Logistics Coordinator – Venezuela

Job
from International Medical Corps
Closing date: 25 Oct 2019

International Medical Corps is a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.

Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in areas worldwide. By offering training and health care to local populations and medical assistance to people at high risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

Background

International Medical Corps has appointed a country representative since March 2019 who is actively participating in coordination meetings with working groups to discuss key issues, including health; Nutrition; mental health and psychosocial support; protection; and water, sanitation and hygiene (WASH). International Medical Corps has been a key collaborator in meetings with UN agencies, including the Pan American Health Organization, the Office for the Coordination of Humanitarian Affairs and the United Nations Children’s Fund, as well as with local organizations and donors.

International Medical Corps has submitted projects to several donors to address critical needs, including: (1) lack of specialized doctors and health personnel; (2) lack of maintenance for medical equipment; (3) lack of medicines and medical supplies; (4) lack of water treatment, food and potable water; (5) lack of medical waste management services; 5) lack of food supplies to address malnutrition; 6) lack of Protection services.

Additionally, as of September 3, 2019, International Medical Corps is one of the few international non-governmental organizations registered as a Civil Association non-profit organization in Venezuela and authorized to provide humanitarian services. International Medical Corps continues to work with IFRC, PAHO, UNICEF other international actors, and local non-profit organizations. By launching efforts with local organizations, International Medical Corps will prioritize not only reaching those most in need, but also building the capacity of the local organizations to provide services for the long-term. International Medical Corps has already identified local partners. International Medical Corps has shipped medicines and medical supplies with a value of more than $500,000 to Caracas, with support from the International Federation of Red Cross and Red Crescent Societies (IFRC). International Medical Corps provided medications and medical supplies directly to IFRC and Venezuelan Red Cross (VRC), who support 20 inpatient health facilities and 16 outpatient clinics in Caracas.

International Medical Corps (IMC) is now coordinating with international and local partners in Venezuela and is prepared to deliver a multi-sectoral response to meet the urgent health, water, sanitation and hygiene (WASH) in health facilities, protection and nutrition needs of families and communities. Activities will focus on providing essential services with a focus on reaching vulnerable populations, including children, pregnant and lactating women, elderly people and service evaluations. International Medical Corps, will target 22 health facilities that provides outpatient services in 11 states and will provide MMU services in 7 states and 117 communities. At the health facility level, services will include provision of pharmaceutical supplies, health and reproductive health services, capacity building, consultations, mental health services, WASH including hygiene promotion, MH, PSS service and last but not least nutrition services. International Medical Corps will work with 2 local partner at health facility level and MMU. These two are FUDEP and Fundación Nativo. As for the Protection / GBV services, IMC will support 3 women centers through partnering with 2 additional local subs- FUNDANA and Fundación Habla.

Job Purpose

The Logistics Coordinator will lead IMC Logistics Department operational support structure, committed to provide reliable and timely program activities support in order to achieve efficient services to our beneficiaries. The Logistics Coordinator is responsible for, and accountable for, the delivery of all logistics and supply chain related activities in accordance with International Medical Corps Logistics policies and procedures. Additionally, the Logistics Coordinator will provide the technical oversight, input and supervision to coordinate the staff support to, delivery of, and implementation of, all logistics support systems according to IMC Logistics policies and procedures. The senior logistic coordinator will provide planning support and advice to those making a procurement request, then process and manage the procurement process (either locally or internationally) in accordance with IMC policies and procedures, in a transparent, accountable, efficient and cost effective manner. The Logistics Coordinator will also proactively coordinate and direct the management and tracking of all medical supplies, equipment, materiel and food in transit, through its receipt, storage, and onward distribution to include the locating and negotiating contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements. Finally, Logistics Coordinator will supervise and coordinate all matters logistics relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms etc) are complete and serviceable; and that usage of fuel is correctly supervised, and logged and recorded.

Main Responsibilities

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The tasks listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.

  • Directly supervise logistics team and ensure that the team meets the needs of the programs in a timely manner.
  • Establish areas where IMC would benefit from Blanket Purchase Agreements with vendors for frequently procured supplies and services. Oversee and support tendering processes as required.
  • Define and regularly update a country sourcing and contracting strategy and carry on regular market survey for key categories of spend
  • Ensure that all standard reporting is in place for all field offices, consistently applied, and timely submitted to HQ.
  • Set operational objectives with support function leads for all direct reports to achieve compliance, coordination with programmatic activities, and appropriate budget planning.
  • Actively participate in country program management and strategy meetings with other members of the SMT.
  • Actively oversee the engagement with program managers and/or budget holders in procurement plans formulation, reviews and tracking progress
  • Provide leadership and support to all IMC logistics and supply chain staff in Venezuela through development and implementation of robust remote monitoring plans, capacity building and other identified areas of support.
  • Ensure that training plans are developed, fully implemented and refresher trainings provided, both to field-based and supply chain staff as well as to local subs;
  • Support in the preparation and the submission of timely, accurate and clear donor reports and other reporting requirements.
  • Ensure timely roll-out and implementation of any IMC global Supply Chain policies, procedures and systems at national level as may be applicable.
  • Ensure existing practices, policies and procedures are in compliance with IMC global standards.
  • Align field management and supply chain policies across Venezuela to ensure effective and efficient yet maximum conformity, with consideration of any localized and/or contextual variations.
  • Ensure business continuity through an integrated risk management approach, including security, financial, operational and reputation risks by supporting in/developing contingency plans and scenarios; and take ownership of the action plans.
  • Support and work with Head of Office (national staff) across field sites in developing ongoing relationships with local vendors-suppliers, leaders and stakeholders within the operations area.
  • Work to ensure that the mission and work of IMC is known and accepted among and between partners. Work to encourage stakeholders/supplier to work with IMC in ensuring that staff and programs are safe and allowed to continue humanitarian activities.
  • Drive operational excellence to achieve optimal efficiency and cost-effectiveness in all functions and operations of cross-border programs.
  • Build consensus around priorities to improve the delivery of assistance inside Venezuela; streamline business processes between the Supply Chain, Programs and finance units (e.g., financial, procurement, field management, and donor reporting).
  • Oversee the deployment and utilization of global systems and operational policies, procedures, and systems to deliver compliance with IMC and donor requirements.
  • Play an active role in preparing for internal and external audits; ensure recommendations related to logistics and supply chain operations are followed and take all necessary measures to address audit findings

Staff Capacity building and Performance Management, Learning & Development:

  • Coach, train, supervise and mentor direct-report staff, as well local subs including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
  • Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
  • Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
  • Hold high-quality meetings with each direct report on a regular and predictable basis, at least monthly.
  • Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
  • Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment

Coordination and representation: External and International

  • Directly develop and support direct report including Head of Office (national staff) in developing and maintaining effective working relationships with all local vendor-suppliers and other stakeholders - including National Logistics Cluster and INGOs, government ministries/authorities and UN agencies, to enhance cooperation and coordination between organizations.
  • Participate in various cluster and working group meetings as appropriate.
  • Ensure various sector teams are integrated and there is collaboration and coordination amongst and more so with logistics and supply chain teams;
  • Coordinate timely and accurate reporting to HQ reports, donor’s queries and government as needed.
  • Provide critical inputs in developing proposals and preparing, supply and procurement plans as well as consolidated reporting

Working Relationships

  • Proactively engage with supervisor and key staff (Director program, Medical Coordinator Program, Finance Admin Director, and Program Managers) on all matters of logistics and supply chain to assist with ensuring that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms

  • Actively liaise with other IMC regional staff especially Regional Logistics Coordinator, Global logistics and supply chain managers, Global Procurement head and Country Logistics Desk Officer.

Compliance and best practices

  • Committed to fraud detection, risk reduction and fraud reporting; ensure compliance with IMC policies and procedures, donor regulations and local laws.
  • Ensure procurement, transfers and disposals of commodities and software that are subject to Export Compliance are in line with applicable licenses or need new licenses and related actions are properly documented.
  • Ensure that vendor due diligence actions are carried out (and documented) as per required procedures including vendor registration, vendor performance, price/vendor information shared among NGOs, market surveys conducted regularly. Conduct physical verification as required.
  • Work with Finance, Compliance and audit focal points to assess compliance with internal controls and required procurement documentation. Conduct verification of Procurement Inspection checklist and ensure that risks associated to procurement are evaluated regularly and plans are developed to tackle those. Review procurement documentation, internal and external audit reports to detect procurement related risks. Work with country teams to implement corrective measures.
  • Work with senior budget holders review Warehouse spot check calendars is developed to ensure that risks associated to warehouse management are highlighted and plans developed to tackle those. Conducts spot check and control evidence verifications as required.
  • Work with Program Audit Unit team to assess implementation of supply chain and procurement planning procedures for existing and future projects, report gaps and propose corrective measures

Prevention of Sexual Exploitation and Abuse

  • Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps

Code of Conduct

It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.

Qualification

  • Academic degree in logistics or relevant field (desired). Certification in Humanitarian Logistic Supply Chain

Experience

  • Experience (5 to 7 years) in humanitarian logistics management within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.), fleet management and asset management, distribution support.

  • Experience in Supply Chain Management of Specialized foods , Pharmaceuticals and medical supplies at national and international level

  • Proven strong technical capacity building expertise and experience with working with partners

  • Proven record on the ability and experience of the management of country logistics and supply chain at a senior level

  • Have experience in working in the Latin America and Caribbean region

Competencies

  • Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision and monitoring

  • Strong organizational and problem-solving skills with analytic approach

  • Strong interpersonal, management and leadership skills. Experience in remote management

  • Ability to work in participatory manner with staff to assess needs, implement and monitor activities

  • Ability to work in harsh conditions, often in remote areas

  • Some record of experience with donor (especially, OFDA, ECHO, DFID, BPRM, UN-Agencies specific procedures

  • Ability to work in harsh conditions, often in remote areas

  • Proficiency with MS Word and Excel (minimum requirements)

Other

  • Fluency in English and Spanish written and spoken

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.