advantages (CET, end-of-year bonus, health insurance and provident scheme).

Finally, as for any employee already in post, the Red Cross assists its future employees in finding accommodation and in benefiting from attractive tariff conditions. Thanks to its partnerships, it offers quick access to temporary accommodation to facilitate access to employment.