INTERSOS is a non-profit, Non-Governmental Humanitarian Organization whose goal is’ to assist victims of natural disasters and armed conflicts. INTERSOS bases its action on the values of solidarity, justice, human dignity,’ equality of rights and opportunities for all peoples, respect for diversity, cohabitation,’attention to the most vulnerable social groups.
Reference terms
Position title : Coordinator(trice) Logistics and Supply
Code: SR-46-9452
Country: RCA
’ation place : Bangui, with frequent visits to the various projects
Date of taking office : 20/09/2024
Contract duration 1 Year
Under the supervision of : Head of Mission
Functional supervision : Regional Logistics Coordinator (ECA)
Dependents: Logistics and Supply Team of the Mission
Place of employment: without family
General context of the project
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 works in partnership with United Nations agencies and institutional donors in 7 out of 16 provinces with activities in the areas of GBV protection, nutrition and maternal health, for the benefit of vulnerable and disadvantaged populations. The/coordinator(trice) logistics and supply will have to support our activities both in Bangui and, above all, on the 4 field bases that 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, ensuring the relevance and consistency of logistics and supply systems, the adequacy of the means made available and compliance with INTERSOS standards, protocols and procedures to promote mission development and optimize project impact.
Work closely with program and administrative staff to ensure full reporting, support and assistance with all INTERSOS activities.
Is responsible for the logistics management of the IMP software and is part of the Mission Senior Management Team (SMT).
Main responsibilities and tasks
Coordination & support
Actively participates in the definition and updating of annual project planning and budgets, defining strategies and providing advice to the head of mission to translate identified logistics, procurement and ICT needs into mission objectives, priorities and resources
Is 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, safety rules (implementation and application, ICT, goods, etc.)
Ensures compliance with INTERSOS standards, protocols and procedures, throughout the mission and in accordance with donor requirements, including procurement. Reporting to the head of mission on the development of ongoing programs and proposing reorientation strategies as required
Is responsible for providing technical reference and support for all logistics, procurement and ICT issues in the mission, providing guidance to logistics staff and representing INTERSOS in meetings with authorities, other NGOs and coordination networks on technical and logistical issues
Ensures the production of SOPs at the mission level (if necessary) for logistical needs
Management of logistics information
Provide monthly reports to the head of mission, the regional logistics and procurement coordinator (through the ERP) and relevant persons on the technical and logistical evolution of projects and missions, and propose corrections where necessary.
Ensure that the data reported in the INTERSOS Logistics (Intersos Management Platform – IMP) software is correctly used and accurate. Provide training to mission staff as necessary and support the implementation of INTERSOS Logistics software in missions.
Supply chain management and supply
Monitoring the overall procurement performance for the mission. Ensure effective 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 the procurement policies and procedures of INTERSOS and funders. 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 carried out on time and in compliance with financial systems.
Plan and conduct field audits to ensure consistency of process, application and maintenance of appropriate documentation and classification.
To develop and implement instructions, policies and procedures for the management of service contracts. Review and re-evaluate existing service contracts and supervise regular rents, utility payments (i.e., electricity, water, gas, etc.), contracts for the maintenance of offices and guest houses, and procedures relating to operating costs. Ensure that they are properly supported by the logistics and supply officer and assistants, administration and/or focal points.
Overview of the fact that the procurement manager/assistant and field coordinator (logistics and procurement officer(e) maintain a list of pre-qualified suppliers by base
Is responsible for ensuring the proper storage of all project materials in the warehouse/stock, in compliance with INTERSOS SOPs of supply and regular quarterly inventory checks
Verify and coordinate with logistics personnel that deliveries of goods are carried out as planned and properly stored
Prepare and launch tender documents in coordination with the procurement team
Transport management
Ensure that the INTERSOS fleet management model, movement safety protocols and brand identity manual are applied in the missions – the fleet is checked and regularly maintained, vehicles are insured and taxes are paid.
Follow up on the proper monitoring of fuel consumption and the use of the vehicle logbook, maintenance logbook, oil logbook and other fleet formats and models by the logistics staff of the coordinator in the field. Ensure that proper vehicle documentation (i.e., rental, insurance, mechanical inspection, etc.) is properly managed by logistics personnel.
Contribute to the development of sustainable approaches to transport management by streamlining INTERSOS environmental policy and suggestions from regional offices.
Facilities and communications management
Oversee the installation and maintenance of functional office spaces and guesthouse 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 facilities
Ensure facilities have the appropriate IT and communications infrastructure and equipment to maintain INTERSOS software platforms and in accordance with policies and procedures – enabling ongoing communication between capital assets, projects, bases and headquarters and good base management. Ensure that all mission personnel are adequately trained in the use of available communications equipment (e.g., satellite phones, HF/VHF radios, computers, etc.)
Contribute to the development of sustainable approaches to facilities management by streamlining INTERSOS environmental policy and suggestions from regional offices.
Asset management
Oversee the purchase, use and maintenance of computer assets, office and project equipment, and communication tools, while ensuring that all mission assets registered in the ERP are documented, receive unique INTERSOS asset numbers, and are labelled and registered in accordance with asset management policies and procedures.
Report the list of assets at the end of the project and supervise the transfer of assets according to the destination defined with the program service
Oversee the regular audit of capital assets quarterly
Management of human resources
Coordinate the logistics team and participate in HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff development and internal communication) to ensure both the dimensioning and the amount of knowledge required for the activities for which it is responsible
Security applied
In collaboration with the Head of Mission and the Security Coordinator (if applicable), he 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, including the evacuation plan and emergency plan, the daily monitoring of safety rules and the reporting of any problems to the Head of Mission. To this end, in the absence of a dedicated security focal point, the logistics coordinator should create an appropriate environment to facilitate the exchange of information on security situations. This is the safeguard of security in the absence of the head of mission.
Required profile
Education
- Essential higher university degree 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. Desirable prior experience in the field of emergencies
Professional requirements
● Essential knowledge in computer science (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
- Staff management and development
- Orientation towards the service
- Behavioral flexibility
- Orientation towards results and quality
- Stress management
- Commitment to INTERSOS Principles
How to apply
Interested candidates are invited to postulate by following the link below:https://www.intersos.org/en/field-eng/#intersosorg-vacancies/vacancy-details/66827f21e5384e002a17ac30/
Please note that our application process consists of 3 Very fast steps: S’register (including your name, email, password and nationality), to connect and postulate by joining CV in version PDF. With this platform, candidates will be able to follow the history of their applications with INTERSOS.
Please also mention the name, position and contact information at least three references: two line supervisors and one HR referent. Family members are to be excluded.
Only candidates selected for the first interview will be contacted.
