MANAGER, WAREHOUSE/FLEET/ASSET EMERGENCY RESPONSE TEAM

Background

On February 24, Russian President Vladimir Putin ordered a military operation in Ukraine, invading the neighboring nation in an attack that has been condemned by world leaders. Missile attacks and explosions have been reported throughout Ukraine, with military troops invading from three sides of the country. In less than one week, the invasion has affected millions of people.

Despite hundreds of thousands of Ukrainians fleeing, many civilians remain trapped. 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. The number of civilian deaths and injuries is and will continue to rise as population centers become cut off and increasingly the target of shelling. Already, reports of civilians caught in cities and towns under shelling are increasing. Damage to electrical, sanitation, water, road and residential infrastructure throughout the country is hampering access to essential services and parts of the country are experiencing cash and food shortages as bank machines and grocery stores are empty. The UN estimates that 12 million people in Ukraine will soon be in need of urgent humanitarian assistance.

Outside of Ukraine, more than 670,000 Ukrainians have fled to Hungary, Moldova, Poland and Romania and that number will climb as fighting persists – placing increasing pressure on host governments as they work to shelter and provide essential services to the new arrivals. According to officials, the number of refugees from this crisis could result in anywhere from 1 to 5 million people. Within Ukraine, International Medical Corps is continuously working to help ensure the safety of our staff and to monitor the increasingly desperate situation. Our response activities are focused on the operation of mobile medical teams and the provision of emergency and primary health services, mental health and psychosocial support and gender-based violence services, which are so important to conflict-affected communities. We are also working closely with our network of partners to address the needs of impacted healthcare facilities to ensure that they can continue to provide essential health services. In Poland, Moldova and Romania, we are rapidly scaling up health and protection activities to support the needs of Ukrainian refugees, as well as our regional logistical capacity to support our expanded presence in Ukraine.

As a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through healthcare training and relief and development programs, we are prepared to deploy our Emergency Medical Team and mobile health facility in cooperation with the World Health Organization upon request to provide emergency and primary health care wherever it is needed in Ukraine and/or neighboring countries.

This position will support International Medical Corps’ emergency response delivering outpatient clinical care to disaster-affected populations.

JOB SUMMARY:

This position will support International Medical Corps emergency response delivering outpatient clinical care to disaster effected populations.
The primary responsibility of the Manager, Warehouse/Fleet/Asset Emergency Response Team (ERT) is to support the implementation of services in an emergency setting. S/he is responsible for implementing warehouse, assets and fleet management processes and related compliance in accordance with International Medical Corps’ commitment to improving quality and accountability in humanitarian work and with reference to the Sphere Charter, International Medical Corps Minimum Standards and the NGO Code of Conduct.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
MAIN TASKS AND RESPONSIBILITIES

· Work with Logistics Coordinator to identify priority areas to improve International Medical Corps preparedness and emergency

· response capacity in the areas of Warehousing, Assets and Fleet management.

· Responsible for the effective implementation of International Medical Corps standard policies, procedures and systems, or Emergency Simplified Procedures, as applicable to Emergency Medical Response preparedness or deployment related to fleet, asset and warehouse management and in compliance with International Medical Corps global standards and applicable donor and host country requirements.

· Responsible for the definition of requirements for fleet of vehicles, including related fuel supply, equipment maintenance and essential spare parts availability for a health facility and base camp in an emergency medical response.

· Responsible for the technical selection of vehicles and establishment of fleet management, ensuring all coordination, movements and planning of vehicles operated by International Medical Corps are properly organized and conducted in accordance to International Medical Corps guidelines, policies and procedures.

· Responsible for monitoring of vehicle fuel consumption through implementation of logbooks.

· Responsible for safe set-up of communication equipment (VHF) in rented/owned vehicles and effective training of drivers on how to operate those.

· Responsible for the conduction of daily / weekly vehicle checks and maintenance operations.

· Allocate vehicles for movement of personnel, patients and cargo.

· Coordinate with program team for the establishment of an effective patient referral system where and when required.

· Coordinate with HR/admin on personnel transportation requirements including airport pickups and drop-offs for all responders.

· Coordinate with program leads, responsible for the preparation and availability of vehicles in support to program operations.

· Coordinate with security lead to ensure staff using transportation outside of the facility are accounted for at all times.

· Coordination of vehicle usage in support of the deployed unit/s, ensuring security protocols / SOP are maintained for staff safety.

· Work with HR and program leads for the implementation of shifts for drivers to provide reliable transportation services 24/7, in support to the response operations.

· Responsible for the implementation of appropriate storage conditions for all commodities. Special emphasis must be on medical commodity quality preserving standards by maintaining appropriate storage conditions, including cold chain management, narcotic and psychotropic items and dangerous good, as per requirements for relevant category of supplies.

· Responsible for the effective tracking of all equipment and supplies related to response including the establishment of a centralized asset tracking system and warehouse management system.

· Responsible for ensuring that every asset and attractive item is logged, issued with unique International Medical Corps asset ID, assigned to custodian and tracked in line with Assets Management Procedures and all assets related transactions or status changes are documented.

· Responsible for the implementation of a reliable and accurate stock management process including documentation, reporting and control system. Ensure it is properly maintained and periodically verified for auditing purposes.

· Responsible for inventory consumption / burn-rate tracking by documenting all dispatches from stock. Identification of over consumption or potential stock-outs that should be brought to management attention to prevent issues that would limit operational timeline and effectiveness.

· Coordinate with procurement lead to ensure adequate stock levels are maintained to maintain operations for the period of the deployment.

· Responsible for the establishment of dynamic and flexible customer-oriented warehouse/program supplies issuance process to meet program teams daily re-supply needs

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.

QUALIFICATIONS

· Typically, a Bachelor’s degree in Logistics, Supply Chain Management or related field. Equivalent combination of relevant education and experience may be substituted as appropriate.

Experience

· Typically, 7+ year of relevant experience working in humanitarian logistics, including minimum 3 years of experience in supply chain management in an emergency environment including transport management and commodities management and tracking by applying Warehouse and Assets management policies and procedures and best practices

· Experience in vehicle and fleet management

· Experience in arranging cargo transport

· Experience of building and developing the capacity of logistics staff through the use of formal and on-job training

· ICT set up and maintenance experience preferred

· Highly motivated and solution-orientated

· Demonstrated ability to resolve operational critical challenges as they arise

· Excellent interpersonal and team skills

· Commitment to understanding and applying International Medical Corps’ goals, values and principles

· Commitment and demonstrated skills to build national staff capacity in the areas of warehouse, assets and fleet and fuel management, supervision and monitoring

· Strong organizational and problem-solving skills with analytic approach

· Excellent interpersonal, management and leaderships skills

· Ability to manage remote staff effectively

· Ability to work in participatory manner with staff to assess needs, implement and monitor activities

· Ability to integrate and work well within multi-ethnic and multicultural team

· Fluency in written and spoken English

· Ability to speak other international languages desirable

Additional Technical or Language Requirements

Eligibility to work in the European Union or Ukraine desirable. Fluency in Russian, Ukrainian, Polish 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.