Country Logistics and Supply Coordinator

INTERSOS is a non-profit humanitarian aid organization that works to bring assistance to people in danger, victims of natural disasters and armed conflicts. Established in 1992 with support from the Italian Federation of Trade Unions, its actions are based on the values of solidarity, justice, human dignity, equal rights and opportunities for all people and respect for diversity and coexistence, paying particular attention to the most vulnerable and the unprotected.

INTERSOS identifies with the core values of CONCORD, the European Confederation of NGOs; it adheres to international codes of conduct for humanitarian organizations and the values and principles expressed within those codes. INTERSOS is recognized by the Italian Ministry for Foreign Affairs, the European Commission and the principal UN agencies; it is privileged to hold an advisory status with the United Nations Economic and Social Council (ECOSOC).

INTERSOS is an independent association which, through its own humanitarian operators, intervenes to effectively answer the needs of people in serious crises situations, mainly in the world's poorest regions, who are suffering, deprived of rights, dignity and essentials goods. It maintains a flexible operating structure. The head office in Italy coordinates, supports and monitors the planned activities in the countries of intervention carried out by decentralized offices.

Main Purpose

Define and implement all supply, logistics and ITC strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply systems, adequacy of the means provided and compliance to INTERSOS standard, protocols and procedures in order to foster the development of the mission and optimise the impact of the projects.

Work closely with program and administrative staffs to ensure comprehensive reporting, support and assistance to all INTERSOS activities.

Is responsible for the logistics management of IMP software and part of the mission Senior Management Team (SMT).

Reporting to:

(Hierarchical): Head of Mission

(Technical): Regional Logistics Coordinator

Duty station      : Beirut, Mount Lebanon, with regular field visits to Bekaa, South, & North

Tasks

Coordination and support

• Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission in the translation of the identified logistics, supply and ICT needs into objectives, priorities and resources needed for the mission
• Is responsible for monitoring the implementation of logistics, supply and ICT activities in the mission (construction and rehabilitation, stock and supply of non-medical and medical material, fleet management and transport, water and sanitation, vehicles and engines, equipment/installation and infrastructures, security rules (implementation and enforcement, ICT, assets etc.)
• Ensure compliance of INTERSOS standards, protocols and procedures, across the mission and according to donor requirements including procurement. Report to the Head of Mission on the development of the ongoing programmes and propose reorientation strategies when needed
• Is responsible for ensuring technical reference and support for all logistics, supply and ICT issues in the mission, providing coaching to logistics staffs and representing INTERSOS in meetings with authorities, other NGOs and coordination networks for technical/logistics related issues
• Ensure the production of mission level’s SOPs (if needed) for the Logistics needs    

Logistics Information Management

• Provide monthly reporting to the Head of Mission and Regional Logistics Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed
• Ensure that data reported in INTERSOS Logistics software (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 Management and Procurement

• Monitoring overall procurement performance for the mission. Ensure effective and cost efficient procurement planning by liaising with technical staff, Heads of Base and/or Project Managers. Ensure that online procurement plans are created on IMP and up to date while guaranteeing INTERSOS and donor procurement policies and procedures are being adhered to at all times. Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality
• Coordinate with the Administration and Finance Department to ensure that payment processes to suppliers are made on-time and respecting the financial systems
• Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained
• Develop and implement service contract management instructions, policies and procedures. Examine and re-evaluate existing service contracts and oversee regular rent, utilities payments (i.e., electricity, water, gas, etc.), office and guesthouses maintenance contracts and running costs procedures. Ensure that they are properly handled by Logistics Officer and Assistants, Administration and/or focal points
• Overview that the Supply Manager/Assistant and Base Logistics Officer maintain and update a pre-qualified suppliers list per base
• Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs and regular inventory checks on a quarterly basis
• Check and coordinate with logistics staffs that goods deliveries are done as planned and properly stored
• Prepare and launch tenders documents in coordination with the Supply team

Transportation management

• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in missions - 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 staffs. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
• Contribute to the development of sustainable approaches to transport management by streamlining INTERSOS environmental policy and Regional Office suggestions

Facilities and Communications management

• Oversee 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
• Is responsible for 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 staffs in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.)
• Contribute to the development of sustainable approaches to facility management by streamlining INTERSOS environmental policy and Regional Office suggestions

Assets management

• Oversee the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all mission assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures
• Report 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

• Coordinate the Logistics team and participates to the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he is accountable for

Applied security

• In collaboration with the Head of Mission and the Security Referent is responsible for co-defining and monitoring the technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, monitoring on a daily basis the security rules and reporting to the Head of Mission of any problem. For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics Coordinator has to create an appropriate environment to facilitate exchange of information on security situations. Is the security back up in the absence of the Head of Mission                                                                                           

Requirements

• Essential degree and specialization in Logistics
• Essentially at least 7 years of working experience in relevant jobs and previous humanitarian experience with ngos in developing countries. Desirable previous experience in emergencies
• Essential computer literacy (word, excel and internet)
• Mission language essential. Local working language desirable
• Strategic vision
• Leadership
• People management and development
• Service orientation
• Behavioural flexibility
• Results and quality orientation
• Stress management
• Commitment to INTERSOS principles