Logistics Coordinator – Iraq 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-29-3019

Duty station: Erbil with frequent missions to other field locations

Starting date: 01/01/2023

Contract duration: 1 year (3 months – probation period)

Reporting to: Head of Mission

Supervision of: Overall responsibility for logistics team (1 Supply Manager, 4 Logistics Officers, 6 Logistics or Supply Assistants)

Dependents: Accompanied duty station

General context of the project

INTERSOS has been present in Iraq since 2003 and currently operates across Ninewa, Salah Al Din (SAD), Erbil, and Sulaymaniyah Governorates. INTERSOS thematic sectors of intervention are Protection, Education and Health. The INTERSOS coordination office is in Erbil with bases located in Tikrit, Mosul, Telafar and Sulaymaniyah and programming presence in other areas of Ninewa, SAD and the Kurdistan region. As of mid-2022, INTERSOS Iraq has 300 national staff, 18 expat staff and 200 volunteers. By applying an integrated programmatic approach, INTERSOS provides lifesaving services and supports durable solutions for women, men, girls and boys in IDP, refugee and host communities in its areas of intervention.​

General purpose of the position

Define and implement all supply, logistics and ITC strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply systems, adequacy of the means provided and compliance to INTERSOS standard, protocols and procedures in order to foster the development of the mission and optimise the impact of the projects. Work closely with program and administrative staffs to ensure comprehensive reporting, support and assistance to all INTERSOS activities. Is responsible for the logistics management of IMP software. Member of the mission Senior Management Team (SMT).​

Main responsibilities and tasks

Coordination and support

• Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission in the translation of the identified logistics, supply and ICT needs into objectives, priorities and resources needed for the mission
• Is responsible for monitoring the implementation of logistics, supply and ICT activities in the mission (construction and rehabilitation, stock and supply of non-medical and medical material, fleet management and transport, water and sanitation, vehicles and engines, equipment/installation and infrastructures, security rules (implementation and enforcement, ICT, assets etc.)
• Ensure compliance of INTERSOS standards, protocols and procedures, across the mission and according to donor requirements including procurement. Report to the Head of Mission on the development of the ongoing programmes and propose reorientation strategies when needed
• Is responsible for ensuring technical reference and support for all logistics, supply and ICT issues in the mission, providing coaching to logistics staffs and representing INTERSOS in meetings with authorities, other NGOs and coordination networks for technical/logistics related issues
• Ensure the production of mission level’s SOPs (if needed) for the logistics needs

Logistics Information Management

• Provide monthly reporting to the Head of Mission and Regional Logistics Coordinator (through IMP) and related colleagues on projects/mission evolution from the technical/logistics perspective and propose corrections if needed
• Ensure that data reported in INTERSOS Logistics software (Intersos Management Platform – IMP) is correctly used and accurate. Provide training to mission staff if required and support the implementation of INTERSOS Logistics software in missions

Supply-Chain Management and Procurement

• Monitoring overall procurement performance for the mission.
• Ensure effective and cost efficient procurement planning by liaising with Program Managers and other relevant program and technical colleagues.
• Ensure that online procurement plans are created on IMP and up to date while guaranteeing INTERSOS and donor procurement policies and procedures are being adhered to at all times.
• Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality
• Coordinate with the 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
• Develop and implement service contract management instructions, policies and procedures.
• Examine and re-evaluate existing service contracts and oversee 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 Supply Manager, Logistics Officers and Assistants
• Supervise that the Supply Manager and Logistics Officers maintain and update a pre-qualified suppliers list per base
• Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs and regular inventory checks on a quarterly basis
• Check and coordinate with logistics staffs that goods deliveries are done as planned and properly stored
• Prepare and launch tender processes in coordination with the Supply team

Transportation management

• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in missions – 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
• Contribute to the development of sustainable approaches to transport management by streamlining INTERSOS environmental policy and Regional Office suggestions

Facilities and Communications management

• Oversee the installation and maintenance of functional office space(s) and guesthouse facilities with adequate living conditions and in accordance with INTERSOS minimum standards and brand identity manual.
• Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities
• Is responsible for ensuring that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and in line with policies and procedures – allowing permanent communication between capital, projects, bases and HQ and proper management of the bases.
• Guarantees that staff in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.)
• Contribute to the development of sustainable approaches to facility management by streamlining INTERSOS environmental policy and Regional Office suggestions

Assets management

• Oversee the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring 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
• Report asset list at the end of project and oversee asset rollover according to defined destination with the Programs Department
• Oversee regular fixed assets check on a quarterly basis

Human Resources management

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

Applied security

• When requested by the Head of Mission and the Security Coordinator, supports the technical aspects of the risk reduction policy, transport, communication, protection, identification and provides input into the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan. Monitors on a daily basis the security rules, in particular by drivers and INTERSOS staff in organizational vehicles and premises, and reports to the Head of Mission and Security Coordinator of any problem. Supports an appropriate environment to facilitate exchange of information on security situations​

Required profile and experience

Education

Relevant degree with specialization in Logistics and/or Supply Chain Management​

Professional Experience

Minimum of 4 years of relevant work experience in humanitarian contexts, including experience in field locations.​

Professional Requirements

• Computer literacy (word, excel and internet)
• Excellent knowledge and experience in ensuring donor compliance and reporting
• High integrity and respect for confidentiality
• Able to work independently
• Team management experience; demonstrated experience in staff supervision
• Demonstrated leadership and interpersonal skills
• Commitment to the values, mission, and vision of INTERSOS

Languages

• Excellent English language skills (spoken and written);
• Arabic language skills are a distinct advantage

Personal Requirements

• Ability to communicate well and maintain good relationships within the team, government and other local authorities, donors, and other stakeholders
• Willingness to take responsibility
• Ability to cope with stress, and live in remote environments
• Strong team spirit and demonstrated ability to work in an intercultural environment; culturally sensitive
• Attention to detail and structured way of approaching tasks (well organized), and to plan ahead and result oriented (pro-active)