NTERSOS 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 Procurement Coordinator
Code: SR-31-9458
Country: Chad
Place of assignment: N’djamena with frequent missions on various projects
Start date: 04/11/2024
Contract duration: 10 months
Under the supervision of: Head of Mission
Functional supervision: Regional Logistics Coordinator West Africa
Dependents: 25
Duty station: Non-family duty station
General context of the project
The conflict in the Lake Chad Basin has intensified in the last two years due to attacks by unidentified armed groups on civilians, which have forced millions of people from their homes, forcing them to access essential services and destroying local infrastructure. The conflict has affected all four countries of the Lake Chad Basin (Cameroon, Chad, Niger and Nigeria) and overall, 2.4 million people have been forced from their homes.
The Lake region is even more vulnerable to the influx of people who are putting additional pressure on the already limited resources and weak basic infrastructure of the less developed regions of Chad. This food and nutrition crisis, displacement, epidemics and natural disasters contribute to exacerbating humanitarian needs and amplifying existing vulnerabilities.
General objective of the position
Define and implement all strategies in terms of supply, logistics, Information and Communications Technologies and support the mission, ensuring the relevance and coherence of logistics and supply systems, the adequacy of the means provided and compliance with the INTERSOS standard, protocols and procedures in order to promote the development of the mission and optimize the impact of the projects.
Work closely with program and administrative staff to ensure comprehensive reporting, support and assistance for all INTERSOS activities.
Main responsibilities and tasks
Coordination and support
- Actively participate in defining and updating annual project planning and budgets, defining strategies and advising the Head of Mission in translating identified logistics, supply and ICT needs into objectives, priorities and resources required for the mission.
- Monitor the implementation of logistics, supply and ICT activities within the mission (construction and rehabilitation, stock and supply of non-medical and medical equipment, fleet and transport management, water and hygiene and sanitation, vehicles and machinery, equipment/facilities and infrastructure, security regulations (implementation and execution, ICT, assets, etc.)
- Ensure 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.
- Provide technical reference and support for all logistics, supply and ICT issues in the mission, provide coaching to logistics staff and represent INTERSOS in meetings with authorities, other NGOs and coordination networks for technical/logistics issues
- Ensure the production of Standard Operating Procedures (SOPs) at mission level (if required) for logistical needs.
Logistics information management
- Provide monthly reports to the Head of Mission and Regional Logistics Coordinator (through IMP platform) and related persons on the projects/evolution of the mission from a technical/logistical perspective and propose corrections as needed.
- Ensure that logistics data reported in the online INTERSOS Management Platform (IMP) is correctly used and accurate. Provide training to mission staff as required and support the implementation of the INTERSOS platform in the mission.
Supply Chain Management
- Monitor the overall procurement performance of the mission. Ensure efficient and cost-effective procurement planning by liaising with technical staff, base leaders and/or project managers. Ensure that online procurement plans are created on IMP and up to date while ensuring that INTERSOS and donor procurement policies and procedures are adhered to at all times. Conduct research to identify 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 consistency of application process, proper documentation and filing.
- Develop and implement service contract management instructions, policies and procedures. Review and re-evaluate existing service contracts and monitor regular rent, utility payments (i.e. electricity, water, gas, etc.), office and guest house maintenance contracts and operating cost procedures. Ensure that they are properly processed by the Logistics Officer and deputies, administration or focal points.
- Ensure that the Supply Manager, Deputy and Base Logistics Officer maintain a list of prequalified suppliers per base.
- Ensure proper storage of all project materials in warehouses/stockrooms in accordance with INTERSOS Procurement Standard Operating Procedures (SOPs) and regular quarterly inventory checks
- 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
- Undertake the acquisition of medical products (internationally and domestically in coordination with program teams and head office teams). Ensure customs clearance of goods imported for medical and non-medical purposes into the country, including ensuring that required documentation is provided prior to importation of goods.
Transport management
- Ensure that the INTERSOS vehicle fleet management model, movement security protocols and the organization’s identity manual are applied in missions – the vehicle fleet is checked, maintained regularly and that vehicles are insured and taxes are paid.
- Ensure proper tracking and monitoring of fuel consumption and usage of vehicle log, maintenance log, fuel log and other fleet formats and templates by field logistics personnel. Ensure proper vehicle documentation (i.e. rental, insurance, mechanical inspection, etc.) is properly processed by logistics personnel
- Contribute to the development of sustainable transport management approaches by streamlining INTERSOS environmental policy and regional office suggestions
Facilities/Infrastructure and Communications Management
- Supervise the installation, maintenance and operation of premises, offices and guest houses while ensuring that they are in good condition in accordance with INTERSOS minimum standards and the organization’s identity manual. Ensure the implementation of defined safety and security measures and conduct inspection visits to assess the rehabilitation needs of the organization’s facilities and infrastructure.
- Ensure that the organization’s facilities and premises have adequate ICT infrastructure and equipment to support INTERSOS platforms (in accordance with policies and procedures) enabling continuous communication between capital offices, projects, bases and headquarters and the proper management of bases. Ensure that all mission staff have received appropriate training on how to use available communication 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 the regional office
Asset management
- Oversee the purchase, use and maintenance of ICT assets, office and project equipment and communication tools, while ensuring that all mission assets registered in the IMP platform are documented and associated with unique INTERSOS asset numbers. Assets must be tagged and recorded in accordance with asset management policies and procedures.
- Declare the list of assets 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 on a quarterly basis
Human resources management
- Coordinate the logistics team and participate in HR processes (recruitment, training, briefing/debriefing, assessment, potential, detection, staff development and internal communication) to ensure both the level and quantity of knowledge required for the activities for which he is responsible.
Applied Security
- In collaboration with the Head of Mission and the Security Referent is responsible for the co-definition and monitoring of the technical aspects of the risk reduction policy, transportation, communications, protections, 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. Is the backup person for security in the absence of the Head of Mission
Required profile
Education
- Essential degree and specialization in logistics and/or supply chain management
Professional experience
- Essentially at least four years of work experience in relevant jobs and previous humanitarian experience with NGOs in developing countries. Previous experience in emergency settings desirable
- Proven experience in medical logistics management, including the importation of medical products.
- Essential computer skills (Word, Excel and Internet).
Professional requirements
- Strategic vision
- Leadership
- People management and development
- Service Orientation
- Behavioral flexibility
- Results and quality orientation
- Stress management
- Commitment to INTERSOS Principles
LANGUAGES
- Fluent French (spoken, read, written).
- Good knowledge of English and/or Arabic (desirable).
Personal requirements
- Analytical and synthetic mindset;
- Ability to propose relevant technical solutions;
- Interpersonal and writing skills;
- Autonomy, organizational skills, rigor;
- Proven negotiation skills and a spirit of consultation;
- Respect for deadlines and adaptability to unforeseen circumstances;
- Ability to work in project mode, prioritize and report on activity;
- Honesty, integrity, team spirit
How to apply
Interested candidates are invited to apply by following the link below: https://www.intersos.org/en/field-eng/#intersosorg-vacancies/vacancy-details/668666176929000027ce3317/
Please note that our application process consists of 3 very quick steps : register (including your name, email, password and nationality), log in and apply by attaching a CV in PDF format . With this platform, candidates will be able to track the history of their applications with INTERSOS.
Please also include the name, position and contact details of at least three references : two line managers and one HR representative . Family members should be excluded.
Only candidates selected for the first interview will be contacted.
