Country Logistics and Supply Manager – Poland 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 Manager

Code: SR-14-2694

Duty station: Poland

Starting date: 01/09/2022

Contract duration: 4 months

Reporting to: Country Logistics and Supply Coordinator (Head of Mission if Logistics Coordinator is not present)

Supervision of: Base Logistic Officer

Dependents:

General context of the project

In march 2022 million of people coming from Ukraine have fled their home to find refuge in Europe because of the war. INTERSOS started an Emergency response to provide protection for the ukrainian population and those escaping the war in Poland.​

General purpose of the position

Plan, coordinate and monitor all logistics related activities in the project or capital and provide support to activities, according to INTERSOS protocols and standards in order to ensure an optimal running of the logistics activities.

In the absence of the Country Logistics & Supply Coordinator (CLSC) the Country Logistics & Supply Manager (CLSM) assumes provisionally some of the CLC’s responsibilities and tasks.

Main responsibilities and tasks

Coordination and support

● Assist the and CLSC in the definition and follow-up of logistics activities in the projects or capital, in order to identify and give a response to the needs of the targeted population

● Ensure technical reference for all logistics/technical issues in the projects and provide coaching to logistics staff under his/her responsibility.

● Participate in monthly reports according to guidelines

● Ensure and monitor the implementation of logistics/technical activities in the project/capital including the following:

○ logistics: (construction, transport of goods and staff, communications, water and sanitation, vehicles and engines, equipment/installation and infrastructures, communications, installation and maintenance of functional office spaces and lodging facilities for international staffs in adequate living conditions)

○ WHS: implementation of water, health and sanitation activities

Logistics Information Management

● Ensure that data reported in INTERSOS Logistics software by the Base Logistics Officers (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 and Procurement Management

● Implementation and maintenance of an appropriate supply chain for the projects in collaboration with the Supply team and support on administrative related tasks.

● In the absence of the Country Supply Manager the CLSM has responsibility over the supply activities described on the CSM JD.

Transportation Management

● Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in all bases – 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

● Support the Country Supply Manager/assistant by providing solutions for the movement of goods within the mission.

Facilities and Communications Management

● Support the Base Logistics Officer in 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.

● Support the Base Logistics Office in 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 staff in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.).

Assets Management

● Support on the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all base assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures.

● Support the CLSC on reporting 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

● Participate in the planning and implementation, together with the Logistics Coordinator, the Project Manager and the HR Coordinator, the HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the logistics staff in the project/capital in order to ensure both the sizing and the amount of knowledge required to correctly perform all logistics activities

Applied Security

● Define and monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the security policy and guidelines, evacuation plan and contingency plan, monitoring day-to day the application of security rules and reporting to the CLSC and HoM any problem that may arise. For this purpose, the Country Logistics & (Supply) Manager has to create an appropriate environment to facilitate security exchange of information

General

● Perform any other task, specific to his area of specialty, according to the line manager

● In absence of the Country Logistics

Coordinator might assume temporarily some tasks to fill the gap​

Required profile and experience

Education

Essential secondary education and technical diploma or technical university degree, preferably as an engineer​

Professional Experience

• Essential working experience of at least two years in logistics related activities
• Desirable previous experience with logistics departments in NGOs, and working experience in developing countries

Professional Requirements

• Essential computer literacy (word, excel and internet)
• Planning and organizational skills and ability to meet deadlines
• Initiative and service orientation
• Leadership, people management and development
• Planning and organizational skills

Languages

• English
• Local working language desirable

Personal Requirements

• Teamwork and communication skills
• Negotiation and networking skills
• High integrity and transparency