Country Supply Manager – Ukraine

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Country Supply Manager

Code: 60-4553

Duty station: Dnipro with frequent travels in Ukraine

Starting date: 01/02/2023

Contract duration: until 31/12/2023

Reporting to: Country Logistics and Supply Coordinator

Supervision of: Supply and Warehousing staffs

Dependents: non-family duty station

General context of the project

The war broke out in Ukraine in February 2022. Since then, millions of people have spread within the country, raising a big concern on how to manage such an immense flux of people. In order to provide emergency humanitarian relief, INTERSOS has entered Ukraine shortly after the outbreak of the conflict and set up its first emergency response operations.

Currently INTERSOS team in Ukraine consists of 225 staff, operating across 5 bases, covering operational areas of: Lviv, Vinnytsia, Poltava, Odesa, Dnipropetrovsk, Kharkiv, Mykolaiv and Donetsk Oblasts providing protection and medical assistance to internally displaced persons (IDPs), their host communities, and life-saving humanitarian assistance to persons in highest needs in frontline and newly accessible areas.

General purpose of the position

He/she will be responsible for the correct planning, implementation and monitoring and management of the supply chain activities and sections (order processing, procurement, warehouse and transport and customs), in accordance with INTERSOS protocols, standards and procedures in order to contribute to an efficient running of the mission.

Main responsibilities and tasks

Coordination and support:

• Participate actively in the definition and monitoring of annual project planning and budgets and the Emergency Preparation Plan, defining strategies and advising the Logistics Coordinator in the translation of the identified needs into objectives, priorities and resources needed for intervention
• Manage the supply sections at coordination level: order processing, procurement, warehouse (log and med), and transport scheduling and customs activities in coordination with the Country Logistics Coordinator and Base Logistics Officers. Coordinate communication lines and functional links between the supply and Finance and Medical departments
• In collaboration with the Country Logistics Coordinator define the Warehouse and Stock Management activities and plan the annual budget in order to identify and optimise the response to the needs of the mission and the targeted population

Logistics Information Management:

• Ensure that data reported in INTERSOS Logistics software (IMP & IMS) are correctly used and accurate. Provide training to staffs if required

Supply-Chain and Procurement Management:

• Define, monitor, evaluate and ensure the implementation of the strategies and overall supply activities in the mission, making adjustments where needed, according to INTERSOS standards, protocols and procedures. This includes guaranteeing of the following:

• Guarantee the respect of INTERSOS and donor procurement policies and procedures

• Create the online Procurement Plan on IMP

• Ensure a smooth running supply administration in IMP (Purchase Request Management) and the respect of the implemented supply procedures

• Stabilise supply activities within regular and emergency intervention of the projects and manage field visits on regular basis to offer a permanent support to the direct and indirect supply stakeholders

• Validate the use of the supply related third parties (suppliers, transport companies, freight forwarders, etc.) proposed by the Supply Assistants, together with the technical referents when needed

• Draft tender documents in coordination with the Country Logistics Coordinator

• Maintain INTERSOS country/base pre-qualified list

• Apply SOP 37 and SOP 38

• Plan, coordinate and supervise the daily activities of the supply sections and define their level of priority. Implement the adequate tools and procedures

• Plan and collaborate with the Global Supply Office on International Procurement processes. Follow up on the payment to suppliers in coordination with Regional Finance Coordinators and the GSO

• Monitor the Warehouse and Stock Management activities, following up the medical and logistics stocks, ensuring compliance with INTERSOS standards, protocols and procedures, and report to the line manager on the development of the ongoing programmes. This include the following activities:

• Ensure all equipment and premises are adapted to the proper storage of goods in compliance with the customer’s requirements and good distribution practises

• Ensure the proper physical and administrative management of the products inside the warehouse in collaboration with the stock owners (SOPs, flow management, warehousing tools, inventories…) and guarantee the application of the SOP in pharmacy management

• Ensure the safety and the security for goods and people inside and outside the premises under his responsibility

• Analyze monthly/quarterly warehouse data, identify problems and propose solutions to line manager, stock owners and pharmacist

• Oversee regular inventory check on a quarterly basis

Human Resources Management:

• Evaluate the workload of supply and warehouse staffs and the performance proposing re-dimensioning where necessary
• Plan, supervise and implement, in close coordination with the HR department, the associated processes (recruitment, training, briefing/debriefing, performance evaluation, detection of potential, development and internal communication) of the staffs under his/her responsibility in order to ensure both the sizing and amount of knowledge required

Required profile and experience

Education

Degree and specialization in Logistics/Supply Chain

Professional Experience

• Minimum two years’ experience in supply chain management and in organization of supply administration and procedures
• Desirable proven understanding of INTERSOS Field Logistics (general knowledge of INTERSOS equipments and kits in accordance to the nature of the project)

Professional Requirements

• Essential computer literacy (word, excel and internet)
• High level of integrity and understanding of procurement ethics
• Planning and organisational skills and ability to meet deadlines

Languages

• English
• Local language desirable

Personal Requirements

• Negotiation skills, communication and interpersonal skills
• Service orientation
• Initiative
• Analytical thinking & decision making
• People management and development
• Flexibility and adaptability
• Results and quality orientation
• Teamwork and cooperation