Organization: International Medical Corps
Country: Greece
Closing date:
30 Jun 2016PROGRAM BACKGROUND
International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.
Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance. International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.
Position Summary& Responsibilities:
International Medical Corps Hellas has been implementing primary health care services, protection, SGBV, PSS and WASH programming in Greece since 2015 supporting the needs of refugees and migrants.
JOB SUMMARY
Working under the direct supervision of the Country Director the Logistics Coordinator will be responsible for, and accountable for, the delivery of all logistics related activities in accordance with International Medical Corps Logistics policies and procedures. In support of the Greece Refugee and Migrant Response. With particular challenges identified as working in a complex spending environment with Greece’s stringent capital control system in place, a newly hired but extremely motivated logistics team, establishing a third field office in a new AOR, and capacity building a senior national counterpart.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.
LogisticsOperations
• Provide the technical oversight, input and supervision to coordinate the staff support to, delivery of, and implementation of, all logistics support systems according to I International Medical Corps Logistics policies and procedures.
• Provide planning support and advice to those making a procurement request, then process and manage the procurement process (either locally or internationally) in accordance with International Medical Corps policies and procedures, in a transparent, accountable, efficient and cost effective manner.
• Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items. Ensure that all procurements are tracked and recorded to identify items that should be part of a pre approved tender process, and ensure that open and free competition for procurements is adhered to.
• Actively engage with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain, and that all tracking and reporting deadlines are met.
• Proactively coordinate and direct the management and tracking of all medical supplies, equipment, materiel and food in transit, through its receipt, storage, and onward distribution to include the locating and negotiating contracting for storage/warehousing that is secure, wellmaintained, and meets health and safe working practice requirements.
• Capture pipeline information, and coordinate the management of the supply chain ensuring that Program staff are wellinformed and wellprepared for incoming goods and materiel. Ensure timely reporting on stock status, to help Program staff with planning of stock replenishment and that tracking through to enduser has occurred. And/or advise and support Program staff to verify that distribution has occurred according to the intentions and plans of the donors, International Medical Corps, and project partners.
• Supervise and coordinate all matters logistics relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms etc.) are complete and serviceable; and that usage of fuel is correctly supervised, and logged and recorded. Liaise with security personnel on securityrelated transport issues, such as booking in/out, satcomms, radios etc.
• Supervise and coordinate all matters logistics regarding satellite communications and radio communications to ensure that equipment are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately.
• Capture, plan and regularly update preparedness reporting for the logistic systems in place at your mission to include a current Logistic Concept of Operations. Plan to ensure that logistic systems are robust and flexible enough to cope if a crisis occurs by making thorough assessments of airports, transport available, warehousing, access routes, fuel availability, field communications issues, staffing challenges, training required etc. Raising issues though senior management as required.
• Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit weekly and monthly logistics reports to the incountry management team, and Global Logistics pursuant with International Medical Corps policies and procedures.
• Be flexible and manage your time accordingly, to be prepared to tackle other tasks commensurate with your role, and level of experience, at short notice.
Compliance
• Ensure compliance with International Medical Corps policies and procedures, donor regulations and local laws.
• Ensure that the procurement and disposal of commodities, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented.
• Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.
Human Resources
• Manage all staff within logistics department with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism.
• Make frequent site visits to where staff supervised by you are working, to ensure that the appropriate care and support is being offered. Ensure that your reports are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.
• Oversee the recruitment, selection and performance of logistics staff, as required.
Training/Capacity Building
• Advocate and plan for professional development for national staff
• Identify and capacity build national counterpart
• Determine training needs for staff supervised by you
• Coordinate the delivery of training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs
Working Relationships
• Proactively engage with the Country Director and key staff (Program, Finance, Medical, WASH, GBV) on all matters logistic to ensure that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms.
• Proactively engage on a regular basis with regional IMC logistics teams, and logistics coordinators from other organizations to ensure appropriate links for interagency logistics coordination.
• Proactively engage with donors, local government, project partners, UN agencies and other nongovernmental organizations in order to plan, organize, and schedule distribution of goods and materiel as, well as to ensure adequate information sharing, address common concerns/problems and seek solutions.
Representation
• Represent IMC in a positive and professional manner contributing to the creation of a positive image and overall credibility of the organization, notably through the application of IMC’s mandate, ethics, values and standpoint with regard to other actors
Security
• Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.
• Other duties as assigned. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.
Compliance & Ethics
Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity.
Other duties as assigned. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.
Skills & Requirements:
Evidence of practical experience in logistics management within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.) fleet management and asset management, distribution support or equivalent combination of education and experience.
Proven record of experience of the management of logistics at a coordination level.
Evidence of 5 to 6 field deployments; 3 to 4 humanitarian emergency deployments and 4 to 5 international deployments; minimum 6 weeks in length.
Experience with donor specific procedures.
It is desirable that experience is supported by study by academic study, such as completion of the Certification in Humanitarian Logistics.
Prior experience of logistics software solutions (desired).
Experience of the management of budgets and the ability to prepare timely, complete and accurate reports.
Evidence of the ability to plan for, and conduct training in all areas of logistics for national and international staff (suitable to staff knowledge level).
The commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision and monitoring
Strong organizational and problemsolving skills with analytic approach
Strong interpersonal, management and leadership skills
Ability to integrate and work well within multiethnic and multicultural teams
Ability to work in harsh conditions, often in remote areas
Ability to work in participatory manner with staff to assess needs, implement and monitor activities
Strong negotiation, interpersonal and organization skills
Valid driving license
Proficiency with MS Word and Excel (minimum requirement).
Ability to read, write, analyze and interpret, technical and non-technical in the English language
Ability to effectively present information and respond appropriately to questions.
Ability to speak Greek an advantage
Must be able to travel within Greece and be flexible with programme base
Must be able to work in austere environments and lift, minimum, 45 pounds.
Must be eligible to work in Greece. Greek national professionals encouraged to apply.
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.
How to apply:To officially begin the application process, qualified candidates please go to our career page at http://careers.internationalmedicalcorps.org/careers.aspx
Search for key word “16-340” to apply online.