Country Logistics and Supply Coordinator – Libya 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: Country Logistics and Supply Coordinator

Code: 52-7234

Duty station: Libya & Tunisia

Due to visa restriction – start from Tunis but eventually to be based min 50% in Libya (roving – Tripoli, Benghazi/Ajdabiya, Sabha.)

Starting date: 01/07/2023

Contract duration: 6 months to start

Reporting to: Head of Mission

Supervision of:

• Hierarchical and technical: Log officer(s), Log assistant(s), Procurement officer(s), ICT officer(s)
• Hierarchical (joined by Head of Mission): Liaison officer(s) and Security Focal Point(s) – SFPs, Deputy Branch Manager

Dependents: non-family duty station

General context of the project

INTERSOS started its operations in Libya in 2018. INTERSOS established offices in Tripoli/Tripolitania region (main office) in 2018, and suboffices in Benghazi/Cyrenaica region in 2022 and Sabha/Fezzan region in 2019. Project offices were established in Tripoli and Sabha, and set up a new project office in 2021 in Ajdabiya – covering the Southern part of the Cyrenaica region.

Sectors: Education, Protection, WASH/public works, Health and Livelihoods/Food Security

Program approaches: community-based approach, inclusive – promote non-status based assistance, integrated and comprehensive service package delivery (education and health as key entry points to add work on more sensitive sector of protection); combine static and mobile approach; hybrid implementation strategy direct and/with CSO partnerships.

Main population groups targeted: most vulnerable population groups residing in Libya, including children, youth, women and persons with specific needs, IDPs, returnees, and MRAS.

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 and part 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 people 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 technical staff, Heads of Base and/or Project Managers. 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 Administration 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
• 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 Logistics Officer and Assistants, Administration and/or focal points
• Overview that the Supply Manager/Assistant and Base Logistics Officer 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 tenders documents 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 staffs. 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 guesthouses facilities in an adequate living condition 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 all staffs 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

• Coordinate 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 is accountable for

Applied security

• In collaboration with the Head of Mission and the Security Referent 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 and reporting to the Head of Mission of any problem. For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics Coordinator has to create an appropriate environment to facilitate exchange of information on security situations. Is the security back up in the absence of the Head of Mission

Required profile and experience

Education

Minimum BA university degree in logistics or any related technical field​

Professional Experience

• Minimum 3 years of experience in logistics (min 2 year in INGO setting)
• Prior experience working with humanitarian organization
• Prior work experience in complex humanitarian setting
• Prior work experience in the North Africa/Middle East is highly desirable.

Professional Requirements

• Experience working with different donors and knowledge on procurement guidelines
• Demonstrated experience in staff supervision with cultural diversity, with experience of local recruitment and remote management
• Excellent level of understanding in humanitarian principles and standards
• Very good knowledge of Microsoft Office (including MS Word, Excel, Power-point or other presentation software, Outlook and Skype)
• High respect and adherence to confidentiality
• Able to work independently
• People Management and Leadership
• Demonstrated leadership and interpersonal skills
• Readiness and ability to move around in Libya
• Readiness to commit and adhere to the values, mission and vision of INTERSOS Behavioural competencies:
• Ability to communicate openly and maintain good relationship within the team, government and other local authorities, donor, and other stake holders
• Willingness to take responsibility
• Ability to cope with stress, and live in environment with very basic living condition
• Responsive, motivated, good communicator
• Flexibility to respond to changing nature of humanitarian context and operational difficulties

Languages

• Excellent written and spoken English
• Arabic is a great asset (read and write) – Ideally Arab native speaker with excellent English skills

Personal Requirements

• Excellent analytical skills, observation and analysis capacity
• Very strong interpersonal skills: strong communication and diplomatic skills
• Practical and problem-solver
• Excellent ability to establish inter-personal relations and good negotiation skills
• Strong team spirit, comfortable in a multi-cultural environment
• Excellent analytical skills, observation and analysis capacity
• Attention to detail and structured way of approaching tasks (very organized)
• Ability to plan ahead and output oriented (pro-active)
• Able to ensure quick quality delivery in stressful environment (stress-resilient)
• Ability to deal with heavy work pressure; while living in a heavy movement restricted living environment