Emergency Roster – Supply & Logistics Coordinator

POSITION SUMMARY:

The HIAS emergency response roster upholds our mission to support refugees and displaced populations in times of crisis. We are seeking passionate humanitarian professionals to join our initiative to help serve and respond to humanitarian emergencies.

HIAS seeks an experienced Supply & Logistics Coordinator to join its global external surge roster. HIAS established its emergency roster to access a pool of experienced and qualified candidates with a demonstrated background in emergency response and complex humanitarian programming.

Upon emergency deployment, the Supply & Logistics Coordinator will fulfill both supply and logistics support functions. This position will be responsible for the efficient coordination and management of all supply and procurement functions and uphold utmost integrity of HIAS’s systems and processes. The Supply & Logistics Coordinator will also be responsible for the standardization of policies and practices in their deployment context. S/he will additionally serve as the operational engine for the various programs team and is expected to liaise with departments to ensure anticipation and delivery of their needs.

The Coordinator will manage the logistics functions to provide timely and effective support to Country Office programs to ensure objectives are met.

The Supply & Logistics Coordinator will report to the Operations Manager and/or Emergency Response Director on the ground; or, in situations in which there is no Emergency Response Director but there is an existing HIAS Country Office, the Supply & Logistics Coordinator will report to the HIAS Country Director (or his/her designated Manager). The Supply & Logistics Coordinator will also work closely with the HQ-based Emergency Department and may be requested to also liaise with other HIAS departments or divisions.

In order to join HIAS’ emergency roster, candidates will need to apply as instructed through the website and then will undergo a shortened selection process. All roster members will be requested to keep HIAS updated as to their interest and availability to be deployed and/or remotely support on emergency responses. If/when opportunities arise that meet a roster member’s skill set, they will be contacted and will go through an expedited selection and contracting process, including salary agreement based on the role and location of the roster surge support placement. While on the roster and not working/deployed, roster members will not receive compensation or benefits of any kind but may potentially have access to trainings.

ESSENTIAL FUNCTIONS:

Supply Roles

• Manage supply functions, such as gathering quotations, market research, receiving deliveries, prequalification of supplies and vendors and report where necessary.
• Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed up by staff and fully implemented.
• Monitor all supply activities to ensure they are conducted in a fair and transparent manner, that all processes are fully documented and are in full compliance with HIAS and donor policies.
• Maintain a transparent and responsive supply process in generating bids analysis and Purchase Orders, Timely Delivery, and Payment Requests.
• Coordinate with Finance and program departments to ensure integrated internal controls and timely payment of vendors.
• Collaborate with and provide support to the team to conduct rapid procurement of all program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.
• Support and provide appropriate trainings for supply and program staff to ensure compliance with policies and procedures.
• Lead and attend all procurement committee meetings.
• Main supplier information for regularly purchased items and be informed of current local market conditions.
• Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and supply records.

Logistics Functions

• Manage logistics operations, travel arrangements for staff and partners on all matters related to HIAS Programmatic activities in the emergency deployment country/context.
• Supervise and guide drivers to ensure timely, secure and high-quality service delivery in coordination with HIAS Security Team.
• Ensure effective systems are in place for vehicle scheduling, movement planning, management, maintenance, and reporting in a timely manner.
• In coordination with HIAS Security Team, help implement their protocols and processes with staff and manage the analysis of Country office’s travel and logistics related needs.
• Manage usage of HIAS Vehicles as relevant; ensuring safe driving practices, maintenance of regular checks, repairs and cleanliness of the vehicles are frequently done.
• Collaborate regularly with the HQ or regional Finance personnel and/or the Emergency Response Director to review budget, evaluate key operational activities, communicate assets, and follow gift requirements.
• Collaborate regularly with Operations Manager and IT personnel based regionally or at HIAS Headquarters to oversee installation, maintenance, and proper use of computer network systems and related office, communication, transportation and energy equipment.
• Ensure related policies and procedures for logistics are adhered to by emergency deployment staff.
• Ensuring Logistics metrics and reports on operations, vehicle maintenance, mileage and expenses are submitted as required to management.
• Perform any other duty as assigned.

QUALIFICATIONS & REQUIREMENTS:

• Bachelor’s Degree in a related field required; Master’s Degree preferred.
• Minimum of two years working in emergency/humanitarian response, preferably in field-based, complex emergency contexts with a humanitarian organization.
• Experience and skill set in budget development and management.
• Knowledge of communications systems (satellite communications, VHF and HF radio) preferred.
• Ability to manage and maintain high levels of confidentiality.
• Utmost degree of integrity and professionalism; ability to create and sustain ethical relationships with suppliers.
• Strong emotional intelligence and excellent interpersonal skills.
• Dynamic individual with a proven ability to achieve results in a demanding, fast-paced, and often insecure environment.
• Demonstrated ability to work well in diverse and cross-cultural teams to achieve common objectives; able to rapidly adapt to new countries/contexts.
• Willingness to work in emergency contexts that may limit or restrict movements within or outside of country/context during deployment.
• Willingness to relocate for at minimum three months with a minimum of 72 hours’ notice.
• Fluency in English both written and verbal required, additional language skills in French, Spanish, Arabic preferred.
• Completion of Hostile Environment Awareness Training (HEAT) within the past three years preferred; will be provided by HIAS if none.

DISCLAIMER:

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or permanent location. Location is subject to change based on programmatic needs. Flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced, changing work environment with many crucial deadlines. All team members may be required to perform duties outside of their normal work hours of responsibilities as needed.

SAMPLE HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a Human Resources staff person.

Step 3: Interview with the hiring manager.

Step 4: Interview with a panel of HIAS employees.

Step 5: Reference check.

Step 6: Offer and background check.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.

VISION:

HIAS stands for a world in which refugees find welcome, safety and opportunity.

MISSION:

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

VALUES:

Welcome • Acogimiento • Hospitalité

We Welcome the Stranger

Justice • Justicia • Justice

We Pursue Justice

Empathy • Empatía • Empathie

We Approach our Clients with Empathy

Partnership • Compañerismo • Coopération

We Believe in Changing the World through Partnership

Courage • Coraje • Courage

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience

We Adapt and Thrive, Continuously Demonstrating our Resilience

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. All qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

How to apply

To apply, please visit: Emergency Roster Supply & Logistics Coordinator – Careers At HIAS Inc. (hrmdirect.com)