Logistics Coordinator – Yemen at INTERSOS

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Logistics Coordinator

Code: SR-35-2196

Duty station: Based in Aden but roving in all other field bases

Starting date: 01/01/2022

Contract duration: 12 months (4 motnhs as probation contract)

Reporting to: Head of Mission

Supervision of: 1 log coordinator > 1 log manager – 6 logistics – 4 log assistants – 2 operational risk assessment officers – 2 liaison officers – 2 IT officers – 2 procurement officers

Dependents: Non-family duty station

General context of the project

INTERSOS in Yemen is present in the country since 2008:

o Targets: conflict affected populations (IDPs, returnees and host communities), both rural and urban areas, refugees and asylum seekers and migrants, with specific focus on women/girls and children (including unaccompanied and separated children) and persons with specific needs

o Areas of intervention with offices/hubs: Sana’a, Aden, Hadramout, Taiz, Ibb, Hajja, Abyan, Shabwa and Lahj, with further outreach and coverage in all Southern governorates through local implementing partners and/or legal network lawyers covering those governorates.

o Main sectors: protection, integrated health and nutrition services, education (university scholarships and technical and vocational education and training), livelihoods programming, WASH, Cash Based Interventions (MPCA and RS, in addition to cash for protection and cash for health).

o Staffing and management: 14 expats, +900 national staff, +400 community volunteers

o Present budget and main donors: about 20 million US$ for 2021 – UNHCR, UN OCHA YHF, DG ECHO, WHO, IOM, BHA, Dutch government

o Approaches: rights- and community-based approach; gender and protection mainstreaming putting the beneficiaries at the center of the operation; working on emergency programming while ensuring positive impact beyond implementation, aimed at recovery, rehabilitation and capacity strengthening/development of partners where needed and possible; always departing from the international humanitarian principles; promotion of innovation and capitalization.

General purpose of the position

Defining and implementing all supply and technical logistics strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply programmes, adequacy of the means provided and the compliance to INTERSOS standard, protocols and procedures in order to enable the development of the mission in perfect working conditions and optimise the impact of the projects. The Logistics Coordinator will work closely with Program and administrative staff to ensure comprehensive reporting, support and assistance to all INTERSOS activities. The Logistics Coordinator is the final responsible for the logistics management of IMP software.

Main responsibilities and tasks

Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission (HoM) in the translation of the identified logistics/technical needs into objectives, priorities and resources needed for the mission

Responsible for monitoring the implementation of logistics/technical activities in the mission (construction and rehabilitation, stock and supply of medical and non-medical material, fleet management and transport/movements, water and sanitation, vehicles and engines, equipment/installation and infrastructure, operational security & safety (implementation and enforcement, ICT, assets, operational access, etc.), rentals, fuel, etc.

Ensure compliance of INTERSOS standards, protocols and procedures, across the mission and according to donor requirements including procurement, and reporting to the HoM on the development of the ongoing programmes and proposing reorientation strategies when needed

Provides monthly reporting to the HoM and Logistics Unit Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed

Coordinates the Logistics team and participates to the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for

Responsible for ensuring technical reference and support for all logistics/technical issues in the mission, providing coaching to logistics staff and representing INTERSOS in meetings with Authorities and other NGOs for technical/logistics related issues

Responsible for ensuring installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition as well as all the equipment required

Responsible for ensuring the proper purchase use, maintenance and registration of IT assets and office equipment (computers, software, backups, etc.) and communication tools as well as the communication means in the Mission (including numbers, frequencies), allowing permanent communication between capital, projects, bases and HQ. Ensuring all staff in the Mission benefits from proper training on how to use communications equipment available in the Mission (e.g. satellite phones, HF/VHF radios, computers, etc.)

In collaboration with the HoM, is responsible for co-defining and monitoring the technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, monitoring on a daily basis the security rules observation and reporting to the HoM of any problem. For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics Coordinator will have to create an appropriate environment to facilitate exchange of information on security situation and will be the security back up in the absence of the HoM

Coordinate with the Admin and Finance Department to ensure that payment processes to suppliers are made on-time and respecting the financial systems

Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained

Monitoring overall procurement performance for the Mission. Ensure effective and cost efficient procurement planning by liaising with technical staff, Heads of Base and/or Project Managers to ensure that procurement plans are detailed, in place and up to date. Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality

Develop and implement service contract management instructions, policies and procedures. Examine and re-evaluate existing service contracts and overseeing regular rent, utilities payments (i.e., electricity, water, gas, etc.), office and guesthouses maintenance contracts and running costs procedures. Ensure that they are properly handled by Logistics Assistants, Administration and/or Focal Points

Maintain and update an established suppliers list per base, in coordination with logistics staff and Admin/Finance Department

Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs

Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored

Ensure that the fleet is checked, regularly maintained and that vehicles are insured and taxes are paid

Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by field logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs

Initiate regular fixed assets and inventory check on a quarterly basis

Ensure the production and regular review/updates and roll-out/implementation of mission SOPs (if needed) for the Logistics needs

Required profile and experience

Education

Minimum BA university degree in logistics or any related technical field

Professional Experience

o Minimum 6 years of experience in logistics (min 4 year in INGO setting)

o Prior experience working with humanitarian organization

o Prior work experience in complex humanitarian setting

o Prior work experience in the Middle East is highly desirable

Professional Requirements

o Experience working with different donors and knowledge on procurement guidelines

o Demonstrated experience in staff supervision with cultural diversity, with experience of local recruitment and remote management

o Expert knowledge and strong experience in logistics

o Excellent level of understanding in humanitarian principles and standards

o Very good knowledge of Microsoft Office (including MS Word, Excel, Power-point or other presentation software, Outlook and Skype)

Languages

Excellent written and spoken English, while Arabic would be an important asset (spoken and especially written)**

Personal Requirements

o Ability to communicate openly and maintain good relations within the team, government and other local authorities, donor, and other stakeholders

o Good negotiation skills

o People Management and Leadership

o Strong team spirit, comfortable in a multi-cultural environment

o High respect and adherence to confidentiality

o Able to work independently

o Excellent analytical skills, observation and analysis capacity

o Practical and problem-solver

o Readiness and ability to move around in Yemen

o Readiness to commit and adhere to the values, mission and vision of INTERSOS

o Willingness to take responsibility

o Ability to live in an environment with very basic living condition

o Flexibility to respond to changing nature of humanitarian context and operational difficulties

o Attention to detail and structured way of approaching tasks (very organized)

o Ability to plan ahead and output-oriented (pro-active)

o Able to ensure quick quality delivery in a stressful environment (stress-resilient)

o Ability to deal with heavy work pressure; while living in a heavy movement restricted living environment