Fresh Vacancies at the International Medical Corps (IMC)

Location: Maiduguri, Borno

Job Purpose

• To provide quality logistic support for all IMC project sites in Nigeria and to work with other members of the logistics team to develop and implement efficient logistical support systems for International Medical Corps (IMC) in a complex operation.

Dimensions:

• Managing/supervising resources within defined boundaries, which includes people and assets.
• Providing professional procurement and logistics guidance and advice to managers as related to their programs.
• Participates in the development of procurement plans, strategy and supports operational implementation.
• Develops solutions to diverse and complex problems within organizational policy.
• Interprets and applies operational and specialist information in a variety of formats and from a variety of sources.
• Flexibility to anticipate and resolve challenges within organizational or divisional parameters, with moderate scope.
• Contribute to and provide guidance in operational planning.
• Ensure Health and Safety procedures are followed at all IMC sites.
• Continue to support security risk assessments and support the development of appropriate security plans in a complex and fast changing environment as related to logistics and procurement.

Key Responsibilities
Procurement:

• Audit all requisitions and provide timely feedback to requesters regarding accuracy and processing status.
• Coordinate all local and international purchases to ensure compliance to policy and international customs regulations.
• Work closely with the Procurement Manager to identify new sources of procurement in a proactive manner or according to specific requests by comparing the country database with the regional database to identify the most cost effective purchasing routes to meet programs needs on time and with the specified quality.
• Ensure that complete requisitions are addressed within 24 hours (forward to other supply centers, request for quote etc.).
• Coordinate communication with the field offices and provide technical advice on supply policies.
• Timely follow through on purchasing schedules ensuring that the correct procedures are applied in the purchase of the goods and services and proper documentation trail is maintained.
• Ensure the constant update of the procurement tracking sheet; report to managers on a weekly base.
• Source for quotations, compile Comparative Bid Analysis, and award to successful supplier. Seek relevant approvals where necessary.
• Undertake tender process for purchases that meet threshold following IMC guidelines.
• Prepare and send POs to suppliers and ensure acknowledgement of receipt and confirmation on delivery dates.
• Liaise with Warehouse Officer for the issuing of GRNs upon receipt of delivery notes and goods.
• Follow-up on waybills with the consignee in country to ensure that deliveries are confirmed.
• Responsible for ensuring maintenance of accurate procurement files (both manual and electronic).
• Manage staff under his/her supervision according to performance management principles and in line with IMC performance management procedures.
• Contribute to recruitment process; review and assist in revision of relevant job description(s).
• Willingness to travel to project sites in country to provider technical advice, support and training.
• Any additional responsibilities as assigned by the line manager.

Contract and Supplier Management:

• Under the Supervision of the Procurement Manager, participate in the review of all commonly procured services and goods and seek to establish Framework agreement to increase operational efficiency.
• Maintain and update an active contract register.
• Produce and distribute award and rejection letters.
• Review and confirm legal requirements and negotiations for office purchase.
• Under the guidance of the Procurement Manager, Conduct Market surveys and update and maintain an active vendor list.
• Conduct Vendors Performance reviews periodically for cost effectiveness and quality.
• Participate in supplier selection ensuring that suppliers are selected taking into account both business requirements-quality, cost, delivery etc.- and ethical standards including business ethics (specifically prevention of fraud), labour and other human rights and environmental standards.

Creditors Reconciliation:

• Manage supplier relations and reconcile any change of payment terms compared to those noted in the Contracts (i.e. due to partial supply of goods or other valid reasons).
• Manage and ensure that the chain of custody of all supplier documents is clear, consistent and easily tracked and that supplier documents are not misplaced or lost (for example: leases, especially where houses have changed ownership; office service charges, etc.).
• Ensure quick follow up of payments for supplies/services to manage accruals and cash flow effectively
• Compile invoices, delivery notes, GRNs and other receipt documents and submit them to facilitate invoice processing for purchases.
• Maintain an active register of document’s movements to other departments.

Reporting:

• Prepare weekly status updates (procurement tracking sheet).
• Prepare and submit monthly procurement expenditure and narrative report.
• Prepare input for Key Performance Indicators.

Code of Conduct:

• It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.

Prevention of Sexual Exploitation and Abuse:

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within IMC and amongst beneficiaries served by IMC.
• 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.

Job Requirements
Skills and Competence:

• A Professional degree in Business or related field
• Professional qualification in Supply Chain Management (MCIPS, CILM or equivalent)
• At least five years’ practical field operations experience in Logistics Management with an international NGO in emergency.
• Demonstrated experience in managing as well as supporting/mentoring staff
• Proven experience in establishing and implementing logistics/procurement systems, warehouse and fleet management.
• Good understanding of working with donor requirements (ECHO, OFDA, etc.) and prior experience in monitoring/managing budgets.
• Excellent organizational, problem-solving and negotiation skills. The ability to remain calm while dealing with conflicting priorities/work under pressure is essential.
• The ability to take the initiative and work independently as well work as a team player – supporting other departments is essential
• Excellent interpersonal and communication skills (written and oral English) and the ability to write clear, concise reports.
• Commitment to International Medical Corps’ overall mission and policies and experience of promoting gender equity and diversity and the interests of marginalized people in all aspects of IMC work.
• Excellent Computer skills in Office applications including experience in working with automated Logistics Information Management Systems
• Able to work in remote and logistically challenging operations

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Location: Maiduguri, Borno

Job Summary

• The Warehouse Officer will work within the Logistics department of Operational Support structure, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries.
• The Warehouse Officer will ensure smooth operations of IMC warehouses and directly manage the receipt, dispatch and inventory keeping of all food and goods that enter the storage facilities.
• Through implementing IMC and donor’s Warehousing procedures the Warehouse Officer will ensures that all food and inventories will be accounted for in accordance to IMC and donor requirements.

Supervisory Responsibility:

• Warehouse Assistants and Daily laborers based in Maiduguri and Damboa field sites in Borno state, North East Nigeria.

Responsibilities

• Daily coordination of IMC – WFP logistical, warehouse activities; timely delivery of food and supplies to respective distribution points/sites with the coordination of food distribution monitors and project department as well as IMC transport pool.
• Maintain the food distribution data and inventory and prepare reports on a daily basis for submission to the commodity Warehouse Manager;
• Travel to field sites to deliver and or receive and inspect goods delivered directly to the field;
• Interacts with WFP transporters and staff in the receiving and inspection of goods – receives, delivery notices, packing lists and issues GRNs.
• Receives the food and goods as per the description on the packing list and per letter of Understanding with WFP. Inspects food and goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order;
• Dispatches food and goods from the warehouse using appropriate IMC warehouse established procedures, Goods Issue Order, Waybills and update Stock Records accordingly.
• With the Warehouse Manager, prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor.
• Ensure warehouse best practices are undertaken; display of bin cards on each item in the warehouse; stock verifications on (expiry dates), FIFO/FEFO, generate the commodities movement way bills and gate passes etc
• Maintain physical and electronic copies of inventory, as per formats and forms provided in the Warehouse Manual;
• Coordinate with the Fleet Officer for transportation and arrangement for food timely dispatches
• Ensure proper warehouse control measures are instituted such as; the commodities movement way bills, gate passes and visitors logbooks, spot checks etc.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to IMC and to not jeopardize its humanitarian mission in Nigeria.
• Should be actively supporting and promoting safe work practices.
• Contribute to a positive working environment.

Communication and teamwork:

• Ensure good communication with the direct reports, other IMC staff and donor’s representatives
• Develop and maintain positive working relationships with partners, beneficiaries and other stakeholders.
• Report problems encountered in the warehouse or within the team to the Supervisor
• Propose solution to solve any problem faced and report them to the Supervisor
• Participate actively in regular staff and program meetings.
• Prepare weekly team’s work schedule and submit to the Warehouse Manager.

Code of Conduct:

• It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.

Prevention of Sexual Exploitation and Abuse:

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within IMC and amongst beneficiaries served by IMC.
• 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.

Qualifications and Experience

• B.Sc. or HND in a relevant Business field is desired.
• Experience- BSC Holder- At least two (2) years of experience in large scale logistics operation and food distribution or HND Holder with at least Five (5) years of experience in large scale logistics operation and food distribution
• Experience in North East Nigeria is an added advantage.

Required Skills:

• Strong organizational skills and discipline to follow outlined procedures
• Ability to interact effectively with international and national personnel.
• Excellent oral and written English skills.
• High computer skills on MS Office (Excel, Words, Outlook) programs.
• A demonstrated ability to multi-task and process information into action as to not delay program activities.
• A clear understanding of procurement ethics and donor compliance is essential.
• Willingness to travel throughout the project areas in Borno state is required.
• Must have the ability to read, understand and demonstrate willingness to follow guidelines.
• Good knowledge and experience with different data entry management software within a humanitarian organization,
• Good human relations and diplomacy. Analytical and capacity to organize work and team, to work under stressful situations. Strong organizational and time management skills and capacity to coordinate work across multiple departments and sites.
• Experience living in remote or isolated work stations, or insecure locations.

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Location: Maiduguri, Borno

Job Purpose

• To provide quality logistic support for all IMC project sites in Nigeria, work with other members of the logistics team to develop and implement efficient logistical support systems for IMC

Responsibilities

• To work closely with Supply Chain Coordinator to ensure optimal utilization of vehicles & generators Assets in line with IMC standards of vehicle & generator management and accountability.
• To correctly implement established systems to regulate the use of vehicles, and generators. Plan/develop and execute a vehicle and equipment replacement schedule
• To ensure that all staff are aware of IMC rules and regulations for vehicle usage and that all drivers (IMC or contracted) are competent and conversant with IMC security guidelines.
• Work with the Security Advisor and logistic cluster partners on activities related to dispatching, routing, and tracking vehicles.
• Responsible for accurate and timely reporting of any accidents (minor and major) to Supply Chain Coordinator as per IMCs policies and procedures.
• To implement the vehicle and Generators Fueling and maintenance schedules and ensures that repairs are carried out as per the agreed standards for both IMC fleet & hired vehicles. Ensure accountability and cost effectiveness in Fuel management and report any abuse.
• Prepare monthly vehicle & generator running reports for the country and advice management accordingly. Prepare input for Key Performance Indicators.
• Responsible for Fleet vehicle insurance and Advice on disposal of vehicles
• Contribute to proper updating of asset register concerning fleet, and generators in the country.
• Monitor fleets’ performance, cost, efficiency, status and report according to Supply Chain Coordinator.
• Ensure proper legal registration at first stage & regular renewal for all IMC and Hired Vehicles.
• To manage staff under his/her supervision according to performance management principles and in line with IMC performance management and Contribute in recruitment of staff.
• Willingness to travel to project sites in country for technical advice, support and training.

Code of Conduct

• It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.

Prevention of Sexual Exploitation and Abuse:

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within IMC and amongst beneficiaries served by IMC.
• 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.

Qualifications and Experience

• National Diploma in Mechanical/Automotive Engineering with a Minimum of 5 years work Experience or a Degree in Mechanical/Automotive Engineering Coupled with a Minimum of 2 years work Experience.
• Professional certificates desired. (Trade Certification)
• At least four 3-year experience in logistics with a minimum two years managing a fleet within an NGO or International Organisation.
• Proven experience and knowledge of operational logistics & supply chain, policies & procedures
• Good command of English. Proven ability to communicate effectively internally and externally, both orally and in writing
• Initiative and active problem-solving skills
• Proven training and capacity building experience
• Proficiency in the use of computers (Excel and Word)
• Strong ability to pay attention to detail. Good organizational and planning skills
• Ability to work and handle pressure & Strong team player.