Regional Logistics and Supply Chain Coordinator

Job DescriptionRegional Logistics and Supply Chain Coordinator

Job Title: Regional Logistics and Supply Chain Coordinator

Job Reference: #J-18808-Ljbffr

Location: Rome, Italy

Job Type: Full-time

Department: Logistics and Supply Chain

Reports to: Director of Logistics

Job Description:

Main Responsibilities

• Coordinate and support Global Supply Chain and Logistics operational systems
• Participate in the definition of a Global Supply Chain and Logistics Operations Annual Action Plan (AAP) and Preparedness Plan
• Propose collaborative approaches to humanitarian-private partnerships on the field of Logistics and Supply Chain Management
• Liaise with the Global Supply Office to plan sourcing and procurement strategies for the region missions
• Collaborate with Regional Office to ensure that Supply Chain and Logistics Operations procedures are well understood and enforced in a coordinated manner at regional level
• Review project proposals Supply Chain and Logistics Operations components and actively contribute to all Project Cycle Management phases
• Participate in the definition of a Supply Chain and Logistics Operations Annual Action Plan (AAP) for the region
• Be available for immediate deployment to assist missions Senior Management Teams or the RO for Emergency to mount rapid and effective emergency response operations
• Facilitate communication and cross learning for all Regional staff
• Engage in regional forums such as the Logistics Cluster or any other institutional collaboration mechanism
• Provide support and guidance to all Country Offices in designated regions
• Work with the Heads of Mission and Senior Management Teams to improve Supply Chain and Logistics operational systems
• Participate in the definition of a Supply Chain and Logistics Operations Annual Action Plan (AAP) for the mission
• Provide hands-on contributions to in-country personnel on all SC & LO matters when mobilizing and implementing new projects or closing out
• Logistics Information Management
• Ensure that data reported in INTERSOS Logistics software (Intersos Management Platform - IMP) is correctly used and accurate
• Provide training to missions if required
• Elaborate a quarterly Supply-Chain and Logistics Operation report for the region of operation and submit it to the Headquarters Logistics Department
• Work with the Mission Logistics Departments to ensure the monthly reporting schedule is in place
• Provide review, analysis and feedback to each mission resulting in actionable improvements in the execution of functions
• Monitor the defined yearly Key Performance Indicators
• IT Infrastructure and Communications
• Ensure that missions have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms
• Draft Regional and Mission asset acquisition plans
• Support the implementation of INTERSOS Logistics software in missions
• Supply-Chain Management and Procurement
• Support Region and Missions to plan procurement activities and ensure that all project procurement plans are created and uploaded on IMP before project starting dates
• Improved usage of procurement plan and through procurement planning build supply/sourcing strategy for each mission
• Monitoring overall procurement performance for Region and Mission
• Ensuring effective and cost efficient procurement planning and execution
• Ensure that all missions have an updated pre-qualified supplier list and support on the organisation of Local Market Assessments
• Plan and collaborate with the Global Supply Office and HQ Medical Unit on International Procurement processes
• Follow up on the payment to suppliers in coordination with Regional Finance Coordinators and the GSO
• Review and/or approve all high level procurements, framework agreements, leases and other large value, high risk financial commitments
• Review Regional and Mission ongoing contract execution and propose improvements
• Work with the Headquarters Logistics Department and Internal auditor to address key risks, audit findings and complaints on procurement and propose mitigation measures
• Assets and Inventory management
• Assess and support mission warehouse management; ensure systems and reporting are in place for the effective storage and distribution of all program stocks
• Support in the trial and rollout of INTERSOS inventory management system
• Assess and support in country mission asset management; 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
• Responsible for the inventory and assets management for the Region and ensuring that missions perform quarterly assets and inventory counts
• Transportation management
• Assess and support country mission fleet management; ensure appropriate allocation and safe use is achieved throughout the servicing of programs and staff
• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in missions
• Contribute to the development of sustainable approaches to transportation management by streamlining INTERSOS environmental policy
• Facilities management
• Assess and support country mission facility management - Offices, Bases, Guesthouses and Warehouses ensuring that rental agreements and contracting is done in alignment with INTERSOS procurement standards
• Identify gaps and propose improvement plans in coordination with the Country Logistics Department and Head of Mission
• Contribute to the development of sustainable approaches to facility management by streamlining INTERSOS environmental policy
• Human Resources management
• Support the HQ Human Resources department on the recruitment of Country Logistics Coordinators/Managers
• Support the management of the Logistics rooster and pool
• Provide induction to new senior Logistics staff providing, as needed, inductions, refresher training and capacity building training to staff in all standard Supply Chain and Logistics Operations IT Tools and SOP
• Provide training to program and other support staff on critical SC and LO policies & procedures
• In collaboration with the Head of Mission, perform and manage the Internal Review Process (IRP) of the Country Logistics Coordinators/Managers
• Organize weekly operations meetings with the Country Logistics Coordinator/Manager and monthly Country Logistics Meetings
• Provide regular review and assessment of staffing structures and functions in the Missions with the aim to strengthen overall efficiency and accountability
• Perform annual assessments of Mission's Logistics Department and determine in collaboration with HQ HR Department, HoM and SMT the ideal staffing structure with a plan to support transition (staffing and funding) to an ideal structure over the course of the year
• Applied Security
• Provide support to the Security Manager as a focal point for communication and information flow
• Facilitating the implementation of the INTERSOS security guidance, taking part in security briefings and / or training to be imparted to national and international staff

Required Skills and Qualifications

• Strong organizational and problem-solving skills with an analytic approach
• Ability to work in a participatory manner with colleagues to assess needs, implement and monitor supply activities
• Ability to synthesize and analyze information, and make clear, informed decisions
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities
• Experience in development and implementation of efficient logistics systems, procedures and guidelines
• Excellent written and spoken communication and interpersonal skills
• Cross-cultural experience, understanding and sensitivity
• Knowledge of using / Implementation of Software / ERP
• Languages Proficient in English and Spanish
• French and Arabic are considered an asset

Required Education

• Degree in Business Administration, Industrial Engineering or Supply-Chain & Logistics Management
• Advanced studies in Humanitarian Logistics, Procurement and/or Operations management are considered distinctive factors

Experience

• 5 years or more experience in logistics management and coordination in the NGO sector, within complex/large scale country programmes and in emergency response/humanitarian environments
• International experience in supply chain management in an emergency environment including procurement, transport and distribution, warehouse, and stock management
• Proven experience in all technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, medical logistics, communications, and security
• Experience of working in remote field bases with limited infrastructure
• Experience working with large institutional donors and knowledge of their rules and regulations

Application

Application Instructions: Interested candidates are invited to apply following the link below. Please note that our application process is made of 3 quick steps: register, sign-up and apply by attaching your CV in PDF format. Through the platform, candidates will be able to track their applications' history with INTERSOS. Please also mention the name, position and contact details of at least three references: two line managers and one HR referent. Family members are to be excluded. Only short-listed candidates will be contacted for the first interview.

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