Coordinator, Logistics Emergency Response Team (ERT)
International Medical Corps
Location
Jordan | India
Job description
JOB SUMMARY: This position will support International Medical Corps emergency response delivering outpatient clinical care to disaster effected populations.
The primary responsibility of the Coordinator, Logistics Emergency Response Team (ERT) is to support the implementation of services in an emergency setting. The Coordinator, Logistics Emergency Response Team (ERT) is part of the Emergency Response Management Team and represents the logistics team internally and externally. S/he supports the implementation of logistics procedures and policies during preparedness phase and emergency response; sets internal logistics and procurement related support coordination mechanisms and is accountable for overall logistics, procurement and IT support to deployment, implementation and demobilization.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
Main Tasks And Responsibilities Emergency Medical Team Responsibilities In addition to the duties and responsibilities listed below, for a mobile deployment, additional duties will include responsibility for warehouse and asset management and related reporting and filing.
Management - Responsible and accountable for the overall success of all logistics, procurement and IT related operations in support of the Emergency Medical response deployment, implementation and demobilization.
- Report to the mobile medical unit team leader or designee. Represent Logistics to the Response Management Team and ensure adequate information sharing and gathering, regular planning of procurement, logistics and IT activities in support to program operations.
- Work with Emergency Response Unit to identify priority areas to improve International Medical Corps' (IMC's) preparedness and emergency response capacity.
- Member of the assessment team, define and update sourcing, contracting and transport strategy, import permits acquisition process, liaison with key stakeholders (i.e. UNEMTCC, UN Logistics Cluster, UN Emergency Telecommunication Cell), participate to Emergency Medical response implementation site selection, permits, ground preparation and overall coordination of the base camp set-up.
- Manage multi-functional team; accountable for individual staff performance, measure and redistribute workload across team members as required.
EMT Transportation, Set-up and Demobilization - Responsible and accountable for safe reception, customs clearance (directly or through identified alternative Consignee=, quality control and forward transportation of the EMT equipment and supplies to the operational areas in the most cost-effective and fastest possible manner.
- Responsible to ensure Export Compliance elements related to deployment of Emergency Medical equipment and supplies for health facility and/or mobile units.
- Responsible for the acquisition of Dangerous Good certification by third party for in-country transportation and re-export.
- Accountable for the overall base and mobile infrastructures setup in coordination with response team members and for the overall maintenance of site infrastructure and equipment.
- Responsible for the design and implementation of the demobilization strategy to maximize cost recovery. Accountable for the disposal process in accordance with the approved WASH plan, in line with HAZMAT regulations and environmental considerations.
Procurement - Accountable for the organization of reliable and cost-effective local procurement services and initiation and coordination of the international re-supply pipelines.
- Accountable for the implementation of procurement activities in line with Emergency Simplified Procedures or standard procedures, meeting value for money, transparency and competitiveness.
- Accountable for the implementation of procurement tracking system for local and international procurement, including regular communication of procurement status to relevant stakeholders.
- Oversees the implementation of Blanket Purchase Agreements for frequently procured supplies where necessary and appropriate per deployment duration, strengthens and optimizes Emergency Response team local procurement capacity.
Supplies and Equipment Management - Accountable for the effective tracking of all equipment and supplies related to Emergency Medical Response type whether health facility or mobile units, including the establishment of a centralized asset tracking system and warehouse management system in line with International Medical Corps asset management and warehouse management standard operating procedures applicable for emergency response.
- Accountable for the implementation of appropriate storage conditions for all commodities, in line with medical commodity quality assurance standards and item category, including adequate stock management for cold chain items, controlled items (i.e. NT/PT) and dangerous good.
- Accountable to ensure that all assets are logged, issued with unique IMC asset ID, assigned to custodians and tracked.
- Responsible for the implementation of a reliable and accurate stock management process including documentation, reporting and control system.
Power Supply - Accountable for the establishment of a reliable power supply to the base-camp during working and off-working hours in line with Power Standard Operating Procedures. Accountable for maintenance of power supply equipment.
Communication and IT - Responsible and accountable for the establishment of reliable communication systems (radio communication and, wired and wireless, ground and satellite voice and data communication) including frequency programming, user training, equipment distribution and tracking, management of service providers and timely repair of hardware.
- Responsible and accountable for the establishment of reliable IT system, network and equipment including set-up, operation, troubleshooting, equipment distribution and tracking, timely repair excluding individual staff personal equipment.
Fleet and Transport Management - Accountable for the establishment of a reliable and cost-effective transportation management service for IMC personnel, patients (referral as required) and goods including acquisition/rental of quality vehicles, training and management of drivers, establishment of fleet tracking system.
- Accountable for the establishment of a reliable and cost-effective fuel management system, ensuring uninterrupted fuel supply to vehicles fleet and generators, tracking with minimized risk of fraud and safety hazard, in line with HAZMAT requirements.
- Accountable that all acquired vehicles have appropriate, mandatory insurance coverage for 3rd party liability, passengers and either comprehensive insurance or liability assumed by owner through the contract.
Staff Capacity Building and Performance Management - Responsible for the establishment of an effective coordination mechanism within the logistics unit.
- Accountable for the recruiting, induction, on-job training/coaching and management of an adequate local staff capacity as required to augment international team to meet emergency medical response requirements.
- Coaching, training, supervising and mentoring direct-report staff and providing regular and timely positive and constructive performance feedback.
- Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff successful performance in their respective roles.
Internal and External Coordination - Proactively engage with the direct line manager, senior management, and field team members (Program, Emergency Response Unit, Finance, Medical, HR, Security) on logistics matters for programmatic and support service planning, including ensuring enough funding for logistics resources are projected to maintain effective operations support for the period of the deployment.
- 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.
- Ensure IMC is represented in Logistics Cluster coordination mechanism (where deployed) or in other formal or informal coordination platform. Proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations.
- 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 stand-point with regard to other actors.
- Accountable for the establishment of regular logistics planning meetings with relevant program and management team members to ensure uninterrupted supply pipeline, timely provision of support and services.
Procedures, Filing and Reporting - Accountable for the effective implementation of IMC Logistics and Supply Chain policies, procedures and systems applicable to the EMT under Emergency Simplified procedures and as required, standard operating procedures.
- Ensure existing practices and activities implementation are in compliance with IMC standards, policies and procedures and donors' requirements.
- Responsible and accountable for the establishment of commodity pipeline information, procurement tracker and warehouse status report and their communication to with EMT management, ERU Management and HQ Logistics focal points.
- Accountable for the establishment of an accurate filing systems maintained updated and its periodic verification for auditing purposes.
- Responsible for accuracy and timely provision of all mandatory logistics reports and any on demand reports timely.
- Responsible for evaluating the overall logistics and procurement performance in support of EMT Type 1 activities and to implement required adjustments to ensure uninterrupted delivery of quality services with customer-oriented approach.
Compliance, Ethics and Best Practices - Ensure procurement, transfers and disposals of commodities and software that are subject to Export Compliance are in line with applicable licenses or need new licenses and related actions are properly documented.
- Ensure that vendor due diligence actions are carried out and documented as per required procedures including vendor registration, vendor performance, price/vendor information shared among NGOs, market surveys conducted regularly. Conduct vendor premises physical visits and documents verification, as required.
- Work with Finance, Compliance and audit focal points to assess compliance against internal controls and required procurement documentation.
- Ensure that risks associated to procurement are evaluated regularly and plans are developed to address those. Review procurement documentation, internal and external audit reports to detect procurement related risks. Work with EMT management to implement corrective measures.
- Ensure that risks associated to warehouse and assets management are monitored and corrective actions implemented. Conduct spot check and control evidence verifications as required.
- Commit to fraud detection, risk reduction and fraud reporting, ensure compliance with IMC policies and procedures, donor regulations and local laws.
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.
Minimum Qualifications - Typically, a Bachelor's degree in the field of Supply Chain Management. Equivalent combination of relevant education and experience may be substituted as appropriate.
- Typically, 10+ year of relevant and progressive experience working in Logistics Supply Chain, including at least 3 years of experience in logistics management within the field of supply chain management including procurement, tendering, contracting, clearance, transport, and warehousing, as well as fleet management, asset management, and distribution support.
- At least four (4) field deployments; including at least three (3) humanitarian emergency deployments, four (4) international deployments; for a minimum of six (6) weeks in length
- Experience managing logistics in emergency setting including staff supervision
- Demonstrated experience and understanding of International Medical Corps logistics management practices and procedures preferred
- Experience with donor specific procedures
- Experience of CostPoint or other logistics software solutions is desirable
- Experience managing budgets and preparing timely, complete and accurate reports
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