Manager, Field Logistics

International Medical Corps, which has a history of providing healthcare services and training in Ukraine that dates back to 1999, is expanding its activities in the country and the surrounding region in response to the war there.

The situation throughout Ukraine is deteriorating rapidly as the conflict intensifies, prompting a sharp increase in humanitarian needs as access to essential services and supplies are disrupted and more and more people flee their homes. In addition, millions of Ukrainians have fled to neighboring countries, including Moldova, Poland and Romania, increasing pressure on host governments as they work to provide shelter and essential services to the new arrivals.

Our response activities will include operation of mobile medical teams and providing emergency and primary health services, mental health and psychosocial support, gender-based violence services, child protection, nutrition, and water, sanitation and hygiene. If requested, we also are prepared to deploy our Emergency Medical Team and mobile health facility to provide emergency and primary healthcare wherever it is needed.

The position is based in Ukraine and may require in country travel based on security.

Candidates will be required to show proof of being fully vaccinated against COVID-19, Measles and any other mandatory vaccine requirement (country dependent) prior to deployment. Reasonable accommodations will be considered on a case-by-case basis for exemptions to this requirement in accordance with applicable law. Applicants should be aware that for certain positions involving emergency deployments, accommodations that involve remaining unvaccinated against COVID-19 may not be deemed reasonable. International Medical Corps will engage in the interactive process on an individualized basis in light of each particular role.

Job Description

JOB SUMMARY: Manager, Field Logistics is leading and is responsible for the field Logistics & Supply Chain department performance in assigned geographic area, with a primary focus on timely planning, acquisition, safe storage and delivery of project supplies, equipment and services in support to International Medical Corps operations; working under the management of the Field Manager and in close coordination with Coordinator Logistics and program/finance teams, and in compliance with International Medical Corps, host country and donors’ procedures, rules and regulations. Employee maintains close contact and coordination with the Country Logistics Management team for guidance, technical support and reporting. S/He is accountable for the quality of the logistics monthly and quarterly reporting process, at field level, and is in charge of the analysis of field logistics data to identify opportunities for enhancement of the effectiveness and efficiency of the logistics and supply chain department.

Typically, the Manager, Field Logistics is managed by the Field Site Manager (or other Management staff member as per country structure) and have a dotted line to the Coordinator, Logistics.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

Coordination and representation:

• Manages the field logistics and procurement activities. Provides technical oversight, input, direction and supervision to field Logistics & Supply Chain staff to ensure effective and timely support to projects implementation.
• Support for initial Logistics and Supply Chain assessment and continuous reassessing of the operational context for the assigned area and optimal resource planning.
• Responsible, in assigned geographic area, for management of Procurement, warehousing, stock, transport, fleet, assets, GIK reporting, etc. in line with applicable policies, procedures, SOPs and guidelines.
• Actively support in projects planning, design, and budgeting to ensure that required logistics human and material resources and systems are accounted for and are suitable to support planned operations and expected workload.
• Implements logistics strategies in line with country program/operation strategy and preparedness plan.
• Supports smooth implementation of IMC programs and operations, through participation in planning of procurement and commodities dispatches to distribution, as well as effective coordination of other supply chain and logistics activities at field level.
• Enhances business coordination among the logistics, program and finance departments to develop consensus around priorities and joined problem solving to improve the delivery of assistance to beneficiaries.
• Identifies, reports and anticipates supply chain risks impacting program activities. Support the development and implementation of related risk mitigation/reduction activities, in line with Management.
• Support together with field management team and the Coordinator Logistics that logistics support requirements in terms of staffing and internal logistics infrastructure, required for effective project support, are correctly accounted for and budgeted in all project proposals.
• Identify and share ideas, innovations, best practices and request for improvements related to business processes and related tools at local and global level.
• Implements, analyzes and monitors Key Performance Indicators for all logistics and supply chain aspects.
• Ensures standard reports are prepared, analyzed and shared with stakeholders as per standard requirements and schedule.
• Represents and advocate on behalf of the logistics department at field level.
• Represents positively International Medical Corps to government officials, community representatives, Logistics Cluster, NGO Forums, partners and vendors in a positive and professional manner.
• Contributes to the creation of a positive image and overall credibility of the organization, through the application of International Medical Corps’ mandate, ethics and values both internally and externally.
• Support implementation of US Export Compliance regulations and Anti-Terrorism and Prohibited Party Screening Policy, within all logistics and supply chain activities of the field mission.
• Ensures procurement and logistics activities minimize negative impact on environment.

Procurement and supply chain

• Accountable for the timely and transparent acquisition of equipment, supplies and services, for program support and implementation while ensuring compliance with IMC, host government and Donor’s procedures and regulations.
• Ensures open, transparent, ethical and free competition for procurements is adhered too.
• In coordination with country logistics management team, ensures that market surveys are performed regularly, to inform sourcing strategy through understanding of the market (including items availability and costs, identifying eligible suppliers, etc.)
• Ensures that vendors are registered, assessed, and prequalified (as required).
• Ensures Service Level Agreements (SLAs) with other departments are agreed upon, periodically reviewed and updated.
• Ensures that procurement planning timelines accounts for agreed SLAs.
• In collaboration with the Project Managers/Budget Holders and/or with country logistics management team, supports the development of the project Procurement Plan process and launch of procurement activities to enhance project timely work-plan implementation trough active participation in operational and pipelines meetings.
• In coordination with country logistics management team, ensures that Blanket Purchase Agreement (BPA) are implemented and monitored for essential and frequently purchased commodities/services/equipment.
• Promotes enhanced business and advanced negotiation practices, positive and ethical business relations with suppliers.
• Responsible for ensuring regular feedback on procurement activities progress is available to all stakeholders through provision of accurate Procurement trackers and Procurement Plans updates.
• Ensures documented quantity and quality control for all deliveries.
• Ensures that performance of vendors is monitored and documented to mitigate risk of future engagement of under-performing vendors.
• Ensures timely payment request to Finance, in line with contract payment terms.

Logistics

• Oversees of the correct implementation, at field level, of International Medical Corps standard systems and procedures for management of warehouse, transport, fleet, asset and GIK reporting.
• Implements Logistics information management and reporting system at field level, in line with organizational standards.
• Ensures capturing, tracking, analyzing and reporting logistics data.
• Ensures that transactions are documented, stored and accessible as per standard procedures, and audit trail is in place.
• Supervises and coordinates/manages all logistics matters related to transport and fuel management, to ensure that vehicles are registered, insured, managed and maintained, have adequate equipment (safety, communication, tools, etc.) and spare parts/accessories, and all accidents are reported and properly handled.
• Ensures usage of vehicles and generators fuel is correctly supervised, logged and reconciled.
• Ensures commodities and people are transported safely, drivers are trained and consistently implement drive safe procedures, mandated by IMC and local laws.
• Maintains fit for purpose and optimized field fleet of vehicles/generators.
• Support Country Logistics Management team in ensuring that adequate equipment/asset (including ICT items) acquisition and replacement plan is in place, and reflected in project proposals and budgets.
• Support Country Logistics Management team in ensuring that all assets and attractive items are properly recorded, assigned to a custodian, tracked and reported until the final disposal in line with requirements from IMC Asset manual and applicable donor regulations.
• Ensures warehouse operations have adequate staffing, equipment, furniture, supplies and required infrastructures improvements to maintain optimal storage conditions, safety and security.
• Ensures warehouses are selected as per IMC procedures and liaise with Country Logistics Management for registration and approval.
• Ensures accurate, compliant and transparent warehouse management as per IMC manuals and country regulations.
• Ensures that stocks owners have access to stock status reports to facilitate timely stock replenishment and distribution planning.
• Manages local transport of commodities.
• Support Country Logistics Management team for equipment and supplies insurance acquisition facilitation by providing timely and accurate information.

Staff Capacity building and Performance Management, Learning & Development:

• Provides leadership and support to managed staff.
• Support country logistics management team, to ensure fit for purpose team structure with appropriate segregation of duty through continuous planning and optimization of human resources within department.
• In coordination with country logistics management team, recruits, inducts, coaches, trains, supervises and mentors direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely constructive performance feedback, and documented performance reviews.
• Support and report identification of training requirements/gaps, and support implementation of training plans and refresher trainings provided.
• Maintains open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their roles.
• As part of succession plan and nationalization goals, identifies, trains and develops capability and capacity of national staff to successfully transition roles and responsibilities.

Compliance, Audit and related controls

• Ensure field logistics department is compliant with IMC policies and procedures and applicable donor regulations and local laws.
• Implements control mechanisms over business processes and related activities compliance.
• Ensures application of plans mitigating/minimizing or removing risks impacting Logistics & Supply Chain and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Maintains accurate filing systems, with documented and auditable records of all Logistics & Supply chain transactions and reports.
• Ensures timely submission timely of mandatory logistics reports to the Field management team, and Country Logistics management team, in line with IMC policies and procedures.
• Support the implementation of Export Compliance requirements for all field related Logistics & Supply Chain actions.

Fraud prevention

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor regulations and local laws.

Logistics Management & Information System (LMIS)

• Supports implementation of software solution for logistics and procurement at field level.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Code of Conduct As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities 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.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a Bachelor’s degree in Humanitarian Logistics, Supply Chain Management, International transport, business trade, or Humanitarian Supply Chain Management. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 7+ year of relevant experience working in humanitarian logistics.
• Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision and monitoring.
• Strong organizational and problem-solving skills with analytic approach.
• Strong interpersonal, management and leadership skills. Experience in remote management.
• Ability to create and maintain effective team spirit, work in participatory manner with staff under supervision and other stakeholders to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Advanced use of MS pack. Able to build staff capacity on design and use of excel forms.
• English (Able to read, analyze and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports). French, Spanish, Arabic is a plus.
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to interpret an extensive variety of technical instructions (including in the medical field) and possessing resourcefulness, flexibility and creativity essential to work with a wide range of programs activities.
• Valid Driving license (preferred).

Additional Technical or Language Requirements

Eligibility to work in the European Union or Ukraine desirable. Fluency in Russian, Ukrainian, or other relevant language preferred.

Misconduct Disclosure Scheme

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.