INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.
Terms of reference
Job Title: Country Supply Manager
Code: 60-2493
Duty station: Ukraine: based in Vinnytsia with regular travel to L’viv and Poltava
Starting date: 30/06/2022
Contract duration: 6 months
Reporting to: Country Logistics and Supply Coordinator
Supervision of: Supply and Warehousing staff
Dependents: Non-family duty station
General context of the project
The war broke out in Ukraine in March 2022. Since then, millions of people have fled to the neighbouring countries, raising a big concern on how to manage such an immense flux of people. In order to support refugees, INTERSOS is setting up an emergency response operation in Poland and Ukraine.
General purpose of the position
He/she will be responsible for the correct planning, implementation and monitoring and management of the supply chain activities and sections (order processing, procurement, warehouse and transport and customs), in accordance with INTERSOS protocols, standards and procedures in order to contribute to an efficient running of the mission.
Main responsibilities and tasks
Coordination and support:
Participate actively in the definition and monitoring of annual project planning and budgets and the Emergency Preparation Plan, defining strategies and advising the Logistics Coordinator in the translation of the identified needs into objectives, priorities and resources needed for intervention
Manage the supply sections at coordination level: order processing, procurement, warehouse (log and med), and transport scheduling and customs activities in coordination with the Country Logistics Coordinator and Base Logistics Officers. Coordinate communication lines and functional links between the supply and Finance and Medical departments
In collaboration with the Country Logistics Coordinator define the Warehouse and Stock Management activities and plan the annual budget in order to identify and optimise the response to the needs of the mission and the targeted population
Logistics Information Management:
- Ensure that data reported in INTERSOS Logistics software (IMP & IMS) are correctly used and accurate. Provide training to staffs if required
Supply-Chain and Procurement Management:
Define, monitor, evaluate and ensure the implementation of the strategies and overall supply activities in the mission, making adjustments where needed, according to INTERSOS standards, protocols and procedures. This includes guaranteeing of the following:
Guarantee the respect of INTERSOS and donor procurement policies and procedures
Create the online Procurement Plan on IMP
Ensure a smooth running supply administration in IMP (Purchase Request Management) and the respect of the implemented supply procedures
Stabilise supply activities within regular and emergency intervention of the projects and manage field visits on regular basis to offer a permanent support to the direct and indirect supply stakeholders
Validate the use of the supply related third parties (suppliers, transport companies, freight forwarders, etc.) proposed by the Supply Assistants, together with the technical referents when needed
Draft tender documents in coordination with the Country Logistics Coordinator
Maintain INTERSOS country/base pre-qualified list
Apply SOP 37 and SOP 38
Plan, coordinate and supervise the daily activities of the supply sections and define their level of priority. Implement the adequate tools and procedures
Plan and collaborate with the Global Supply Office on International Procurement processes. Follow up on the payment to suppliers in coordination with Regional Finance Coordinators and the GSO
Monitor the Warehouse and Stock Management activities, following up the medical and logistics stocks, ensuring compliance with INTERSOS standards, protocols and procedures, and report to the line manager on the development of the ongoing programmes. This include the following activities:
Ensure all equipment and premises are adapted to the proper storage of goods in compliance with the customer's requirements and good distribution practises
Ensure the proper physical and administrative management of the products inside the warehouse in collaboration with the stock owners (SOPs, flow management, warehousing tools, inventories…) and guarantee the application of the SOP in pharmacy management
Ensure the safety and the security for goods and people inside and outside the premises under his responsibility
Analyze monthly/quarterly warehouse data, identify problems and propose solutions to line manager, stock owners and pharmacist
Oversee regular inventory check on a quarterly basis
Human Resources Management:
Evaluate the workload of supply and warehouse staffs and the performance proposing re-dimensioning where necessary
Plan, supervise and implement, in close coordination with the HR department, the associated processes (recruitment, training, briefing/debriefing, performance evaluation, detection of potential, development and internal communication) of the staffs under his/her responsibility in order to ensure both the sizing and amount of knowledge required
Required profile and experience
Education
Degree and specialization in Logistics/Supply Chain
Professional Experience
Minimum two years’ experience in supply chain management and in organization of supply administration and procedures
Desirable proven understanding of INTERSOS Field Logistics (general knowledge of INTERSOS equipments and kits in accordance to the nature of the project)
Professional Requirements
Essential computer literacy (word, excel and internet)
High level of integrity and understanding of procurement ethics
Planning and organisational skills and ability to meet deadlines
Languages
English
Local language desirable
Personal Requirements
Negotiation skills, communication and interpersonal skills
Service orientation
Initiative
Analytical thinking & decision making
People management and development
Flexibility and adaptability
Results and quality orientation
Teamwork and cooperation
How to apply:
Interested candidates are invited to apply following the link below: https://www.intersos.org/posizioni-aperte/missioni/#intersosorg-vacancies/vacancy-details/626037dad0ba54001fdbcebb/
Please note that our application process is made of 3 quick steps: register (including your name, email, password, citizenship and Skype address), sign-up and apply by attaching your CV and motivation letter in PDF format. Through the platform, candidates will be able to track their applications’ history with INTERSOS. In case you encounter severe difficulties applying through the platform, you can send an email attaching your CV and motivation letter (both in PDF version) via email to recruitment@intersos.org, with subject line: “Platform issue – SR-60-2493-Position”.
Please also mention the name, position and contact details of at least two references, including the line manager during your last job. Family members are to be excluded.
Only short-listed candidates will be contacted for the first interview.