Job Opportunities at International Medical Corps

JOB SUMMARY:

• The Officer, Logistics delivers Logistics services and support in accordance with International Medical Corps policies and procedures, donor and host country regulations.
• The Logistics Officer supports logistics activities at office level, including building maintenance and related procurements, managing office stocks, fleet management and where required Assets and IT support.
• S/he supports smooth implementation of logistic procedures and provides support to other support and program functions. 
• To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

MAIN TASKS AND RESPONSIBILITIES

Office management

• Focal Point for all the daily office logistics activities and follow up 
• Support initiation of PR and offer collection for procurements related to office operation (maintenance, fuel supply, cleaning, office supplies, etc.). Ensuring that all contracts/orders are adequately tracked and timely renewed when required with the procurement department.
• Responsible for office supplies stocks  and reports 
• Liaise with facility owner for any maintenance and space improvement.
• Ensure office is appropriately maintained.
• Ensure office has required safety equipment, in close collaboration with the safety and security manager.

Fleet Management:

• Assists in compiling \schedules provided by all departments on weekly basis 
• Plan weekly movements accordingly and assign planning to drivers accordingly. 
• Manages closely daily trips and ensure timely refuelling of vehicles and generators.
• Support drivers’ orientation, safety and security briefing
• Information and Technologies
• Provides support to IT department as required, in:
  • Setting up account for new users
  •  Basic troubleshooting
  •  Connecting devices
• Logistics reports
• Assist in preparing logistics reports as tasked by manager
• Asset Management
• Logistics Officer might be required to act as Asset Focal Point with below responsibilities
• Implement IMC Asset Management policies and procedures.
• Responsible for the management of the assets in the respective field site based on the IMC Asset Management procedures.
• Responsible for ensuring that every Asset and Attractive Item is logged, issued with unique IMC asset ID, assigned to Custodian and tracked in line with Assets Management procedures. 
• Documents all assets related transactions or status change. 
• Provide support to management in asset related duties.
• Support management in the monthly reconciliation, based on information generated through automated Cognos Reports that all purchased Assets have been logged into the Asset List and financial information is accurately recorded per corresponding voucher backup documents.
• Ensure that all Assets/Attractive Items under their responsibility are assigned to Custodian which is an active employee.
• Responsible for documented handover to/from Custodian, in coordination with relevant departments (i.e. HR for newly hired staff/termination). 
• Provide input in the accuracy of Asset List information, status and Custodian on a regular basis.
• Report to management team any items identified as missing/lost, for investigation (when reasons are not known).
• Initiate request for asset maintenance where required.
• Initiate request for appraisal and disposal of unusable items whenever reported.
• Initiate appraisal of item requiring repair, and follow up until item is fixed.
• Ensure item disposals are approved and documented, documentation shared with management for onwards communication to the Logistics Desk.
• Support management to organize spot checks and full inventory.
• Review list of items for insurance claim prior to claim submission and ensure claims have all required backup documentation.
• Act on behalf of Asset department when tasked.
• Performs other activities related to asset management as indicated.

Fraud prevention

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor rules and local laws and regulations.
• Maintains accurate filing systems, with documented and auditable records of procurement transactions and reports/tracker. 
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a Bachelor’s degree in Logistics, Supply Chain, transport management. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 3+ years of experience in Logistics
• Good interpersonal and team skills
• Commitment to and understanding of IMC’s aims, values and principles 
• Knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook  
• Ability to integrate and work well within multi-ethnic and multicultural team. 
• Ability to work in harsh conditions, often in remote areas, 

Desirable 

• Fluency in written and spoken English
• Relevant qualifications or training courses.

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JOB SUMMARY:  

• The Officer, Procurement is responsible for processing assigned procurement activities in accordance with International Medical Corps policies and procedures, donor and host country regulations. 
• Officer, Procurement is responsible to: 
  • Ensure all directly managed procurements are performed in an ethical and transparent manner in line with applicable rules and regulations, ensuring best Value for Money. 
  • Ensure procurement actions are documented, properly filed and audit ready. 
  • Assist with the induction of procurement staff peers.  
  • Ensure procurements tracking for assigned purchase request is up-to-date and available to stakeholders. 
  • Ensure vendors are registered / vetted prior placing order and their performance is monitored. 
• The Officer, Procurement reports to Procurement Manager or other supervisor, as per applicable team structure. 
• To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

• Responsible for the timely and transparent acquisition of equipment, supplies and services, for program support and implementation, while ensuring compliance with IMC, host government and Donor’s procedures and regulations. 
• Ensures compliance open, transparent, ethical and free competition in procurement activities with aim to achieve best value for money. 
• Participate in market surveys. 
• Ensures that vendors are registered, assessed, screened and prequalified (as required) prior placing order. 
• Ensures that performance of vendors is monitored and documented for assigned procurements. 
• Alerts supervisor if any Service Level Agreements (SLAs) for any category of items requires updates due to changes in the market. 
• Support program team with cost estimates whenever required. 
• Ensures timely bids solicitation against approved purchase request and defined selection criteria. 
• Responsible for assigned bidding processes including review of procurement requisitions, solicitation of quotes, collecting quotes, comparing bids or supporting their evaluations, recording committee conclusion and placing authorized orders. 
• Ensures utilization of available Blanket Purchase Agreements (BPAs). 
• Ensures complete and compliant procurement documentation is submitted for review and approval. 
• Promotes enhanced business and negotiation practices, positive and ethical business relations with vendors.
• Ensures regular updates of procurement tracker. 
• Ensures that documents required to process quantity and quality controls (including samples where applicable) are available timely with staff tasked to process count and Quality Control at the time of commodities or services handover. 
• Check received vendor invoices against approved order and confirmation of delivery. 
• Ensures timely payment request to Finance, in line with order payment terms. 
• Collects and share feedback from requesters/users and business partners/suppliers to supervisor. 
• Ensures correct use of item catalogue use in procurement activities. 
• Staff Capacity building and Learning & Development: 
• Provides support or and participates in orientation of other staff as tasked. Maintains open and professional relations with team members, promoting a strong team spirit and providing assistance with guidance to enable staff to successfully perform in their roles. 
• Compliance, Audit and related controls 
• Responsible for compliance of performed actions with IMC policies and procedures and applicable donor rules and local laws and regulation. 
• Identifies risks related to assigned procurements and implement mitigations measures in collaboration with supervisor.  
• Maintains accurate filing systems, with documented and auditable records of procurement transactions and reports.  
• Ensures timely submission or availability information required for mandatory reports. 
• Responsible for implementing correctives measures identified as result of self-control, audit or compliance review. 
• Ensures Export Compliance requirements for all assigned procurement actions. 

Fraud prevention 

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor rules and local laws and regulations. 
• Logistics Management & Information System (LMIS) 
• Ensures to use any software solutions accurately and in line with IMC guidelines.
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a Bachelor's degree in Logistics, Supply Chain management or related area. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 3+ year of relevant experience working in in Procurement and/or Logistics.
• Good interpersonal and team skills 
• Commitment to and understanding of IMC’s aims, values and principles 
• Fluency in written and spoken English 
• Relevant qualifications or training courses. 
• Knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook  
• Good interpersonal skills.  
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.  
• Ability to integrate and work well within multi-ethnic and multicultural team.  
• Ability to work in harsh conditions, often in remote areas  

go to method of application »

JOB SUMMARY:  

• The Officer, Procurement is responsible for processing assigned procurement activities in accordance with International Medical Corps policies and procedures, donor and host country regulations. 
• Officer, Procurement is responsible to: 
  • Ensure all directly managed procurements are performed in an ethical and transparent manner in line with applicable rules and regulations, ensuring best Value for Money. 
  • Ensure procurement actions are documented, properly filed and audit ready. 
  • Assist with the induction of procurement staff peers.  
  • Ensure procurements tracking for assigned purchase request is up-to-date and available to stakeholders. 
  • Ensure vendors are registered / vetted prior placing order and their performance is monitored. 
• The Officer, Procurement reports to Procurement Manager or other supervisor, as per applicable team structure. 
• To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

• Responsible for the timely and transparent acquisition of equipment, supplies and services, for program support and implementation, while ensuring compliance with IMC, host government and Donor’s procedures and regulations. 
• Ensures compliance open, transparent, ethical and free competition in procurement activities with aim to achieve best value for money. 
• Participate in market surveys. 
• Ensures that vendors are registered, assessed, screened and prequalified (as required) prior placing order. 
• Ensures that performance of vendors is monitored and documented for assigned procurements. 
• Alerts supervisor if any Service Level Agreements (SLAs) for any category of items requires updates due to changes in the market. 
• Support program team with cost estimates whenever required. 
• Ensures timely bids solicitation against approved purchase request and defined selection criteria. 
• Responsible for assigned bidding processes including review of procurement requisitions, solicitation of quotes, collecting quotes, comparing bids or supporting their evaluations, recording committee conclusion and placing authorized orders. 
• Ensures utilization of available Blanket Purchase Agreements (BPAs). 
• Ensures complete and compliant procurement documentation is submitted for review and approval. 
• Promotes enhanced business and negotiation practices, positive and ethical business relations with vendors.
• Ensures regular updates of procurement tracker. 
• Ensures that documents required to process quantity and quality controls (including samples where applicable) are available timely with staff tasked to process count and Quality Control at the time of commodities or services handover. 
• Check received vendor invoices against approved order and confirmation of delivery. 
• Ensures timely payment request to Finance, in line with order payment terms. 
• Collects and share feedback from requesters/users and business partners/suppliers to supervisor. 
• Ensures correct use of item catalogue use in procurement activities. 
• Staff Capacity building and Learning & Development: 
• Provides support or and participates in orientation of other staff as tasked. Maintains open and professional relations with team members, promoting a strong team spirit and providing assistance with guidance to enable staff to successfully perform in their roles. 
• Compliance, Audit and related controls 
• Responsible for compliance of performed actions with IMC policies and procedures and applicable donor rules and local laws and regulation. 
• Identifies risks related to assigned procurements and implement mitigations measures in collaboration with supervisor.  
• Maintains accurate filing systems, with documented and auditable records of procurement transactions and reports.  
• Ensures timely submission or availability information required for mandatory reports. 
• Responsible for implementing correctives measures identified as result of self-control, audit or compliance review. 
• Ensures Export Compliance requirements for all assigned procurement actions. 

Fraud prevention 

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor rules and local laws and regulations. 
• Logistics Management & Information System (LMIS) 
• Ensures to use any software solutions accurately and in line with IMC guidelines.
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a Bachelor's degree in Logistics, Supply Chain management or related area. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 3+ year of relevant experience working in in Procurement and/or Logistics.
• Good interpersonal and team skills 
• Commitment to and understanding of IMC’s aims, values and principles 
• Fluency in written and spoken English 
• Relevant qualifications or training courses. 
• Knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook  
• Good interpersonal skills.  
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.  
• Ability to integrate and work well within multi-ethnic and multicultural team.  
• Ability to work in harsh conditions, often in remote areas  

go to method of application »

JOB SUMMARY : 

• The Coordinator Logistics is leading and is responsible for the overall country Logistics & Supply Chain department performance, with a primary focus on timely planning, acquisition, safe storage and delivery of project supplies, equipment and services in support to International Medical Corps operations; working in close coordination with Country Management and program teams, and in compliance with International Medical Corps, host country and donors' procedures, rules and regulations.
• The Coordinator Logistics provides technical support to country logistics team. S/He keeps close contact with the Regional Logistics team (and global team when required) for guidance, technical support and reporting. S/He is accountable for the quality of the logistics monthly and quarterly reporting process and is in charge of the analysis of country logistics data to identify opportunities for enhancement of the effectiveness and efficiency of the logistics and supply chain department.
• The Coordinator Logistics is managed by the Country Director (or Deputy Country Director or other Management staff member as per country structure) and have a dotted line to the Coordinator, Regional Logistics.
• To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES
Coordination and representation:

• Manages the country logistics and procurement activities including emergency response, where applicable. Provides technical oversight, input, direction and supervision to Logistics & Supply Chain staff to ensure effective and timely support to projects implementation.
• Responsible for management of Procurement, warehousing, stock, transport, fleet, assets, GIK reporting, etc. in line with applicable policies, procedures, SOPs and guidelines.
• Responsible for initial Logistics and Supply Chain assessment and continuous reassessing of the operational context including infrastructure, access routes for the country mission. Ensures optimal resource planning based on assessment.
• Liaise closely with the Security focal point on risks affecting logistics and supply chain and related mitigation measures. Ensure the application of, and compliance with, security protocols and policies in line with assigned tasks.
• Actively engages in projects planning, design, and budgeting to ensure that required logistics human and material resources and systems are accounted for and are suitable to support planned operations and expected workload.
• Develops and implements logistics strategies in line with country program/operation strategy and preparedness plan.
• Supports smooth implementation of IMC programs and operations, through participation in planning of procurement and commodities dispatches to distribution, as well as effective coordination of other supply chain and logistics activities at the country level.
• Enhances business coordination among the logistics, program and finance departments to develop consensus around priorities and joined problem solving to improve the delivery of assistance to beneficiaries.
• Identifies and anticipates supply chain risks impacting program activities. Develops and implements related risk mitigation/reduction activities.
• Ensures together with country management team that logistics support requirements in terms of staffing and internal logistics infrastructure, required for effective project support, are correctly accounted for and budgeted in all project proposals.
• Pro-actively coordinates with heads of department and develops logistics solutions, feed other departments with relevant logistics information and data useful to enhance project deliverables and seeks feedback to ensure actions on identified improvements.
• Drive operational excellence to achieve optimal efficiency and cost-effectiveness throughout supply chain.
• Identify and share ideas, innovations, best practices and request for improvements related to business processes and related tools at local and global level.
• Implements, analyzes and monitors Key Performance Indicators for all logistics and supply chain aspects.
• Ensures standard reports are prepared, analyzed and shared with stakeholders as per standard requirements and schedule.
• Responsible for timely submission of logistics reports to donors
• Represents and advocate on behalf of the logistics department at country level.
• Represents positively International Medical Corps to government officials, community representatives, Logistics Cluster, NGO Forums, partners and vendors in a positive and professional manner.
• Contributes to the creation of a positive image and overall credibility of the organization, through the application of International Medical Corps' mandate, ethics and values both internally and externally.
• Responsible for implementation of US Export Compliance regulations and Anti-Terrorism and Prohibited Party Screening Policy, within all logistics and supply chain activities of the country mission.
• Ensures procurement and logistics activities minimize negative impact on environment.

Procurement and supply chain

• Accountable for the timely and transparent acquisition of equipment, supplies and services, for program support and implementation, through effective direction of the procurement section, while ensuring compliance with IMC, host government and Donor's procedures and regulations.
• Ensures open, transparent, ethical and free competition for procurements is adhered too.
• Ensures that market surveys are performed regularly, to inform sourcing strategy through understanding of the market (including items availability and costs, identifying eligible suppliers, etc.)
• Ensures that vendors are registered, assessed, and prequalified (as required).
• Ensures Service Level Agreements (SLAs) with other departments are agreed upon, periodically reviewed and updated.
• Ensures that procurement planning timelines accounts for agreed SLAs.
• In collaboration with the Project Managers/Budget Holders, responsible for supporting the development of the project Procurement Plan process and launch of procurement activities to enhance project timely work-plan implementation trough active participation in operational and pipelines meetings.
• Ensures that Procurement Plans are shared, consolidated, and integrated in the Country Procurement Strategy leading to the implementation of strategic contracting in appropriate markets.
• Ensures proper implementation of item catalogue use in procurement activities, including initiation of addition for any new items as appropriate.
• Ensures that Blanket Purchase Agreement (BPA) are implemented and monitored for essential and frequently purchased commodities/services/equipment.
• Promotes enhanced business and advanced negotiation practices, positive and ethical business relations with suppliers.
• Responsible for ensuring regular feedback on procurement activities progress is available to all stakeholders through provision of accurate Procurement trackers and Procurement Plans updates.
• Ensures documented quantity and quality control for all deliveries.
• Ensures that performance of vendors is monitored and documented to mitigate risk of future engagement of under-performing vendors.
• Ensures timely payment request to Finance, in line with contract payment terms.
• Collects and analyzes Productivity and Quality evaluation indicators, feedback from requesters/users and business partners/suppliers and adjust sourcing & contracting strategies accordingly to achieve the best Value-For-Money within procurement related activities.
• Ensures close collaboration with HQ Global Logistics & Supply Chain team to coordinate on timely delivery of international orders and other remote support activities or projects.

Logistics

• Oversees of the correct implementation of International Medical Corps standard systems and procedures for management of warehouse, transport, fleet, asset and GIK reporting.
• Responsible for the design, deployment and implementation of Logistics information management and reporting system in line with organizational standards.
• Ensures capturing, tracking, analyzing and reporting logistics data.
• Ensures that transactions are documented, stored and accessible as per standard procedures, and audit trail is in place.
• Supervises and coordinates all logistics matters related to transport and fuel management, to ensure that vehicles are registered, insured, managed and maintained, have adequate equipment (safety, communication, tools, etc.) and spare parts/accessories, and all accidents are reported and properly handled.
• Ensures usage of vehicles and generators fuel is correctly supervised, logged and reconciled.
• Ensures commodities and people are transported safely, drivers are trained and consistently implement drive safe procedures, mandated by IMC and local laws.
• Maintains fit for purpose and optimized country fleet of vehicles/generators.
• Ensures adequate equipment/asset (including ICT items) acquisition and replacement plan is in place, and reflected in project proposals and budgets.
• Ensures that Asset List is up to date and all assets and attractive items are properly recorded, assigned to a custodian, tracked and reported until the final disposal in line with requirements from IMC Asset manual and applicable donor regulations.
• Ensures warehouse operations have adequate staffing, equipment, furniture, supplies and required infrastructures improvements to maintain optimal storage conditions, safety and security.
• Ensures warehouses are selected and registered as per IMC procedures.
• Ensures accurate, compliant and transparent warehouse management as per IMC manuals and country regulations.
• Ensures that stocks owners have access to stock status reports to facilitate timely stock replenishment and distribution planning.
• Ensures timely sharing of newly received GIKs documentation with HQ Logistics Desk to facilitate financial booking.
• Coordinates acquisition of import/transit/export permits for international shipments, and timely custom clearance.
• Coordinates international and local transport of commodities and where required ensuring acquisition of necessary permits for shipping from local authorities.
• Responsible for equipment and supplies insurance acquisition facilitation by providing timely and accurate information.
• Where required, ensures that telecommunication equipment licenses are acquired through appropriate authorities (HF, VHF, Satellite phones, BGAN, VSAT, etc.), properly operated and maintained in a cost efficient manner.

Staff Capacity building and Performance Management, Learning & Development:

• Provides leadership and support to all IMC logistics and supply chain staff.
• Builds and maintain fit for purpose team structure with appropriate segregation of duty through continuous planning and optimization of human resources within department.
• Recruits, inducts, coaches, trains, supervises and mentors direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely constructive performance feedback, and documented performance reviews. Ensure this is cascaded up-to assistant level by coaching staff managers to undertake similar process.
• Identifies training requirements/gaps, and ensure that training plans are developed, fully implemented and refresher trainings provided to all Logistics and Supply Chain staff, as required and deemed necessary.
• Maintains open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their roles.
• As part of succession plan and nationalization goals, identifies, trains and develops capability and capacity of national staff to successfully transition roles and responsibilities, whenever feasible.

Compliance, Audit and related controls

• Overall responsible for logistics department compliance with IMC policies and procedures and applicable donor regulations and local laws.
• Responsible for implementation of department control mechanisms over business processes and related activities compliance.
• Remains updated of donor policies and procedures related to Logistics & Supply Chain and is responsible for timely dissemination and consistent application across the country program.
• Conducts assessment and evaluation of risks impacting Logistics & Supply Chain and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Maintains accurate filing systems, with documented and auditable records of all Logistics & Supply chain transactions and reports.
• Ensures timely submission of mandatory logistics reports to the country management team, and Global Logistics & Supply Chain team, in line with IMC policies and procedures.
• Works with Finance, Compliance, Audit, country Logistics department and Regional Logistics team to assess compliance of business processes and related documentation to identify gaps and implement necessary corrective measures and risks mitigation. Implements corrective measures in coordination with country and HQ management. Provides responses to audit queries where applicable.
• Ensures Export Compliance requirements for all Logistics & Supply Chain actions are screened, applied and properly documented in line with applicable license terms & conditions, to avoid any potential violation. Consults with HQ Focal Points for export compliance on existing licenses requirements and need for any new license or renewal of licenses required to conduct operations.

Fraud prevention

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor regulations and local laws.

Logistics Management & Information System (LMIS)

• Supports implementation of software solution for logistics and procurement at country level.
• Ensures LMIS users are trained and use software solutions in a consistent and accurate manner.
• Ensures that country related LMIS reports/dashboards are available or accessible to stakeholders

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a Bachelor's degree in Humanitarian Logistics, Supply Chain Management, International transport, business trade, or Humanitarian Supply Chain Management. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 10+ year of relevant and progressive experience working in related field, including 5+ years of humanitarian experience in logistics and/or Supply Chain at management level.
• Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision and monitoring.
• Strong organizational and problem-solving skills with analytic approach.
• Strong interpersonal, management and leadership skills. Experience in remote management.
• Ability to create and maintain effective team spirit, work in participatory manner with staff under supervision and other stakeholders to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Advanced use of MS pack. Able to build staff capacity on design and use of excel forms.
• English (Able to read, analyze and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports). French, Spanish, Arabic is a plus.
• Prior knowledge and understanding of donors' rules and regulations applicable to Logistics and Procurement (USAID/BHA, ECHO, EC, DFID, etc.) is desired.
• Evidence of humanitarian emergency deployments and international deployments desired.
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to interpret an extensive variety of technical instructions (including in the medical field) and possessing resourcefulness, flexibility and creativity essential to work with a wide range of programs activities.
• Valid Driving license (preferred).