Emergency Response Unit Logistics Coordinator – International Medical Corps 472 views0 applications

JOB SUMMARY
The Emergency Response Unit Logistics Coordinator works within the Emergency Response Unit (ERU) and is part of the Global Logistics and Supply Chain department. He/she is senior member of the Global Logistics Unit.
He/she is the focal point for all ERU Logistics activities and services related to Logistics elements related to emergency response strategy, preparedness, deployment and coordination including Emergency Field Hospital (EFH).
The position will report to the Director – Global Logistics & Supply Chain and coordinate with the Emergency Response and Preparedness Director. During emergency response deployments, the post-holder will supervise all logistics personnel.
The ERU LC is responsible for:
(1) Design of Emergency response Preparedness plan including Supply chain strategy, emergency response logistics and procurement procedures, pre-positioning tactics, staffing structure design (internal/external) and capacity building.
(2) Deployment and coordination of an effective Logistics and procurement support to the Emergency Response in compliance with International Medical Corps established procedures, donor rules and regulations, and applicable laws including supply chain deployment, procurement planning, market surveys, vendor registration; warehouse identification, certification and quality assurance; staff deployment, hiring and training; deployment of ER Logistics Information Systems and document management procedures.
(3) Emergency Field Hospital preparedness and deployment including coordination with EFH team and inclusion of logistics and procurement elements in the strategy, planning and execution.
Depending on his hiring location, the ERU Logistics Coordinator may be assigned corporate Logistics duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Emergency Response Preparedness:

• Work within the Emergency Response Unit and develop the Logistics and Procurement elements of the Emergency Response & Preparedness Plan.
• Coordinates with the relevant Logistics units (Global Supply Chain & Procurement, Logistics Desk Unit, Roving staff) to create the L&P Emergency response mechanisms.
• Work with Regional Logistics Coordinators and Country management teams to design Logistics Emergency Response staffing strategy (staffing structure, deployment mechanisms, junior staff back-ups, training curriculum, staff specialization, and training).
• Develop and manages yearly budget related to preparedness.
• Coordinate with relevant stakeholders including International organizations, NGOs, commercial partners, GIK donors, Governments ER units. IMC representative to the Global Logistics Cluster and relevant ER Working Groups.
• Assess preparedness opportunities and stay abreast of developments in the sector.
• Develop and maintain Logistics Emergency Response Standard Operating Procedures in compliance with International Medical Corps established procedures and donors’ rules and regulations (including Preparedness, Activation, Coordination, Deployment, Ramp-up, Transition, and Phase-out).
• Work with relevant units (global procurement, finance, GCM and legal) to develop and maintain ESP for emergency responses.
• Manage the stocks of emergency items through the development, acquisition and maintenance of pre-positioned Emergency response kits in key geographic locations (i.e. LA, DC, London, Split, Dubai, Nairobi…), ensure kits are fit-for-purpose and up-to-date.
• Undertake desk assessments of target countries for potential or developing emergencies, including stakeholder mapping and contacts, market surveys, import/export regulations, supply chain mapping; assessment of potential vendors, creating preferred suppliers’ lists, identifying long term agreement opportunities, and identifying potential partners and staff. Maintain reports and information databases to facilitate preparedness and deployment actions.
• As Focal point for emergency response, participates in BIS license request for the ERU equipment including EFH related. Coordinates with Export compliance Logistics focal point in Headquarters to maintain BIS licenses up-to-date.
  Deployment activation:
• Work with ER team to develop initial Emergency response deployment plan. Provides analysis and input for ER deployment Go/No-Go process.
• Coordinates the development of logistics aspects of project proposals including supply chain design, procurement planning, and deviation requests.
• Coordinates with ERU, GCM and Legal the submission (and renewals) of response specific Emergency Simplified Procedures.
• Assesses / mobilizes acquisition opportunities streams including Global Procurement, Resources Development, UN bodies (i.e. UNHRD, UNICEF supply division), commercial vendors/partners, and other actors (i.e. INGO, foundations…). Maintain and share on regular bases with ER team acquisition pipeline.
• Coordinates with regional and country management the deployment of initial and subsequent logistics and procurement teams including initial field structure, coordination protocols and reporting mechanisms.
• Provides regular updates to the ERU and Global Logistics with emphasis on challenges, gaps and red-flags. Coordinates resolution of those elements.
• Assesses export and import procedures and international shipments meet compliance and documentation requirements.
• Works to identify consignee when International Medical Corps has no established presence including assessing long term emergency response consignee partner (i.e. WHO).
  Deployment execution:
• Desk or in-country coordination of the ER Logistics deployment; ensure high level of coordination with ER Unit and Global Logistics.
• Coordinates the design and deployment of:
  Initial procurement response capacity to set procurement foundations including market surveys, vendor registration and prequalification, blanket purchase agreements, hiring and training).
  ? Warehouse response capacity to assess, register, contract, and improve warehouse and transport elements meeting the quality assurance levels expected for the type of intervention and later manage the movements of commodities.
  ? Procurement Management capacity to support project team in the design and execution of procurement plans and individual procurement request through coordinated protocols enabling streamlined procurement process.
  ? Logistics Management team providing Logistics support in relation to vehicle, equipment/asset, IT, communication and other required supports to projects, logistics operations or ERP/LMIS systems.

Coordination mechanisms:
• Within the ER Logistics team, with other ER department and in-country stakeholders
• With HQ departments, Global Logistics, External stakeholders.
LMIS response capacity to set the Logistics and Information Management Systems, hire and train staff including reporting protocol, Key performance indicators
Logistics reporting and compliance capacity in liaison with the compliance department/coordinator including timely reporting, verification and controls, document management, compliance trainings, red-flagging.

• Work with initial response teams to identify and build as early as possible a national capacity to take over from the initial response team. Coordinate and facilitate transition.
  ? Ensures induction and trainings take place for logistics and procurement and non-logistics staff.
  ? Monitors effective implementation of coordination mechanisms within and outside the ER Logistics team.
• Ensures effective coordination with country-based Logistics Cluster members and other organizations to maximize supply chain opportunities.
• Facilitate the regular review of Specific ER deployment plan, structure and design in coordination with the ERU team.
• Conducts regular bottleneck mapping exercises with the different IMC stakeholders, coordinate regular review of the supply chain and logistics response elements, maintains Logistics and procurement risk register; reports to ERU team and other department team member’s bottlenecks and red-flags and works as solving those.
• Ensure the communication to in-country team of regular updates of procurement pipeline and stock inventories is effective.
• Works with in-country team and ERU at:
  Transition strategies towards recovery and rehabilitation phase of emergency, including thorough handover of responsibilities to longer-term, non-emergency personnel.
  ? Close-out strategies including disposition plans for remaining equipment and supplies, works at minimizing International Medical Corps losses and financial risks.
  ? Regular Logistics and Supply chain review workshops including identification of lessons learnt and building those into improvement plans (for current or future ERs)

EFH preparedness & deployment

• In collaboration with EFH (Emergency Field Hospital) Project Manager and ERU Director, leads the EFH logistics component including preparation and deployment: project design and costing, identification, capacity building of logistics staff (internal or external), timely acquisition and shipping of supplies and equipment, importation, in-country EFH structure set-up and coordination with the ER Logistics structure, and smooth running of EFH logistics project component.
• Coordinates Procurement for EFH, domestic and international. Submits verified PRs / WO to Global Procurement for execution or clear item specifications for sourcing options.
• Focal point for EFH logistics contract management (such as but not limited to: Warehousing, HAZMAT, BMET and quarterly function and batter check).
• Focal point for the logistics aspects of EFH simulation preparation and execution (such as but not limited to: assessment of the site, identification of needs with ERU leads, communication with donors and warehouse team, procurement of needed supplies and services, transport of the EFH, simulation deployment oversight from Logistics end).
• Management of EFH FedEx online account (or other similar EFH related online and offline platforms.
• Manages and maintains EFH Master Packing List and its derivate (both in electronic and pdf format).
• Manage inventory, deployment and simulation activities of Emergency Field Hospital (EFH) equipment and supplies from the US to deployment locations overseas. This includes inventory updates and replenishment, preventive maintenance management, in close collaboration with the Global Procurement Unit, donors, suppliers and other IMC stakeholders
• Manages and maintains up to date other EFH files (such as but not limited to technical specifications, blueprints, DG/HAZMAT documents).
• Makes sure EFH is ready (from Logistics point) for emergency deployment as set forth in the EFH Operations Manual or other documents with donor or donors.
• Liaises with the Dangerous Goods certification vendor to ensure EFH Dangerous Goods (DG) documentation is kept up to date and aligned to changes in laws and regulations.
  Compliance & Ethics
  Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.

ESSENTIAL SKILLS AND QUALIFICATIONS
• Extensive experience in logistics management and coordination in emergencies including in supply chain and procurement management with at least three field-based deployments on large scale emergencies.
• Extensive experience as Country Logistics Coordinator for a minimum of 5 years.
• Experience in Headquarters Logistics positions, preferably Emergency Response unit desired.
• Master degree or equivalent in Supply Chain or Global Logistics.
• Advanced professional certification in emergency response management and/or supply chain management strongly preferred.
• Understand and promote program management techniques, experience in managing and building budgets and ability to prepare timely, complete and accurate reports. Experience as project manager is a plus.
• Experience providing capacity building and training is required.
• Strong organizational and problem-solving skills with analytic approach. Strong negotiation, interpersonal skills
• Strong interpersonal, management and leadership skills. Strong orientation toward customers’ satisfaction.
• Ability to deploy for extended periods on short notice and work in austere, dangerous, and/or post-disaster contexts
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities
• Ability to integrate and work well within multiethnic and multicultural teams
• Proficiency with MS Word and Excel (advanced).
Language Skills:
• Ability to read, write, analyze and interpret, technical and non-technical in the English language.
• Working level in French and Spanish is desired. Arabic is considered a plus.