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-29-2044

Duty station: Erbil with frequent missions to other field locations

Starting date: 01/12/2021

Contract duration: 12 months (4 months as probation contract)

Reporting to: Head of Mission

Supervision of: Logistics Department

Dependents: Accompanied Duty Station

General context of the project

INTERSOS is an Italian non-profit, humanitarian aid organization founded in 1992. INTERSOS works towards a world of equality, justice, peace and solidarity, to achieve this INTERSOS helps people to live in dignity and safety, alleviating suffering and meeting their needs. The mission of INTERSOS is to support people, families and communities in areas most effected by crisis around the world, providing crucial assistance to populations in life threatening situations, in situations of famine and suffering resulting from extreme poverty, disasters, and conflict.

INTERSOS started to work in Iraq initially in 2003 to support the people of Iraq due to the foreign conflict as well as increasing sectarian violence internally. Since 2013 INTERSOS has been moved to the Kurdish Region of Iraq supporting both Syrian Refugees and Iraqi IDPs displaced due to the so called Islamic State’s influence over large swathes of Iraq and Syria. INTERSOS now works in both the Kurdish Region as well as in many parts of federal Iraq assisting both Syrian Refugees and Iraqi IDPs.

General purpose of the position

The Logistics Coordinator defines and implements technical/logistics strategies and support to INTERSOS country programme, ensuring the pertinence and coherence of logistics programme, adequacy of the means provided and the compliance of INTERSOS and international standards; guarantee appropriate working conditions at mission’s level as well as the proper functioning of the IT infrastructure.

Main responsibilities and tasks

• Establishing, harmonizing and maintaining appropriate standardized logistics procedures and policies across the mission and according to donor requirements including procurement, fleet management and IT procedures and mechanisms.
• Seeking for guidance and validations from the Head of Mission and relevant staff at Headquarters when needed, and recommending needed changes.
• Ensuring proper implementation of logistics policies and procedures at the field level.
• Anticipating unfavourable events through analysis of data and prepare control strategies.
• Coordinating with the Admin and Finance Department to ensure that payment processes to suppliers are made on-time and without any unnecessary strain on the financial systems. – Managing staff and systems to maximize programme efficiency and delivery.
• Coordinating recruitment, training and support of field logistics staff.
• Advising both managers and employees about policies and procedures.
• Planning and performing field audits to ensure consistency in process application and proper documentation and filing are maintained.
• Fulfilling other duties of similar level as needed.
• Monitoring overall procurement performance for the Mission.
• Ensuring effective and cost efficient procurement planning by liaising with technical staff, Heads of Base and/or Project Managers to ensure that procurement plans are detailed, in place and up to date.
• Carrying out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality.
• Developing and implementing service contract management
• Examining and re-evaluating existing service contracts and overseeing regular rent, utilities payments (i.e., electricity, water, gas, etc.), office maintenance contracts and running costs procedures. Ensuring that they are properly handled by Logistics Assistants, Administration and/or Focal Points.
• Maintaining and updating an established suppliers list per base, in coordination with logistics staff and Admin – Finance Department.
• Checking and coordinating with logistics staff that goods deliveries are done as planned and properly stored.
• Ensuring that the fleet is checked, regularly maintained and that vehicles are insured and taxes are paid.
• Following-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.
• Ensuring that proper documentation of vehicles (i.e., lease, insurance, mechanical inspection, etc.) is properly handled by logistics staff.
• Supervising drivers’ conduct and training them when needed.
• Initiating regular fixed assets and inventory check on a quarterly basis.
• Recommending information technology strategies, policies, and procedures by identifying problems; evaluating trends and anticipating requirements.
• Implementing disaster recovery and back-up procedures and information security and control structures.
• Planning, organizing, controlling and evaluating IT and electronic data operations.
• Ensuring proper purchase, registration and maintenance of IT assets and office equipment (i.e., IT materials, communication materials, etc.).
• Coordinating IT support in the field offices and ensuring assets are used properly.

Others:

• Provide the HoM on a monthly base an activity report and forecast related to the month objectives achieved and overall Plan activities for next month;

• Capacity Building of national staff

• Field site visits in all different projects sites in order to verify and improve logistics;

• Report achievements and difficulties and give suggestions to improve all logistics “fields”;

• Perform other related duties as required.

Required profile and experience

Education

Masters/Post graduate academic qualification on Logistics and Supply Chain Management or related disciplines.

Professional Experience

Minimum of 5 years of relevant work experience in emergency and humanitarian, in field locations as well.**

Professional Requirements

Strong understanding of the humanitarian emergency operating context, the humanitarian system and its flexibility, donors and their high demanding, security and financial management in humanitarian context

Computer (excel) and admin/finance skills

Donor compliance and reporting

Highly able to keep confidentiality

Able to work independently

People Management

Demonstrated leadership and interpersonal skills

Demonstrated experience in staff supervision

Readiness to commit and adhere to the values, mission and vision of INTERSOS

Languages

Excellent in English Language (spoken and written) is mandatory**

Personal Requirements

Ability to communicate openly and maintain good relationship within the team, government and other local authorities, donor, and other stakeholders

Willingness to take responsibility

Ability to cope with stress, and live in environment with very basic living condition

Strong team spirit and ability to work in an intercultural environment

Attention to detail and structured way of approaching tasks (well organized), and to plan ahead and result oriented (pro-active)