Consultant – Logistics Manager At International Medical Corps

Background to the Assignment:

International Medical Corps, which has a history of providing healthcare services and training in Ukraine that dates back to 1999, is expanding its activities in the country and the surrounding region in response to the war there.

The situation throughout Ukraine is deteriorating rapidly as the conflict intensifies, prompting a sharp increase in humanitarian needs as access to essential services and supplies are disrupted and more and more people flee their homes. In addition, millions of Ukrainians have fled to neighboring countries, including Moldova, Poland and Romania, increasing pressure on host governments as they work to provide shelter and essential services to the new arrivals.

Our response activities will include operation of mobile medical teams and providing emergency and primary health services, mental health and psychosocial support, gender-based violence services, child protection, nutrition, and water, sanitation and hygiene. If requested, we also are prepared to deploy our Emergency Medical Team and mobile health facility to provide emergency and primary healthcare wherever it is needed.

Purpose of the Assignment:

The Logistics Manager is responsible for processing assigned procurement activities in accordance with International Medical Corps policies and procedures, donor and host country regulations.

The primary responsibility of the Logistics Manager is to support the implementation of services in an emergency setting. The Logistics Manager is part of the Country 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.

Scope of the Assignment:

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.
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, and liaison with key stakeholders (i.e. UNEMTCC, UN Logistics Cluster, UN Emergency Telecommunication Cell).
Manage multi-functional team; accountable for individual staff performance, measure and redistribute workload across team members as required.

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.

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.

Please note this position is advertised as a consultant with the possibility of moving to a national position under an employment contract.

Payment

Payments are delivery-based. Any deliverable not meeting the required specifications will have to be reworked and resubmitted at no additional cost. Payments are made upon submission of progress reports on completed tasks, outlined against planned outputs. Based on the report and satisfactory performance, payments will be certified by the supervisor.

Title Rights:

International Medical Corps shall be entitled to all property rights including but not limited to patents, copyrights and trademarks with regard to material, which bears a direct relation to, or is made in consequence of, the services provided to the organization by the consultant.

Insurance:

Consultants are fully responsible for arranging, at their own expense, such life, health and other forms of insurance covering their period of service on behalf of International Medical Corps as they consider appropriate. Consultants are not eligible to participate in life or health insurance schemes available to International Medical Corps employees

Taxation: International Medical Corps undertakes no liability for taxes, duty or other contributions payable by the consultant on payments under this contract.

Termination of Contract:

Either party may terminate this contract before the expiry date of the contract by giving notice in writing to the other party.

The period of notice shall be 5 days in case of contract less than 2 months duration and 30 days in the case of contracts for longer periods; provided however that the in the event of termination on the grounds of misconduct or the in the event of termination on the grounds of misconduct or poor performance by the consultant, International Medical Corps shall be entitled to terminate the contract without notice. In the event of the contract being terminated prior to its due expiry date, the consultant shall be compensated pro rata for no more than the actual amount of work performed to the satisfaction of International Medical Corps.

The position is based in Poland and may require in country travel based on security.

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.

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.