Global
Facilitate the collaboration of the Headquarters Logistics Department to improve the Supply Chain and logistics operational systems and ensure standard operation policies and procedures are respected. Support initiatives and special projects implementation
Participate in the definition of a Global Supply Chain, Logistics Operations Annual Action Plan (AAP), Preparedness Plan and the necessary KPIs to monitor implementation
Propose collaborative approaches of Logistics and Supply Chain Management to humanitarian private partnerships
Liaise with the Global Supply Office to plan sourcing and procurement strategies for the missions
Collaborate with the ICT Coordinator to ensure the ICT development needs of missions and regions are translated into the HQ Logistics Department AAP
Collaborate with the HR department to develop new training materials
Regional
Collaborate with Regional Office to ensure that Supply Chain and logistics operations procedures are well understood and enforced in a coordinated manner at the regional level and to present a consolidated approach and teamwork for mission support and management
Review project proposals Supply Chain and logistics operations components and actively contribute to project cycle management, meetings and strategic exercises. Share information on assessments and proposed interventions, provide an overview and inputs of Supply Chain and logistics operations requirements for the development of project proposals and implementation
Participate in the definition of a Supply Chain and logistics operations Annual Action Plan (AAP) for the region and the necessary KPIs to monitor the implementation
Is available for immediate deployment to assist missions Senior Management Teams or the HQ Emergency Unit to organize rapid and effective emergency response operations
Facilitate communication and cross-learning for all regional staff
Engage in regional fora such as the logistics cluster, or any other institutional collaboration mechanism to advocate INTERSOS logistics needs and contribute to coordinated approaches with other relevant humanitarian stakeholders
Mission
Provide support and guidance to all country offices in designated regions including oversight of all Supply Chain and logistics operations functions in line with INTERSOS and donor policies and regulations
Work with the Heads of Missions and Senior Management Teams to improve Supply Chain and logistics operational systems and ensure standard operation policies and procedures are respected. Participate in the definition of the Supply Chain and Logistics Operations Annual Action Plan (AAP) for the mission and the necessary KPIs to monitor the implementation
Support personnel on all SC & LO matters when mobilizing and implementing new projects or closing out
Logistics Information Management
Ensure that data reported in INTERSOS Logistics software (Intersos Management Platform - IMP) are correctly used and accurate. Provide training to missions if required
Elaborate a quarterly Supply-Chain and logistics operation report for the region of operation and submit it to the Line Manager
Work with the mission logistics departments to ensure the monthly reports are timely submitted. Provide review, analysis and feedback to the mission for improvements
Monitor the defined yearly Key Performance Indicators
IT Infrastructure and Communication
Ensure that missions have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and are in line with policies and procedures. Draft regional and mission asset acquisition plans
Support the implementation of INTERSOS Logistics software in the mission
Supply-Chain Management and Procurement
Support region and missions to plan procurement activities and ensure that all project procurement plans are created and uploaded on IMP before the project starts by liaising with Country Logistics Coordinator and Project Managers. Improve implementation of procurement plan (consolidation of plans with transversal framework agreements and centralised international sourcing) and through procurement, planning facilitate the development of the supply strategy for the mission
Monitor overall procurement performance for region and mission. Ensure effectively and cost efficient procurement planning and execution while guaranteeing INTERSOS and donor procurement policies and procedures are respected
Ensure that all missions have an updated pre-qualified supplier list and support on the organisation of local market assessments to ascertain that suppliers represent the best value for money and lead times while being compliant with INTERSOS contracting procedures
Plan and collaborate with the Global Supply Office and HQ Medical Unit on international procurement processes. Follow up the payment to suppliers in coordination with Regional Finance Coordinators and the GSO
Review and/or approve (checking for accuracy and compliance) all high-level procurements, framework agreements, leases and other high-risk financial commitments. Review regional and mission ongoing contract execution and propose improvements
Link HQ Logistics department with Internal auditor to address key risks, audit findings and complaints on procurement, and propose mitigation measures
Assets and Inventory management
Assess and support mission warehouse management. Ensure systems and reporting are in place for the effective storage and distribution of all program stocks. Support the trial and rollout of the INTERSOS inventory management system
Assess and support mission asset management. Ensure that all mission assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures
Is responsible for the inventory and assets management for the region and ensures that missions perform quarterly assets and inventory counts
Transportation management
Assess and support country mission fleet management. Ensure appropriate allocation and safe use of the fleet. Overview that rental service agreements and contracts are done in alignment with INTERSOS procurement standards, and fuel and maintenance systems are in place
Ensure that INTERSOS fleet management model, movement security protocols and Brand Identity Manual are applied in missions
Contribute to the development of sustainable approaches of transportation management by streamlining INTERSOS environmental policy
Facilities management
Assess and support country mission facility management (offices, bases, guesthouses and warehouses) ensuring that rental agreements and contracts are done in alignment with INTERSOS procurement standards and that facilities respect INTERSOS guidelines and security
Identify gaps and propose improvement plans in coordination with the Line Manager and Head of Mission
Contribute to the development of sustainable approaches to facility management by streamlining INTERSOS environmental policy
Human Resources management
Support the HQ Human Resources department on the recruitment of Country Logistics Coordinators and Logistics Managers by reviewing technical tests and conducting technical interviews with the candidates. Support the management of the Logistics rooster and pool
Provide induction to new key Logistics staff providing, as needed, inductions, refresher and capacity building training in all standard Supply Chain and logistics operations IT Tools and SOP. Provide training to the program and other support staff on critical SC and LO policies and procedures
In collaboration with the Head of Mission perform and manage the Internal Review Process (IRP) of the Country Logistics Coordinators and Logistics Managers
Organize the weekly meetings with the Country Logistics Coordinator and Logistics Manager and the monthly country logistics meeting
Provide regular review and assessment of HR structures and functions in the mission to strengthen overall efficiency and accountability
Perform annual assessment of the mission's logistics department and determine, in collaboration with the HQ HR department, Head of Mission, and CMT eventual supporting actions
Applied Security
Provide support to the Security Manager as a focal point for communication and communication flow
Facilitate the implementation of the INTERSOS security guidance, taking part in security briefings and/or training to national and international staff and monitoring the enforcement. Detect with the Head of Mission and HQ Senior Security Advisor training needs
Required profile and experience
Education
Degree in Business Administration, Industrial Engineering or Supply-Chain and Logistics Management.
Advanced studies in Humanitarian Logistics, Procurement and/or Operations Management are desirable.
Professional Experience
Minimum five years experience in logistics management and coordination in the NGO sector, within complex/large-scale country programmes in emergency response.
International experience in supply chain management in emergency.
Proven experience in technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, medical logistics, communications, and security.
