MANAGER, LOGISTICS – PARTNERSHIP

Program Description

International Medical Corps, which has a history of providing healthcare services and training in Ukraine that dates back to 1999, is expanding its activities in the country and the surrounding region in response to the war there.

The situation throughout Ukraine is deteriorating rapidly as the conflict intensifies, prompting a sharp increase in humanitarian needs as access to essential services and supplies are disrupted and more and more people flee their homes. In addition, millions of Ukrainians have fled to neighboring countries, including Moldova, Poland and Romania, increasing pressure on host governments as they work to provide shelter and essential services to the new arrivals.

Our response activities include providing emergency and primary health services and training, mental health and psychosocial support, gender-based violence services, child protection, nutrition, and water, sanitation and hygiene.

The position is based in Ukraine and may require in country travel based on security.

Candidates will be required to show proof of being fully vaccinated against COVID-19, Measles and any other mandatory vaccine requirement (country dependent) prior to deployment. Reasonable accommodations will be considered on a case-by-case basis for exemptions to this requirement in accordance with applicable law. Applicants should be aware that for certain positions involving emergency deployments, accommodations that involve remaining unvaccinated against COVID-19 may not be deemed reasonable. International Medical Corps will engage in the interactive process on an individualized basis in light of each particular role.

JOB SUMMARY:

The Manager, Logistics – Partnership will be responsible for the oversight of partnership’s logistics & supply chain related aspects. This includes partner assessment of logistics and procurement policies and as required training, support and mentoring of partners staff, oversight of critical procedures managed by the partner, controls, and reporting.

The Manager, Logistics – Partnership works closely with Sub- Award Manager and under the direct supervision of the Coordinator Logistics.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

Partners’ capacity assessment

• Review Pre-Award partner Assessment form and supporting documentation (i.e., Procurement, Asset management and Stock management policies)
• Assess partners’ Procurement and Logistics policies and procedures against International Medical Corps and Donors’ minimum requirements.
• Identify and reports any potential gaps in procedures, segregation of duties, conflict of interest and fraud prevention, documentation of transactions, tracking and reporting of commodities and assets.
• Based on assessment outcome, provide recommendations and mitigation measures for identified gaps.

Partner’s monitoring and controls Where required, as per partner’s assessment outcome:

• Support elaboration of Procurement Plan and identified procurements requiring IMC oversight
• Train partner staff on IMC procurement minimum requirements including:
  • Fraud prevention & Conflict of Interest in procurement process.
  • Procurement principles.
  • Segregation of duties within the procurement process.
  • Procurement procedures, approvals, and minimum documentation requirements.
  • Quality Assurance in procurement process.
  • Vendor relations and management.
  • Open competition requirements and role of tender committee.
  • Received items (goods, services or works) Count and Quality Control.
  • Payment request and closing of the procurement file.
  • Commodities tracking and reporting.
  • Asset tracking and maintenance requirements including accurate Asset List.
  • Inventory controls and inventory reporting.
• Monitor implementation of required procedures:
  • Mentor partner staff and provides hands on support as required.
  • Supervise identified key procurements at every step ensuring transparency, vendors’ equal treatment and achieving the best value for money.
  • Ensure procurement are performed on due time as per Procurement Plan. Ensure Procurement Plan is monitored and updated monthly.
  • Where required, act as adviser/observing member in Tender Committee with no voting rights.
  • Ensure procured commodities are going through quantity and quality control, with adequate storage and transport in place and all transactions recorded and tracked.
  • In coordination with programs, ensure distributions are documented and evidence archived.
  • Ensure Assets are registered prior being issued to Custodian and tracked until final disposal and that each asset has active employee as a responsible user.
  • Ensures optimal use and maintenance of any vehicles assigned to the joined projects and proper, optimal use of fuel.
• Controls
  • Coordinate with IMC technical adviser review of items minimum specifications for equipment and program supplies.
  • Review of orders above agreed threshold prior being placed to vendor.
  • Jointly performed inventory and assets controls on a regular basis.

Compliance, Audit, and related controls

• Report red flags for fraud or compliance gaps and develop corrective measures and action plan in collaboration IMC team and partner
• Supports assessment and evaluation of risks impacting Logistics and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Supports implementation of partner control mechanisms over business processes and related activities compliance.
• Ensures maintenance of accurate filing systems, with documented and auditable records of all partner’s Logistics & Supply chain transactions and reports.
• Ensures full compliance with applicable sanctions and Export Compliance rules for all activities supervised or tasked to Employee.

Fraud prevention Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor regulations and local laws.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Code of Conduct As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons.

Equal Opportunities International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a bachelor’s degree in Humanitarian Logistics, Supply Chain Management, International transport, business trade, or Humanitarian Supply Chain Management. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 5+ years of relevant experience working in humanitarian logistics.
• Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision, and monitoring.
• Strong organizational and problem-solving skills with analytic approach.
• Strong interpersonal, management and leadership skills. Experience in remote management.
• Ability to create and maintain effective team spirit, work in participatory manner with staff under supervision and other stakeholders to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Advanced use of MS pack. Able to build staff capacity on design and use of excel forms.
• English (Able to read, analyze and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports). French, Spanish, Arabic is a plus.
• Prior knowledge and understanding of donors’ rules and regulations applicable to Logistics (USAID/BHA, ECHO, EC, FCDO, etc.) is desired.
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to interpret an extensive variety of technical instructions (including in the medical field) and possessing resourcefulness, flexibility, and creativity essential to work with a wide range of programs activities.
• Valid Driving license (preferred).

Additional Technical or Language Requirements

Fluency in Ukrainian or Russian desirable eligibility to work in EU/Ukraine desirable

MISCONDUCT DISCLOSURE SCHEME

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s 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. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.