Logistics 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: Logistics Coordinator

Code: SR-52-2004

Duty station: Tripoli/Benghazi

Starting date: 01/01/2022

Contract duration: 6 months renewable

Reporting to: Head of Mission

Supervision of: 1 logistic officer, 2 logistic assistant

Dependents: Non-family duty station

General context of the project

INTERSOS is an Italian humanitarian organization on the first line that works all over the world bringing assistance to people in danger victims of natural disasters and armed conflicts.

INTERSOS, with its own humanitarian operators, intervenes to effectively meet the needs of people in crisis, with a particular attention to the vulnerable groups, as women and children. It provides first aid, food, shelter, medical assistance and basic goods. It ensures that basic needs, as education, clean water and health, are met.

In Libya INTERSOS is active since 2018, operating in 3 bases, across West, East and South, with programmes focused on protection and edcuation.

General purpose of the position

Defining and implementing all supply and technical

logistics strategies and support to the mission, ensuring the pertinence and

coherence of logistics and supply programmes, adequacy of the means provided

and the compliance to INTERSOS standard, protocols and procedures in order to

enable the development of the mission in perfect working conditions and

optimise the impact of the projects. The Logistics Coordinator will work

closely with Program and administrative staff to ensure comprehensive

reporting, support and assistance to all INTERSOS activities. The Logistics

Coordinator is responsible for the logistics management of IMP software.

Main responsibilities and tasks

• Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission (HoM) in the translation of the identified logistics/technical needs into objectives, priorities and resources needed for the mission

• Responsible for monitoring the implementation of logistics/technical activities in the mission (construction and rehabilitation, stock and supply of material, fleet management and transport, 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, and reporting to the HoM on the development of the ongoing programmes and proposing reorientation strategies when needed

• Provides monthly reporting to the HoM and Logistics Unit Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed

• Coordinates 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/she is accountable for

• Responsible for ensuring technical reference and support for all logistics/technical issues in the mission, providing coaching to logistics staff and representing INTERSOS in meetings with Authorities and other NGOs for technical/logistics related issues

• Responsible for ensuring installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition as well as all the equipment required

• Responsible for ensuring the proper purchase use, maintenance and registration of IT assets and office equipment (computers, software, backups, etc.) and communication tools as well as the communication means in the Mission (including numbers, frequencies), allowing permanent communication between capital, projects, bases and HQ. Ensuring all staff in the Mission benefits from proper training on how to use communications equipment available in the Mission (e.g. satellite phones, HF/VHF radios, computers, etc.)

• In collaboration with the HoM, 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 observation and reporting to the HoM of any problem. For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics Coordinator will have to create an appropriate environment to facilitate exchange of information on security situation and will be the security back up in the absence of the HoM

• Coordinate with the Admin 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

• 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 to ensure that procurement plans are detailed, in place and up to date. Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality

• Develop and implement service contract management instructions, policies and procedures. Examine and re-evaluate existing service contracts and overseeing 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 Assistants, Administration and/or Focal Points

• Maintain and update an established suppliers list per base, in coordination with logistics staff and Admin/Finance Department

• Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs

• Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored

• Ensure that the 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

• Initiate regular fixed assets and inventory check on a quarterly basis

• Ensure the production of mission level’s SOPs (if needed) for the Logistics needs

Required profile and experience

Education

• Masters/Postgraduate academic qualification on Logistics and Supply Chain Management or any 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

• Fully conversant in English Language is mandatory
• Basic knowledge of French Language is mandatory
• Arabic Language is a plus

Personal Requirements

• Strong team spirit, comfortable in a multi-cultural environment
• Teamwork
• Ability to work and adapt in different environments
• Very strong interpersonal skills: strong communication and diplomatic skills
• Practical and problem-solver