Country: Iraq
Closing date: 01 Aug 2018
1.Terms of reference
Job Title: Logistics Coordinator
Code: SR-29-628
Country: Iraq
Duty Station: Erbil with frequent missions to Baghdad, field offices in Mosul, Hamam Al Ali, Tikrit, Kirkuk and other areas in various Iraqi Governorates, as necessary.
Starting date: 01/10/2018
Contract duration: 6 months
Reporting to: Head of Mission
Supervision of: 3 National logisticians (2 Officers + 1 Assistant) and logistician assistants in field bases
Dependents: No
2.General context of the project
Following the conflict in the Syrian Arab Republic and the deterioration of the humanitarian situation which is negatively affecting also the neighbouring countries, INTERSOS resumed operations in Iraq in 2013 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, Protection, Health and Education Sectors. INTERSOS is also contributing 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 Humanitarian response for the Mosul military operation, INTERSOS is currently implementing more than 6 projects in Ninewa and Salah al-Din Governorates, concentrating in health, protection and education interventions. In the Health sector, Intersos is focusing on the rehabilitation of Primary Health Care Centers, delivery of drugs and medical equipment**.**
3.General purpose of the position
The Logistics Coordinator defines and implements technical/logistics 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.
4.Main responsibilities and tasks
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 mechanisms.
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 unfavourable 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.
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
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.
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.
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.
Others:
• Provide the HoM on a monthly base an activity report and forecast related to the month objectives achieved and the overall Plan activities for next month;
• Capacity Building to national staff
• Field site visits in all different projects sites in order to verify and improve logistics;
• Report achievements and difficulties and give suggestions to improve all logistics “fields”;
• Perform other related duties as required.
5.Required profile and experience
-Relevant degree and/or equivalent Logistics working 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
Fully proficient in written and spoken English
-Arabic language skills will be considered as an asset
-Ability to deal with stress and demanding and insecure working environment
-Readiness to commit and adhere to the values, mission and vision of INTERSOS
How to apply:
For further information and to apply, follow the link below:
In case you encounter difficulties applying through INTERSOS' platform, you can also apply by sending your CV, motivation letter and 2 references via email to recruitment@intersos.org , with subject line: "SR-29-628 Logistics Coordinator".
Only short-listed candidates will be contacted for the first interview.