Coordinator ( director ) Logistics – Chad At INTERSOS

INTERSOS is a non-profit, Non-Governmental Humanitarian Organization which aims to assist victims of natural disasters and armed conflict. INTERSOS bases its action on the values of solidarity, justice, human dignity, equal rights and opportunities for all peoples, respect for diversity, cohabitation, attention to the most vulnerable social groups.

Terms of reference

Title of post : ( director ) Logistics coordinator

Code: SR-31-7564

Country: Chad

Place of employment: N’djamena with frequent missions on the various projects

Date of assumption of office: 06/15/2023

Duration of the contract: 12 months

Under the supervision of: Head of Mission

Direct supervision of: 25

Dependent people: Family duty station

General context of the project

The conflict in the Lake Chad basin has intensified in the past two years due to attacks by unidentified armed groups against civilians, who have pushed millions of people to leave their own homes, forcing them to access essential services and destroying local infrastructure. The conflict hit the 4 countries of the Lake Chad basin ( Cameroon, Chad, Niger and Nigeria ) and in general, 2.4 million people were forced to leave their own homes.

The Lac area is even more vulnerable to the influx of people which exacerbates the pressure on the already insufficient resources and weak basic infrastructure of the less developed regions of Chad. This food and nutrition crisis, displacement, epidemics and natural disasters contribute to exacerbate humanitarian needs and amplify existing vulnerabilities.

General objective of the position

Define and implement all procurement, logistics, ICT strategies and support the mission, ensuring adequacy and consistency of logistics and supply systems, the adequacy of the means provided and compliance with the INTERSOS standard, protocols and procedures in order to promote the development of the mission and optimize the impact of the projects.

Work closely with program and administrative staff to ensure comprehensive reporting, support and assistance with all INTERSOS activities.

Main responsibilities and tasks

Coordination and support

● Actively participate in the definition and updating of annual project planning and budgets, defining strategies and advising the Head of Mission in the translation of identified logistics, supply and ICT needs into objectives, priorities and resources necessary for the mission.

● Oversee the implementation of logistics, supply and ICT activities within the mission (construction and rehabilitation, stock and supply of non-medical and medical equipment, fleet and transport management, water and hygiene and sanitation , vehicles and machinery, equipment/facilities and infrastructure, security rules (implementation and execution, ICT, assets, etc.)

● Ensure compliance with INTERSOS standards, protocols and procedures, across the mission and in accordance with donor requirements, including procurement. Report to the Head of Mission on ongoing program development and propose redirection strategies as needed

● Provide technical reference and support for all logistics, supply and ICT issues in the mission, provide coaching to logistics staff and represent INTERSOS in meetings with authorities, other NGOs and coordination networks for issues technical/logistical

● Ensure the production of Standard Operating Procedures (SOP) at the mission level (if necessary) for logistical needs.

Logistics Information Management

● Provide monthly reports to the Head of Mission and Regional Logistics Coordinator (through the IMP platform) and related individuals on projects/mission progress from a technical/logistical perspective and propose corrections as needed.

● Ensure that the logistics data declared in the online INTERSOS platform (Intersos Management Platform – IMP) is correctly used and accurate. Provide training to mission staff as required and support the implementation of the INTERSOS platform in the mission.

supply chain management

● Monitor overall Mission procurement performance. Ensure effective and economical procurement planning by liaising with technical staff, base managers and/or project managers. Ensure that online procurement plans are created on IMP and up to date while ensuring that INTERSOS and donor procurement policies and procedures are adhered to at all times. Conduct research to determine the best products and suppliers in terms of best value, delivery time and quality

● Coordinate with the administration and finance department to ensure vendor payment processes are completed on time and in compliance with financial systems

● Plan and perform field audits to ensure consistency of application process, proper documentation and filing.

● Develop and implement service contract management instructions, policies and procedures. Review and reassess existing service contracts and monitor regular rent, utility payments (i.e. electricity, water, gas, etc.), office and guest house maintenance contracts and operating cost procedures. Ensure they are properly handled by the Logistics Officer and deputies, administration or focal points.

● Ensure that the Supply Manager, Deputy and Base Logistics Officer maintain a list of pre-qualified suppliers per base.

● Ensure proper storage of all project materials in warehouses/stocks, in accordance with INTERSOS procurement Standard Operating Procedures (SOPs) and regular quarterly inventory checks

● Verify and coordinate with logistics staff that deliveries of goods are made as planned and properly stored

● Prepare and launch tender documents in coordination with the procurement team

● Undertake procurement of medical products (internationally and nationally in coordination with program teams and head office teams). Ensure the customs clearance of goods imported for medical and non-medical purposes into the country, including ensuring that the required documents are provided before the importation of the goods.

transport management

● Ensure that the INTERSOS fleet management model, movement security protocols and the organization’s identity manual are applied in the missions – the fleet is checked, maintained regularly and that the vehicles are insured and taxes are paid.

● Ensure proper tracking and monitoring of fuel consumption and usage of vehicle log, maintenance log, fuel log and other fleet formats and models by field logistics staff. Ensure proper vehicle documentation (i.e. rental, insurance, mechanical inspection, etc.) is properly handled by logistics staff

● Contribute to the development of sustainable transport management approaches by streamlining INTERSOS environmental policy and regional office suggestions

Facilities/Infrastructure and Communications Management

● Supervise the installation, maintenance and operation of premises, offices and guest houses while ensuring that they are in good condition in accordance with INTERSOS minimum standards and the organization’s identity manual. Ensure the application of defined safety and security measures and carry out inspection visits to assess the rehabilitation needs of the organization’s facilities and infrastructure.

● Ensure that the organization’s facilities and premises have appropriate ICT infrastructure and equipment to support INTERSOS platforms (in accordance with policies and procedures) enabling ongoing communication between capital offices, projects, bases and headquarters and good management of bases. Ensure that all mission personnel have received appropriate training on how to use available communications equipment (example: satellite phones, HF/VHF radios, computers, etc.)

● Contribute to the development of sustainable facility management approaches by streamlining INTERSOS environmental policy and regional office suggestions

Asset management

● Oversee the purchase, use and maintenance of ICT assets, office and project equipment and communication tools, while ensuring that all mission assets registered in the IMP platform are documented and associated with unique INTERSOS asset numbers. Assets must be tagged and recorded in accordance with asset management policies and procedures

● Declare the list of goods at the end of the project and supervise the transfer of goods according to the destination defined with the program department

● Oversee the regular verification of fixed assets on a quarterly basis

Human Resource Management

● Coordinate the logistics team and participate in HR processes (recruitment, training, briefing/debriefing, assessment, potential, detection, staff development and internal communication) to ensure both the level and quantity of knowledge required for the activities for which he is responsible.

Applied Security

● In collaboration with the Head of Mission and the Security Referent is responsible for the co-definition and monitoring of the technical aspects of the risk reduction policy, transport, communications, protections, identification and preparation of the technical aspects of the policy and mission security guidelines (evacuation plan and emergency plan, daily monitoring of security rules and reporting to the head of mission of any problems). To this end, in the absence of a dedicated security focal point, the logistics coordinator must create an appropriate environment to facilitate the exchange of information on security situations. Is the backup person for security in the absence of the head of mission.

Profile required

Education

• Essential degree and specialization in logistics and/or supply chain management​

Professional experience

• Essentially at least four years of work experience in relevant jobs and previous humanitarian experience with NGOs in developing countries. Desirable previous experience in an emergency situation
• Proven experience in managing medical logistics, including importing medical products.
• Essential computer skills (Word, Excel and Internet.

Professional requirements

• Strategic view
• Leadership
• People management and development
• Orientation service
• Behavioral flexibility
• Results and quality orientation
• Stress management
• Commitment to INTERSOS principles

LANGUAGES

• Fluent French (spoken, read, written).
• Good knowledge of English and/or Arabic (desirable).

Personal requirements

• Anaytical and synthetical mind ;
• Ability to propose relevant technical solutions;
• Interpersonal and writing skills;
• Autonomy, sense of organization, rigors;
• Proven negotiation skills and a spirit of consultation;
• Respect of deadlines and adaptability to imponderables;
• Ability to work in project mode, prioritize and report on activity;
• Honesty, integrity, team spirit