Job ID
23315
Job Title
Logistics Coordinator
To work for
INTERSOS
Country
Syria
City
Damascus
Job Type
Project Based
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
•Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission (HoM) in the translation of the identified logistics/technical needs into objectives, priorities and resources needed for the mission
•Responsible for monitoring the implementation of logistics/technical activities in the mission (construction and rehabilitation, stock and supply of medical and non-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, and reporting to the HoM on the development of the ongoing programmes and proposing reorientation strategies when needed
•Provides monthly reporting to the HoM and Logistics Unit Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed
•Coordinates the Logistics team and participates to 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/she is accountable for
•Responsible for ensuring technical reference and support for all logistics/technical issues in the mission, providing coaching to logistics staff and representing INTERSOS in meetings with Authorities and other NGOs for technical/logistics related issues
•Responsible for ensuring installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition as well as all the equipment required
•Responsible for ensuring the proper purchase use, maintenance and registration of IT assets and office equipment (computers, software, backups, etc.) and communication tools as well as the communication means in the Mission (including numbers, frequencies), allowing permanent communication between capital, projects, bases and HQ. Ensuring all staff in the Mission benefits from proper training on how to use communications equipment available in the Mission (e.g. satellite phones, HF/VHF radios, computers, etc.)
•In collaboration with the HoM, 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 observation and reporting to the HoM of any problem. For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics Coordinator will have to create an appropriate environment to facilitate exchange of information on security situation and will be the security back up in the absence of the HoM
•Coordinate with the Admin 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
•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 to ensure that procurement plans are detailed, in place and up to date. Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality
•Develop and implement service contract management instructions, policies and procedures. Examine and re-evaluate existing service contracts and overseeing 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 Assistants, Administration and/or Focal Points
•Maintain and update an established suppliers list per base, in coordination with logistics staff and Admin/Finance Department
•Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs
•Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored
•Ensure that the 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
•Initiate regular fixed assets and inventory check on a quarterly basis
•Ensure the production of mission level’s SOPs (if needed) for the Logistics needs
•Responsible for monitoring the implementation of logistics/technical activities in the mission (construction and rehabilitation, stock and supply of medical and non-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, and reporting to the HoM on the development of the ongoing programmes and proposing reorientation strategies when needed
•Provides monthly reporting to the HoM and Logistics Unit Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed
•Coordinates the Logistics team and participates to 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/she is accountable for
•Responsible for ensuring technical reference and support for all logistics/technical issues in the mission, providing coaching to logistics staff and representing INTERSOS in meetings with Authorities and other NGOs for technical/logistics related issues
•Responsible for ensuring installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition as well as all the equipment required
•Responsible for ensuring the proper purchase use, maintenance and registration of IT assets and office equipment (computers, software, backups, etc.) and communication tools as well as the communication means in the Mission (including numbers, frequencies), allowing permanent communication between capital, projects, bases and HQ. Ensuring all staff in the Mission benefits from proper training on how to use communications equipment available in the Mission (e.g. satellite phones, HF/VHF radios, computers, etc.)
•In collaboration with the HoM, 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 observation and reporting to the HoM of any problem. For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics Coordinator will have to create an appropriate environment to facilitate exchange of information on security situation and will be the security back up in the absence of the HoM
•Coordinate with the Admin 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
•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 to ensure that procurement plans are detailed, in place and up to date. Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality
•Develop and implement service contract management instructions, policies and procedures. Examine and re-evaluate existing service contracts and overseeing 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 Assistants, Administration and/or Focal Points
•Maintain and update an established suppliers list per base, in coordination with logistics staff and Admin/Finance Department
•Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs
•Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored
•Ensure that the 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
•Initiate regular fixed assets and inventory check on a quarterly basis
•Ensure the production of mission level’s SOPs (if needed) for the Logistics needs
Qualifications
•University degree in relevant sector
•Minimum 3 years of relevant and proven experience in logistics and supplies in humanitarian contexts;
•Experienced in emergency settings;
•Advanced skills to prioritize among multiple tasks;
•Good capacity to cooperate with other departments;
•Advanced IT skills (advanced knowledge of Office package, skilled in ITC)
•Flexibility and patience highly appreciated;
•Good communication, able to work in English and Arabic (verbal and written).
•Proven work experience with other INGO is an advantage.
•Minimum 3 years of relevant and proven experience in logistics and supplies in humanitarian contexts;
•Experienced in emergency settings;
•Advanced skills to prioritize among multiple tasks;
•Good capacity to cooperate with other departments;
•Advanced IT skills (advanced knowledge of Office package, skilled in ITC)
•Flexibility and patience highly appreciated;
•Good communication, able to work in English and Arabic (verbal and written).
•Proven work experience with other INGO is an advantage.
Salary and Benefits
Private health insurance,competitive salary.
About us
A humanitarian organization that works all over the world bringing assistance to people in danger victims of natural disasters and armed conflicts.
With its own humanitarian operators, intervenes to effectively meet the needs of people in crisis, with a particular attention to the vulnerable groups, as women and children. It provides first aid, food, shelter, medical assistance and basic goods. It ensures that basic needs, as education, clean water and health, are met.
With its own humanitarian operators, intervenes to effectively meet the needs of people in crisis, with a particular attention to the vulnerable groups, as women and children. It provides first aid, food, shelter, medical assistance and basic goods. It ensures that basic needs, as education, clean water and health, are met.
Required employees number
1
Posted On
Jul 18, 2020
Expiry Date
Aug 17, 2020
Photo
Required
CV Language
English