INTERSOS is an independent non-profit humanitarian organization committed to assist the victims of natural disasters and armed conflicts. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, and respect for diversity and coexistence, paying special attention to the most vulnerable and unprotected people.
1. Terms of reference
Job Title: Roving Logistics Coordinator (RLC)
Country: Tchad, Mauritania, Democratic Republic of Congo, Central African Republic, Cameroun, Nigeria
Duty Station: Based in Yaoundé, with frequent missions to the field, in Nigeria, CAR , DRC, Mauritania, Tchad, other countries to be defined
Starting date: 06/01/2018
Contract duration: 1 year
Reporting to: Head of Mission, functionally to Logistics Unit Coordinator
Supervision of: Local staff, according to the 2018 projects extent
2. General context of the project
INTERSOS WCA is currently made by Cameroun, Nigeria, CAR, DRC, Mauritania and Tchad; at the same time, INTERSOS is planning to carry out some rapid needs assessments in order to contribute to the humanitarian response in other countries such as Niger. Despite the fact INTERSOS WCA has been steadily growing during the last three years, its average country dimension is still pretty small with limited logistical capacities in terms of human resources availability (both expat and local ones). In order to make the logistical component of each and every INTERSOS WCA mission more efficient and effective, a temporary ad hoc support has to be foreseen – on a roving basis - by a RLC
3. General purpose of the position
The RLC 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 infrastructures.
4. Main responsibilities and tasks
Establishing, harmonizing and maintaining appropriate standardized logistics procedures and policies across the different missions and according to donor requirements including procurement (as training to local staff), 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 instructions, policies and procedures.
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
Contributing to info collection, allowing the Head of Mission to have a clearer picture of the security conditions
Facilitating the implementation of the INTERSOS security guidance, taking part to security briefings and / or trainings to be imparted to national and international staff, monitoring their enforcement, other to be defined in collaboration with the Head of Mission
Other, based on what suggested by and agreed with the Head of Mission.
5. Required profile and experience
Relevant degree and/or equivalent Logistics working experience.
Relevant working experience of at least 3 years and previous Humanitarian experience.
- Strategic vision, leadership, people management, teamwork and flexibility, ability to work under pressure in a highly complex emergency context
- Excellent organizational skills in highly complex emergency operation
- Able to ensure quick quality delivery in stressful environment
- Very strong interpersonal skills: strong communication and diplomatic skills
- Practical and problem-solver
- Excellent ability to establish inter-personal relations and good negotiation skills
- Good knowledge of MS Office (Word, Excel, Outlook)
Fully proficient in written and spoken French and English
- Ability to deal with stress and demanding working environment
- Readiness to commit and adhere to the values, mission and vision of INTERSOS
In case you encounter difficulties applying through INTERSOS' platform, you can also apply by sending your CV, motivation letter and 2 references via email to firstname.lastname@example.org , with subject line: " SR--263 Roving Logistics Coordinator - West and Central Africa".
Only short-listed candidates will be contacted for the first interview.
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