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 Logistics Manager - Ukraine
Code: 60-2494
Duty station: Based in Vinnytsia with regular travel in Ukraine
Starting date: 30/06/2022
Contract duration: 6 months
Reporting to: Country Logistics and Supply Coordinator
Supervision of: Base Logistics, Supply and IT 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, Moldova and Ukraine.
General purpose of the position
He/she will plan, coordinate and monitor all logistics related activities in the project or capital and provide support to activities, according to INTERSOS protocols and standards in order to ensure an optimal running of the logistics activities.
In the absence of the Country Logistics & Supply Coordinator (CLSC), the Country Logistics Manager (CLM) assumes provisionally some of the CLSC’s responsibilities and tasks.
Main responsibilities and tasks
Coordination and support:
Assist the and CLSC in the definition and follow-up of logistics activities in the projects or capital, in order to identify and give a response to the needs of the targeted population
Ensure technical reference for all logistics/technical issues in the projects and provide coaching to logistics staff under his/her responsibility.
Participate in monthly reports according to guidelines
Ensure and monitor the implementation of logistics/technical activities in the project/capital including the following:
logistics: (construction, transport of goods and staff, communications, water and sanitation, vehicles and engines, equipment/installation and infrastructures, communications, installation and maintenance of functional office spaces and lodging facilities for international staffs in adequate living conditions)
WHS: implementation of water, health and sanitation activities
Logistics Information Management:
- Ensure that data reported in INTERSOS Logistics software by the Base Logistics Officers (Intersos Management Platform - IMP) is correctly used and accurate. Provide training to mission staff if required and support the implementation of INTERSOS Logistics software in missions.
Supply-Chain and Procurement Management:
Implementation and maintenance of an appropriate supply chain for the projects in collaboration with the Supply team and support on administrative related tasks.
In the absence of the Country Supply Manager the CLSM has responsibility over the supply activities described on the CSM JD.
Transportation Management:
Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in all bases - fleet is checked, regularly maintained and that vehicles are insured and taxes are paid
Follow-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. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
Support the Country Supply Manager/assistant by providing solutions for the movement of goods within the mission.
Facilities and Communications Management:
Support the Base Logistics Officer in the installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition and in accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities.
Support the Base Logistics Office in ensuring that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and in line with policies and procedures - allowing permanent communication between capital, projects, bases and HQ and proper management of the bases. Guarantees that all staff in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.).
Assets Management:
Support on the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all base assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures.
Support the CLSC on reporting asset list at the end of project and oversee asset rollover according to defined destination with the Programs Department.
Oversee regular fixed assets check on a quarterly basis
Human Resources Management:
- Participate in the planning and implementation, together with the Logistics Coordinator, the Project Manager and the HR Coordinator, the HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the logistics staff in the project/capital in order to ensure both the sizing and the amount of knowledge required to correctly perform all logistics activities
Applied Security:
- Define and monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the security policy and guidelines, evacuation plan and contingency plan, monitoring day-to day the application of security rules and reporting to the CLSC and HoM any problem that may arise. For this purpose, the Country Logistics & (Supply) Manager has to create an appropriate environment to facilitate security exchange of information
General:
Perform any other task, specific to his area of specialty, according to the line manager
In absence of the Country Logistics Coordinator might assume temporarily some tasks to fill the gap
Required profile and experience
Education
- Essential secondary education and technical diploma or technical university degree, preferably as an engineer
Professional Experience
Essential working experience of at least two years in logistics related activities
Previous experience with logistics departments in NGOs, and working experience in developing countries
Professional Requirements
Essential computer literacy (word, excel and internet)
Planning and organisational skills and ability to meet deadlines
Initiative and service orientation
Languages
English
Local language desirable
Personal Requirements
Leadership, people management and development
Planning and organizational skills
Teamwork and communication skills
Negotiation and networking skills
High integrity and transparency
How to apply:
Interested candidates are invited to apply following the link below: https://www.intersos.org/posizioni-aperte/missioni/#intersosorg-vacancies/vacancy-details/62611d1705652e001f670258/
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-60-2494-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.