Yemen: Logistics Coordinator - Iraq

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: Logistic Coordinator (LC)

Location: The post holder will be based in Erbil with frequent missions to Baghdad and other Iraqi Governorates, as necessary

Reporting to: Head of Mission

Starting date: As soon as possible

Duration of contract: 6 months

Dependents: No

2. General context of the mission

INTERSOS had been working in Iraq from 2003 till 2010 with programs aimed at responding to urgent material safety needs and enhancing access to basic social services for vulnerable individuals and communities in Central and Southern Iraq, Baghdad and Kurdistan. Over the years, INTERSOS operations developed encompassing activities in health care, legal protection and assistance, warehousing and distribution of essential goods, mine/UXO clearance, shelter, water and sanitation, psychosocial support and education targeting internally displaced people and voluntary returnees, as well as host communities, with special focus on most vulnerable groups (children, women, elderly and persons with special needs).

Following the conflict in the Syrian Arab Republic and the deterioration of the humanitarian situation which is negatively affecting also the neighboring countries, in November 2013 INTERSOS has resumed the operations in the area to contribute towards ensuring emergency relief and social protection assistance for the Syrian refugees fleeing their home in search of safety. Furthermore, since the surge in violence between armed groups and government forces with fighting spreading into Central and Northern Iraq, in July 2014 INTERSOS has extended its operations in the Kurdistan Region and is currently providing services and activities aimed at assisting both Syrian refugees and Iraqi IDPs in camp and non-camp settings, with interventions mainly concentrated on the Community Services, Protection, Food Security and Education Sectors. INTERSOS is now planning to further contribute towards assisting vulnerable conflict-affected civil population in the whole of Iraq by expanding the on-going activities in terms of geographical target areas and sectors of expertise to properly respond to unmet needs and detected gaps. Within the framework of the current Contingency Plan for the Mosul humanitarian operation, INTERSOS is directly engaged in preparedness and pre-positioning, specifically in Ninewa and Salah al-Din Governorates, concentrating in health, NFIs and shelter and protection activities.

3. Tasks and responsibilities

The Logistics Coordinator defines and implements technical/logistic 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 infrastructure.

Specifically the Logistics Coordinator is responsible to:

Generic duties

· Establishing, harmonizing and maintaining appropriate standardized logistics procedures and policies across the mission and according to donor requirements including procurement, fleet management and IT procedures and mechanism.

· 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 unfavorable 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.

Specific duties

Procurement responsibilities

· 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.

Fleet and asset management responsibilities

· 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.

IT management responsibilities

· 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.

4. Required profile/experience

· Education: Relevant degree and/or equivalent Logistics working experience.

· 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 English

· Arabic language skills will be considered as an asset

· Ability to deal with stress and demanding working environment

· Readiness to commit and adhere to the values, mission and vision of INTERSOS

Qualified applicants are requested to submit their curriculum vitae, motivation letter and 2 references to: recruitment@intersos.org, specifying in the subject''**LC Iraq”**

Only short-listed candidates will be contacted for the first interview