COORDINATOR, LOGISTICS EMERGENCY RESPONSE TEAM At International Medical Corps

Program Description (Background)

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.

This position will be based in Poland.

Candidates will be required to show proof of being fully vaccinated against COVID-19, Measles and any other mandatory vaccine requirement (country dependent) prior to deployment. Reasonable accommodations will be considered on a case-by-case basis for exemptions to this requirement in accordance with applicable law. Applicants should be aware that for certain positions involving emergency deployments, accommodations that involve remaining unvaccinated against COVID-19 may not be deemed reasonable. International Medical Corps will engage in the interactive process on an individualized basis in light of each particular role.

Job Description

JOB SUMMARY: This position will support International Medical Corps emergency response delivering outpatient clinical care to disaster effected populations.
The primary responsibility of the Coordinator, Logistics Emergency Response Team (ERT) is to support the implementation of services in an emergency setting. The Coordinator, Logistics Emergency Response Team (ERT) is part of the Emergency Response Management 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.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
MAIN TASKS AND RESPONSIBILITIES
Emergency Medical Team Responsibilities
In addition to the duties and responsibilities listed below, for a mobile deployment, additional duties will include responsibility for warehouse and asset management and related reporting and filing.
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.
Report to the mobile medical unit team leader or designee. Represent Logistics to the Response Management Team and ensure adequate information sharing and gathering, regular planning of procurement, logistics and IT activities in support to program operations.
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, liaison with key stakeholders (i.e. UNEMTCC, UN Logistics Cluster, UN Emergency Telecommunication Cell), participate to Emergency Medical response implementation site selection, permits, ground preparation and overall coordination of the base camp set-up.
Manage multi-functional team; accountable for individual staff performance, measure and redistribute workload across team members as required.

EMT Transportation, Set-up and Demobilization

Responsible and accountable for safe reception, customs clearance (directly or through identified alternative Consignee=, quality control and forward transportation of the EMT equipment and supplies to the operational areas in the most cost-effective and fastest possible manner.
Responsible to ensure Export Compliance elements related to deployment of Emergency Medical equipment and supplies for health facility and/or mobile units.
Responsible for the acquisition of Dangerous Good certification by third party for in-country transportation and re-export.
Accountable for the overall base and mobile infrastructures setup in coordination with response team members and for the overall maintenance of site infrastructure and equipment.
Responsible for the design and implementation of the demobilization strategy to maximize cost recovery. Accountable for the disposal process in accordance with the approved WASH plan, in line with HAZMAT regulations and environmental considerations.

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.

Power Supply

Accountable for the establishment of a reliable power supply to the base-camp during working and off-working hours in line with Power Standard Operating Procedures. Accountable for maintenance of power supply equipment.

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.
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.
If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.
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.

Job Requirements

MINIMUM QUALIFICATIONS

Typically, a Bachelor’s degree in the field of Supply Chain Management. Equivalent combination of relevant education and experience may be substituted as appropriate.
Typically, 10+ year of relevant and progressive experience working in Logistics Supply Chain, including at least 3 years of experience in logistics management within the field of supply chain management including procurement, tendering, contracting, clearance, transport, and warehousing, as well as fleet management, asset management, and distribution support.
At least four (4) field deployments; including at least three (3) humanitarian emergency deployments, four (4) international deployments; for a minimum of six (6) weeks in length
Experience managing logistics in emergency setting including staff supervision
Demonstrated experience and understanding of International Medical Corps logistics management practices and procedures preferred
Experience with donor specific procedures
Experience of CostPoint or other logistics software solutions is desirable
Experience managing budgets and preparing timely, complete and accurate reports

Additional Technical or Language Requirements

Eligibility to work in the European Union or Ukraine desirable. Fluency in Russian, Ukrainian, Polish or other relevant language preferred.

MISCONDUCT DISCLOSURE SCHEME

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.