PURPOSE OF THE POSITION:
Officer, Field Logistics is leading and is responsible for the field Logistics & Supply Chain department performance in the Far-north region, 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 Coordinator and in close coordination with Logistic Coordinator 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 Officer, Field Logistics is managed by the Field Coordinator and have a dotted line to the Coordinator, Logistics.
To perform this job successfully, an individual must be able to perform each essential function below
- Essential Job duties/Scope of work:
- Asset activities
- Responsible for the management of the assets in Far-North and stand as the focal point of the Asset management in the region in regards with the IMC Asset Management procedures.
- Ensure that all Assets/Attractive Items are reported to the Asset Manager/IT Officer in order to be inserted in the mission asset List, and information kept up to date in case of donation / discrepancy.
- Support in the monthly reconciliation, quarterly and annual Asset physical count, based on information generated through automated Cognos Reports and share by the Asset Manager/IT Officers.
- Ensure that all Assets/Attractive Items of the Far-north region are assigned to Custodian who is an active employee.
- Responsible for documented handover to/from Custodian, in coordination with relevant departments
- Provide input in the accuracy of Asset List information, status and Custodian on a regular basis.
- Initiate request for asset maintenance and asset evaluation for Far-North region where required.
- Support to organize spot checks and full inventory of Far-North Asset region.
- Review list of items for Far-North region for insurance claim in.
- Contribute to accurate and up to date asset records.
Report to IT focal point of Yaoundé and Field Coordinator any items identified as missing/lost, for investigation (when reasons are not known).
- Proactively engage with team members on all Asset matters and coordination requirements related to assigned functions.
- Logistics Operations
- Assist with the management of all logistics matters related to transportation and fuel management, to develop your understanding of fleet management procedures, to include ensuring that the fleet is asset managed correctly, being driven safely, maintained appropriately, damages reported, and ensure that vehicles internal equipment (tools, communication etc.) are complete and serviceable.
- Ensure that the fuel is correctly managed, logged, recorded, reported, and reconciled by the end of the month.
- Raise issues to your supervisor on security- transportation related issues.
- Assist your supervisor to capture preparedness information relevant to your mission site so that logistic systems are robust and flexible enough to cope if a crisis occurs. This may include assisting with assessments of transport available, warehousing, access routes, fuel availability, field communication issues, staffing challenges, training required etc.
- Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes.
- 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.
- Ensure compliance with IMC policies and procedures, donor regulations and local laws.
- Ensure to fully support the procurement Assistant in the procurement task, organise the work and make sure all is smoothly plan with Logistics client in order to avoid any delay in the execution
- Discuss the strategy and procurement planning with the country supply chain Officer/Manager
4. Human Resources
- Manage staff under your supervision with integrity. Actively seek advice on HR procedures and policies to ensure that the highest standards of accountability and professionalism are upheld.
- Make frequent site visits to ensure that the appropriate support is being offered to the team mainly on Asset tracking and management as well as stock tracking and inventories.
- With guidance from your supervisor, ensure that staff supervised by you are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.
- Provide input to the recruitment, selection and performance of logistics staff, as required.
5. Training/ Capacity Building
- Advocate and plan for professional development for yourself, and any staff supervised by you.
- Provide input to, and deliver, where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.
- Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.
- 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.
- 3+ year of relevant experience working in humanitarian logistics as Logistics Officer.
- 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.
- French/English (Able to read, analyze and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
- 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.
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.
International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com*. Please do not submit your CV or application to this website, it will not be considered for review.*
How to apply
Application files including: Cover letter and CV, 3 References and copies of relevant supporting documents to the application should be forwarded at International Medical Corps to the following address e-mail: [email protected]