Thursday, August 18, 2016

Logistics Coordinator - Jordan

SUMMARY:
The Logistics Coordinator (LC) functions under the guidance and direction of the Country Director and in close collaboration with the Program Director, Field Managers and Program Coordinators. The LC will also have ‘dotted’ technical lines to the Regional Logistics Advisor and engagement with the Logistics Desk Officer in headquarters. The Logistics Coordinator manages a team of around 15 national staff.
The responsibility of the LC is to assume overall management of logistics activities in Jordan; building, strengthening and leading a team of staff to ensure that the team provides the most effective logistical support to the country program. The Logistics Coordinator will ensure the timely distribution of all required materials/equipment/supplies and timely/appropriate logistic-technical support to each program site, including support to cross-border programming.
ESSENTIAL TASKS AND EXPECTED RESULTS:
Systems and Processes
  • Responsible for the management and coordination of Logistics within the country program. This involves the implementation, development, improvement, coordination and management of the present requisitioning, purchase, transport, warehousing systems (including storage and stock control) in line with the present IMC and audit standards.
  • Implement logistics procedures and ensure they are followed, including local procurement and tender procedures, contracting, warehousing, transport, vehicle fleet management and asset management according to IMC procedures and in discussion with the Country Director.
  • Ensure the asset register is maintained according to IMC standards and keep up inventory for Jordan offices via respective logistics officer within the mission.
  • Supervise and monitor vehicle fleet management in Jordan, to ensure that IMC procedures and rules & regulations are been followed in all its areas including weekly and monthly reporting on vehicle use and costs according to IMC standards. The LC shall also work with the Senior Management Team at a strategic level to ensure the fleet provides cost effective and fit for purpose support to program.
  • Manage the supply chain at country level, particularly related to pharmaceuticals and medical supplies and equipment, by ensuring that the Programs are well-informed and well-prepared on incoming pipe lines and their schedules.
Strategy, Structure and Capacity Building
  • The LC is responsible for ensuring that the structure and capacity of the logistics department is ‘fit for purpose’ and meets the needs of the country program. As required, the LC shall recruit National logistics Staff in co-operation with HR department for the programs and sites, and ensure that they have the necessary induction, training and support as required.
  • The LC will ensure constant on the job training in order to strengthen technical and management skills of logistics staff and ensure proper usage of logistics procedures, rules and regulations.
  • The LC shall build the capacity of national logistics staff to enable career progression of staff, and, if the context permits and in an appropriate timeframe, shall work towards the nationalization of the Logistics Coordinator position.
  • The LC will also provide capacity building for program staff on procurement planning and ensuring a general understanding of logistics procedures, to enable more effective working relationship across program and support staff.
Reporting
  • Responsible for submitting Jordan monthly status reports via the respective logistics officer to the Country Director, Program Directors/Coordinator and field managers including procurement tracking, asset tracking, in-kind donations, inventories, vehicles.
  • Responsible for submitting Jordan logistics reports to HQ as required under IMC procedures
Other
  • Make assessments of the logistics issues of new emergency situations in collaboration with the field managers, Program Directors and Country Director. Participate actively in new sites set up.
  • Ready to travel and work within Jordan regions when and where so required.
SUPERVISORY RESPONSIBILITIES:
  • Establish work standards/ schedules and ensure their effective implementation; assign work to employees and train employees in work procedures/methods; review employees' work for adequacy and take steps to correct performance; approve employees' work schedules/time reports.
  • Manage positions and personnel to make best use of employees; select employees and develop their capabilities; plan for succession of key personnel; counsel employees effectively; administer discipline; handle employee relations matters in accordance with IMC's Human Resources policies, guidelines and procedures.
  • Instruction/training/coaching - Evaluate the knowledge and skill level of the staff to perform assigned duties. Determine if the employee requires close supervision and training in all or certain areas of their responsibilities or does the employee require minimal training and guidance. If the employee requires additional training, facilitate and/or coordinate the attendance of classes or seminars to increase the knowledge in deficient areas.
  • Measure the accuracy, thoroughness, and neatness of work. Ensure that the staff is adhering to the policies and procedures set forth in the guidelines. In determining the quality of output, there is a need to consider the amount of work completed or the working speed and the extent to which the work is completed on schedule. Evaluate the ability to perform a competent job, the dependability, acceptance of responsibility, and the initiative of the employee must be considered when evaluating and supervising the employee.
  • Performance Appraisals - Evaluate the logistical staff on a regular base (every 6 months ideally).
  • Grievance - Make sure there is an atmosphere that invites employees to air their grievance whilst having a cheerful readiness to deal with complaints justly and harmoniously.
  • Troubleshooting - Identify problem; describe the problem; gather the facts; set an objective; determine problem causes; find solutions, evaluate solutions and develop an action plan to implement the recommended solutions.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty with satisfactory results. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
Extensive experience in logistics management within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.) fleet management and asset management.
Minimum of 5 years of international logistical experience required, of which 3 years should be of developing country or Middle Eastern experience.
Proven record of the ability and experience to manage a logistics team at a senior level.
LANGUAGE SKILLS:
English.
Ability to read, analyze, and interpret technical procedures, or governmental regulations. Ability to write reports. Ability to effectively present information and respond to questions from managers.
Arabic
Ability to speak, read and write is a definite advantage
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY / ORGANIZATION:
Outstanding organizational and problem-solving skills, analytic & pragmatic.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in the medical field and the resourcefulness and creativity essential to work with a wide range of program activities.
CERTIFICATES, LICENSES, REGISTRATIONS:
Academic degree in logistics or relevant field.
Valid international Driving license.
OTHER SKILLS and ABILITIES:
Ability to cope with stressful situations and work with limited resources.
Profound cross-cultural awareness and insight into health care issues
Understanding of health and development concepts in developing countries.
Excellent communication skills, both oral and written.
Excellent self-motivation skills.
Experience in effectively dealing with National and International staff; the ability to deal with a broad spectrum of people.
Ability to exercise sound judgment and make decisions independently. Excellent decision making skills.
Excellent ability to handle multiple tasks and many administrative details in a fast paced and constantly changing environment.
Extremely flexible, and have the ability to cope with stressful situations and frustrations.
Creativity and the ability to work with limited resources.
Must be able to work independently or in team under difficult and stressful conditions.
PHYSICAL DEMANDS:
While performing the duties of this job, the employee should not be afraid to get dirty hands, or to do something which is below his level of education.
Person should be able to stand, sit, use hands, talk, see and hear Specific vision abilities required by this job include the ability to adjust focus.
The employee must regularly lift and/or move up to 30 pounds.
WORK ENVIRONMENT:
The work environment in the field site office may involve risks or discomforts requiring normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, air conditioned, heated, and ventilated.
The work environment in the field may involve high risks with exposure to potentially dangerous situations or unusual environmental stress requiring a range of safety and other precautions e.g. under threat of physical attack or mob conditions, or similar situations in which conditions cannot be controlled.

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