SR-46-9452 Coordinateur(trice) Logistique et Approvisionnement – RCA At INTERSOS

INTERSOS is a non-profit, non-governmental humanitarian organization whose objective is to assist victims of natural disasters and armed conflicts. INTERSOS bases its action on the values ​​of solidarity, justice, human dignity, equal rights and opportunities for all peoples, respect for diversity, coexistence, and attention to the most vulnerable social groups.

Terms of reference

Job title : Logistics and Supply Coordinator

Code: SR-46-9452

Country: CAR

Duty station : Bangui, with frequent visits to various projects

Start date : 09/20/2024

Contract duration : 1 year

Under the supervision of: Head of Mission

Functional supervision: Regional Logistics Coordinator (ECA)

Dependents: Mission Logistics and Supply Team

Duty station: No family

General context of the project

The CAR is still in a very precarious situation from a security point of view with the presence of internally displaced persons and refugees on its territory. INTERSOS operates in partnership with United Nations agencies and institutional donors in 7 out of 16 provinces with protection activities, against GBV, nutrition and maternal health, in favor of vulnerable and disadvantaged populations. The logistics and supply coordinator will have to support our activities both in Bangui and, above all, on the 4 field bases which currently allow us to be operational in the 7 provinces where we work.

General objective of the position

Define and implement all procurement, logistics and ICT and mission support strategies, ensuring the relevance and coherence of logistics and procurement systems, the adequacy of the resources made available and compliance with INTERSOS standards, protocols and procedures to promote the development of the mission and optimize the impact of projects.

Work closely with program and administrative staff to ensure comprehensive reporting, support and assistance for all INTERSOS activities.

Responsible for the logistics management of the IMP software and is part of the Senior Management Team (SMT) of the mission.

Main responsibilities and tasks

Coordination and support

Actively participates in defining and updating annual project planning and budgets, defining strategies and providing advice to the Head of Mission to translate identified logistics, supply and ICT needs into objectives, priorities and resources required by the mission

Responsible for monitoring the implementation of logistics, supply and ICT activities in the mission (construction and rehabilitation, storage and supply of non-medical and medical equipment, fleet management and transport, water and sanitation, vehicles and engines, equipment/facilities and infrastructure, security regulations (implementation and enforcement, ICT, assets, etc.)

Ensures compliance with INTERSOS standards, protocols and procedures, across the mission and in line with donor requirements, including procurement. Report to the Head of Mission on ongoing programme development and propose reorientation strategies as needed

Responsible for providing technical reference and support for all logistics, supply and ICT issues in the mission, providing mentoring to logistics staff and representing INTERSOS in meetings with authorities, other NGOs and coordination networks for technical and logistics issues.

Ensures production of mission level SOPs (if required) for logistical needs

Logistics information management

Provide monthly reports to the Head of Mission, Regional Logistics and Supply Coordinator (through PGI) and relevant individuals on the progress of projects and missions from a technical and logistical perspective, and propose corrections if necessary.

Ensure that data fed back into the INTERSOS Logistics software (Intersos Management Platform – IMP) is correctly used and accurate. Provide training to mission staff where necessary and support the implementation of the INTERSOS Logistics software in missions.

Supply Chain Management and Procurement

Monitoring overall procurement performance for the mission. Ensure efficient and cost-effective procurement planning by liaising with technical staff, field coordinator and/or project managers. Ensure that online procurement plans are created on IMP and up to date, while ensuring compliance at all times with INTERSOS and donor procurement policies and procedures. Research to determine the best products and suppliers in terms of best value for money, delivery times and quality

Coordinate with the Administration and Finance department to ensure that payment processes to suppliers are completed on time and in compliance with financial systems.

Plan and conduct field audits to ensure process consistency, application and maintenance of proper documentation and filing.

Develop and implement service contract management instructions, policies and procedures. Review and re-evaluate existing service contracts and oversee regular rents, utility payments (i.e. electricity, water, gas, etc.), office and guest house maintenance contracts and operating cost procedures. Ensure that these are properly supported by the Logistics and Supply Officer and assistants, administration and/or focal points.

Overview that the Procurement Manager/Assistant and Field Coordinator (Logistics and Procurement Officer) maintain a list of pre-qualified suppliers by base

Responsible for ensuring proper storage of all project materials in the warehouse/stockroom, in compliance with INTERSOS procurement SOPs and regular inventory checks every quarter

Check and coordinate with logistics personnel that goods deliveries are made as planned and correctly stored

Prepare and launch tender documents in coordination with the procurement team

Transport management

Ensure that INTERSOS fleet management model, movement security protocols and brand identity manual are applied in missions – fleet is checked and regularly maintained, vehicles are insured and taxes are paid.

Ensure proper monitoring of fuel consumption and usage of vehicle logbook, maintenance log, oil log and other fleet formats and templates by Field Coordinator Logistics staff. Ensure proper vehicle documentation (i.e. rental, insurance, mechanical inspection, etc.) is properly managed by Logistics staff.

Contribute to the development of sustainable approaches to transport management by streamlining INTERSOS environmental policy and suggestions from regional offices.

Facilities and Communications Management

Supervise the installation and maintenance of functional office spaces and guest house facilities with adequate living conditions and in accordance with INTERSOS minimum standards and brand identity manual. Ensure the implementation of defined safety and security measures and conduct inspection visits to assess the rehabilitation needs of the facilities

Ensure that facilities have adequate IT and communications infrastructure and equipment to maintain INTERSOS software platforms and in accordance with policies and procedures – enabling continuous communication between assets, projects, bases and headquarters and proper base management. Ensure that all mission personnel receive adequate training on the use of available communications equipment (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 suggestions from regional offices.

Asset management

Oversee the purchase, use and maintenance of IT assets, office and project equipment, and communications tools, while ensuring that all mission assets recorded in the ERP are documented, assigned unique INTERSOS asset numbers, tagged and recorded in accordance with asset management policies and procedures.

Report the asset list at the end of the project and supervise the transfer of assets according to the destination defined with the program department

Supervise the regular verification of fixed assets every quarter

Human resources management

Coordinate the logistics team and participate in HR processes (recruitment, training, briefing/debriefing, assessment, potential, detection, staff development and internal communication) in order to ensure both the sizing and the quantity of knowledge required for the activities for which he is responsible

Applied security

In collaboration with the Head of Mission and the Security Coordinator (if applicable), he/she is responsible for co-defining and monitoring the technical aspects of the risk reduction policy, transportation, communication, protection, identification and preparation of the technical aspects of the mission’s security policy and guidelines, evacuation plan and emergency plan, daily monitoring of security rules and reporting to the Head of Mission of any problems. To this end, in the absence of a dedicated security focal point, the Logistics Coordinator must create an appropriate environment to facilitate the exchange of information on security situations. This is the security backup in the absence of the Head of Mission.

Required profile

Education

• Higher University Degree essential and specialization in logistics and/or supply chain management

Professional experience

Essentially, at least four years of professional experience in relevant logistics positions and previous humanitarian experience with NGOs in developing countries. Previous experience in the field of emergencies desirable

Professional requirements

● Essential computer skills (Word, Excel and Internet)

LANGUAGES

• The language of the mission is essential (French).
• A good command of English is also an asset.

Personal requirements

• Strategic vision
• Leadership
• Personnel management and development
• Service Orientation
• Behavioral flexibility
• Results and quality orientation
• Stress management
• Commitment to INTERSOS Principles