: International Medical Corps

Deadline: 4 July 2021

Station : Bulawayo

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.

Organizational Background

International Medical Corps is a global, humanitarian, non profit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, non political, non sectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at the highest risk, and with the flexibility to respond rapidly to emergency and development phases, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

To learn more about us visit: https: https://www.internationalmedicalcorps.org/

Position Summary

The Logistics Officer under the line management of the Logistics Coordinator will be responsible for effectively and efficiently supporting the logistics department with daily tasks, activities and ensuring logistics support for all the country programs in accordance with International Medical Corps Logistics policies and procedures. Fundamental to this role is the ability to build rapport with external partners such as vendors and other potential stakeholders. The incumbent should be able to timely submit corporate periodic reports

Main Responsibilities

Logistics: Participates in the implementation of the technical choices, policies and logistical procedures defined by the technical referent, and ensures their proper application as well as the correct use of logistical monitoring tools and documents; In liaison with security officer, ensures the proper use, monitoring and regular maintenance (in compliance with IMC standards), as well as the safeguarding of all the infrastructures, installations and equipment of the Project, notably through the implementation and monitoring of security measures/rules; Ensures the upkeep and maintenance of the warehouses, offices and staff guesthouses, at country office and the field; Ensures good living conditions for the teams and ensures compliance with defined hygiene measures; Plan warehouses and distribution centers to improve operational efficiency and capacity; Efficiently organize transportation activities, including storage of goods, management of information from point of origin to delivery, streamlining transport, movements and safety thereof; Coordinate and track the movement of goods through logistics channels; Execute the logistics plan to move products and packages to reach destinations on time; Ensure all office equipment is functioning all times including copiers, printers, scanners, domestics appliances, where applicable, etc., including establishing and maintaining working relationships with appropriate maintenance service providers and ensure all equipment is maintained in accordance with retention agreements and GAP.

Procurement: Organizes the supply system according to local or regional regulations or in direct agreement with the logistics coordinator, depending on the import facilities for equipment and/or medicines; Carries out local purchases in accordance with the supply rules. Guarantees the quality of the products, the service provided, the timeframe and the competitiveness of the prices (several quotes), in compliance with ethically and in line with global procurement manual; Ensures the processing of procurement requests, sending the request for quotation, preparing comparison sheets, raise purchase orders, seeking approvals thereof and updating the on-line procurement tracking tools; Ensures the conditions of reception of freight or material arriving by truck, as well as the organization and preparation (including packaging and documentation) of the material to be sent. Keeps applicant and budget holder informed of progress by sharing stock reports; Participate in the regular update of the project's approved vendor list as needed; Verify that all items are purchased at cost effective and transparent manner throughout the whole procurement process; Support programs by ensuring standards of goods and services purchased are met and that background checks and due diligence audits are conducted on all vendors as appropriate.

Stocks: Ensures the storage, packaging and management of stocks (logistical material, stationery and cleaning products), and provides technical support to the medical teams for the pharmacy(ies) and to the administration; Respect the rules of storage relative to the stored products (food, dangerous products,); Ensures the daily follow-up of the movements (consumption), the update of the stock cards; Carries out, according to the frequency defined with the technical referent, a physical inventory of all the stocks, as well as of all the goods of the organization; Regularly assesses the storage areas used in relation to the needs of the Project (volume, security, etc.); suggests to the technical referent possible adaptations (new premises, etc.); Reviews freight rates and other transportation costs to limit operating costs; Maintains quality throughout the logistics processes; Contribute to maintaining a reliable supply of services (water, electricity, security, etc.) to program offices all times; Contribute to the management of all program assets (including laptops and vehicles) and inventory in the various program offices and residences, ensuring that staff are properly informed of the use of all these items

Telecommunications: Ensures the adequacy of communication means and needs; proposes a new set up if necessary; Guarantees access to emergency communication means 24 hours a day, 7 days a week; Ensures the proper functioning, use, maintenance and monitoring of communication equipment (HF radio, VHF, computers, printers, scanners, etc.); Ensures that the service providers are paid timely and manage them so that down time is minimized and accounted for; Ensures that project staff are briefed on the operation and use of communications equipment.

Human Resources: Collate information from a pool of national drivers so that s/he keeps all the fleet records are updated all times and monthly reports are available two days after month-end; Ensures the supervision, monitoring and evaluation of the logistics team members under his/her supervision; Ensures that the logistics staff is managed in accordance with IMC rules and procedures and the laws of the country.

Administration: Prepares reports related to the rented infrastructures and buildings, as well liaising with security officer for recommending safety and security improvements to the facilities; Ensures that all documents related to infrastructure, facilities and equipment are filed and archived in an organized manner.

Information: Maintains a network of contacts in his/her field of expertise (partners, other NGOs, local authorities, suppliers, etc.); participates in logistical meetings with IMC partners; Organizes regular meetings with his/her teams to share information and problems and find solutions; Communicates daily with the logistics coordinator on progress, achievements and challenges. to ensure a clear understanding of each other's activities and priorities.

Reporting: Writes, according to the frequencies established on the Mission, the activity reports, and ensures that the statistical data are regularly updated on a monthly basis; Evaluates the quality of the logistical service by filling out the basic form every quarter; Immediately communicates to his/her line manager and/or technical supervisor any information that has or may have an impact on the safety of assets; Immediately report to the line manager any problems that occur on the Project, including damage, loss, attempted break-in or theft.

Prevention of Sexual Exploitation and Abuse: Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps

Qualifications, experience and skills

Minimum degree of Bachelors’ degree in Business Studies/Logistics/Supply Chain or equivalent, CIPS Level 6, CILT Level 6; Minimum of 5 years experience in logistics or supply chain or, experience in NGO is essential. Excellent knowledge of Microsoft Office (Word/Excel/PowerPoint/Outlook/Access); Computer literate and able to provide support to colleagues; General knowledge of electrical, plumbing or computer equipment maintenance; Good organizational skills, autonomy, flexibility, rigor, initiative, ability to work with multidisciplinary and multicultural people, good physical condition; Reactivity, in order to be able to manage unforeseen events and the circulation of products within the allotted time; Diplomacy and interpersonal skills: know how to juggle between different departments and external stakeholders; At ease with figures with the role of minimizing costs as much as possible and saving time.