SENIOR MANAGER, SUPPLY CHAIN

  • Contractor
  • Ukraine
  • TBD USD / Year
  • International Medical Corps profile




  • Job applications may no longer being accepted for this opportunity.


International Medical Corps

PROGRAM DESCRIPTION

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.

This position will be based in Ukraine to support the implementation of logistics procedures and policies. S/he may be assigned as need to manage overall logistics operations or in complex operations, manage either procurement or supply chain operations and staff.

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 SUMMARY:

The Senior Supply Chain Manager will be responsible, and accountable for existing procurement and providing technical oversight and support to the procurement activities assigned to supervised staff in accordance and in compliance with International Medical Corps. Under the direct line of the Country Coordinator Logistics or another supervisor, as per applicable team structure, the Senior Supply Chain Manager is responsible for managing the supply chain network within country of operation including warehousing, Third-Party Logistics (3PL) contractors management, distribution planning and transportation in collaboration with the program department and in line with International Medical Corps policies and procedures.

S/he has a dotted line with all Warehouse Supervisors / Managers in the country and is accountable for all reporting related to his duties.

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

MAIN TASKS AND RESPONSIBILITIES

The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.

Procurement – Accountable for the timely and transparent acquisition of equipment, supplies and services, for program support and implementation, through effective direction of the procurement section, 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. – Maps and analyzes the International Medical Corps supply chain for country operations. – 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) for purchase and delivery of supplies/equipment/services are agreed with supported departments, monitored, periodically reviewed and updated. – Ensures that procurement planning timelines accounts for agreed SLAs. – In collaboration with the Project Managers/Budget Holders, responsible for supporting 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. – Ensures that Procurement Plans are shared, consolidated, and integrated in the Country Procurement Strategy leading to the implementation of strategic contracting in appropriate markets. – Ensures proper implementation of item catalogue use in procurement activities, including initiation of addition for any new items as appropriate. – 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. – Act as procurement officer for complex, strategic, high risks and high value procurement actions. – Reviews procurement documentation above country procurement approval threshold prior to submission for HQ approval. – 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. – Collects and analyzes Productivity and Quality evaluation indicators, feedback from requesters/users and business partners/suppliers and adjust sourcing & contracting strategies accordingly to achieve the best Value-For-Money within procurement related activities. – Ensures close collaboration with HQ Global Logistics & Supply Chain team to coordinate on timely delivery of international orders and other remote support activities or projects.

Supply Chain Management: – Based on the country operation needs, responsible for identifying, contracting and managing 3PL providers. – Responsible for developing cargo transportation plans in collaboration with programs and logistics team, upon IMC warehouses or distribution points. – Support coordination of cargo transport at country level through appropriate transport modes and means, sourced by IMC or through partners (e.g., Logistics Cluster) and where required ensuring acquisition of necessary permits for shipping from local authorities. – Ensures that commodities are transported safely and quality and quantity control is performed and documented at all stages. – Responsible for distribution planning elaborated in coordination with programs and warehouse teams. – Where required, support acquisition of import/transit/export permits for international shipments, and timely custom clearance. – Ensures that transactions are documented, stored and accessible as per standard procedures, and audit trail is in place. – Ensures warehouses are selected and registered as per IMC procedures. – In collaboration with the Logistics Coordinator, ensures warehouse operations have adequate staffing, equipment, furniture, supplies and required infrastructures improvements to maintain optimal storage conditions, safety and security. – Ensures accurate, compliant and transparent warehouse management as per IMC manuals and country regulations.

Coordination and representation – In coordination with the Logistics Coordinator, manages the country’s supply chain activities. Provides technical oversight, input, direction and supervision to Logistics and Procurement staff to ensure effective and timely support to project implementation. – Supports initial Supply Chain assessment and continuous reassessing of the operational context including infrastructure, access routes for the country mission. Supports optimal resource planning based on assessment. – Responsible for management of warehousing and 3PL management, cargo transport, etc. in line with applicable policies, procedures, SOPs and guidelines. – Under the supervision of the Logistics Coordinator, participates 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. – Support implementation of supply chain strategy in line with country program/operation strategy. – Supports smooth implementation of IMC programs and operations, through participation in planning of procurement/GIK deliveries and commodities dispatches to distribution, as well as effective coordination of other logistics activities at the country 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 and anticipates supply chain risks impacting program activities. Develops and implements related risk mitigation/reduction activities. – Ensures together with country management team that supply chain 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. – Implements, analyses, and monitors Key Performance Indicators for all logistics aspects. – Ensures standard reports are prepared, analysed, and shared with stakeholders as per standard requirements and schedule. – Support timely data collection and submission of logistics reports to donors. – Where required 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.

Staff Capacity building and Performance Management, Learning & Development: – Provides leadership and support to all IMC staff under supervision. – Builds and maintain fit for purpose team structure with appropriate segregation of duty through continuous planning and optimization of human resources within assigned 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. Ensure this is cascaded up-to assistant level by coaching staff managers to undertake similar process. – In coordination with Logistics Coordinator, identifies training requirements/gaps, and ensure that training plans are developed, fully implemented and refresher trainings provided to staff under supervision, as required and deemed necessary. – 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, identifies, trains and develops capability and capacity of national staff, under supervision, to successfully transition roles and responsibilities, whenever feasible.

Compliance, Audit and related controls – Responsible for assigned activities compliance with IMC policies and procedures and applicable donor regulations and local laws. – Supports implementation of department control mechanisms over business processes and related activities compliance. – Remains updated of donor policies and procedures related to Supply Chain and is responsible for timely dissemination and consistent application across the country program. – Supports assessment and evaluation of risks impacting Logistics and ensures action plans are in place to mitigate, minimize or remove risks impact. – Ensures maintaining of accurate filing systems, with documented and auditable records of all Logistics & Supply chain transactions and reports. – Supports timely submission of mandatory logistics reports to the country management team, and Global Logistics & Supply Chain team, in line with IMC policies and procedures. – Works with Finance, Compliance, Audit, country Logistics department colleagues and Regional Logistics team to assess compliance of business processes and related documentation to identify gaps and implement necessary corrective measures and risks mitigation. Implements corrective measures in coordination with country and HQ management. Provides responses to audit queries where applicable. – In coordination with Logistics Coordinator, ensures Export Compliance requirements for all Logistics & Supply Chain actions are screened, applied and properly documented in line with applicable license terms & conditions, to avoid any potential violation. Where assigned, consults with HQ Focal Points for export compliance on existing licenses requirements and need for any new license or renewal of licenses required to conduct operations.

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

Logistics Management & Information System (LMIS) – Supports implementation of software solution for logistics at country level. – Supports Logistics Coordinator in efforts that LMIS users are trained and use software solutions in a consistent and accurate manner. – Supports Logistics Coordinator to ensure that country related LMIS reports/dashboards are available or accessible to stakeholders.

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, colour, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

MINIMUM QUALIFICATIONS

• Typically, a Bachelor’s degree in one of the following fields: Humanitarian Logistics, Supply Chain Management, International transport, business trade, or Humanitarian Supply Chain Management certification. Equivalent combination of relevant education and experience may be substituted as appropriate. • Typically, 10+ year of relevant and progressive experience working in related field, including minimum 5 years of humanitarian experience in logistics and/or Supply Chain at manager level. • Commitment to and understanding of IMC’s aims, values and principles. • 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. • Fluency in written and spoken English • Strong knowledge of MS Office including MS Word, Excel and Outlook. • Ability to work in participatory manner.

Desired: • Valid driving license. • Prior knowledge and understanding of donors’ rules and regulations applicable to Logistics (USAID/BHA, ECHO, EC, FCDO etc.) is desired. • Prior experience as a Senior Supply Chain Manager in charge of managing supply and distribution networks in an emergency context.

ADDITIONAL TECHNICAL OR LANGUAGE REQUIREMENTS

Regional experience and language fluency – Ukrainian or Russian is desirable Must be able to travel to Schengen countries

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.

How to apply

https://internationalmedicalcorps.hua.hrsmart.com/hr/ats/Posting/view/646


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