Logistics Liaison Officer

Job Description

Background/IRC Summary:

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria - more than half of the country's population - are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary:

Reporting to the Supply Chain Manager, the Logistics Liaison Officer is responsible for the efficient procurement, logistics, warehousing, Assets, admin and Liaison and cross boarder support of functions for IRC’s office in Erbil, Iraq. The Logistics Liaison Officer must be able to coordinate and perform effectively on the functions related to his role, whilst ensuring best practices and maintaining audit-compliant records.

Responsibilities:

A. Procurement Function

1. Procurement Planning

- Perform Market Analysis by collecting, organizing, and analyzing market data and financial reports and monitoring Supply Market to ensure price quotations and Supplier offers are authentic and reasonable as directed by the Supply Chain manager. - Coordinate with the Supply Chain manager and the NES team in developing procurement plans for active grants on international procurements, in collaboration with program Coordinators/Managers and internal and external partners to support program implementation.

Procurement

- Monitor and update daily PR Log on all procurement requests submitted for regional/international sourcing. - Review regional/international PRs with respect to PR completeness and coordinate with requesters if more clarity or additional information is required. - In close coordination with Supply Chain Manager, lead the regional and international procurement for the acquisition of supplies and services. - Implement all IRC procurement Standard Operating Procedures to ensure compliance with IRC and donors’ procurement policies. - Work with requesters to develop comprehensive purchase specifications. - Maintain regional and international procurement tracker to ensure optimal visibility of cross-border procurement. - Maintain electronic files for all transactions using a dedicated folder on BOX. - Review procurement documents before payment - Ensure timely submission of GRNs/COCs on regional supplies/services and coordinate with Syria Finance and HQ Finance to ensure timely payment to vendors to avoid default on contracts. - Lead the bidding process on all regional and international procurement processes, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning.

Contracting Processes

- In close consultation with Supply Chain Manager, Prepare, review, and utilize Procurement contracts, including Master Agreements (MPA, MSA) to ensure favorable Procurement Terms and Conditions - Monitor contract implementation to ensure suppliers’ adherence to contract terms and conditions. - Prepare and submit timely and accurate procurement report(s) to inform the decision-making process.

Supplier Management

- Ensure that RFP/RFQs are complete in all respect and that targeted vendors understand the objectives of IRC i.e., Output specifications, IncoTerms, transportation mode, Good Distribution Practices etc. - Maintain mutually beneficial relationships with suppliers to avoid any default on contract and build mutual trust. - Maintain and up to date supplier file for each vendor in use with IRC Erbil

B. Cross-Border Supply Chain Management and Liaison:

- Actively participate in Logistics Sectoral Working Group Iraq and NES Ops Forum SC information-sharing activities (Market surveys, supplier database, host country rules, and regulations, SROs). - On behalf of IRC liaise with local authorities MOI, MoH, Customs, and other ministries/departments) to secure duty exemption permits for all international shipments. - Update cross-border and Import procedures and ensure all IRC Cross Border SoPs are aligned with new changes and disseminated to all concerns. - Coordinate with concerned authorities for securing Cross Border Permits for staff, visitors and consultants and maintain good relationships with government authorities. - Maintain cross-border permit tracker for Syria-based staff as well as visiting staff. - Stay informed (through media, social media, contacts, etc.) about the security situation in Erbil and surrounding areas daily. - Stay informed of any government regulations, circulars and orders related to NGOs and foreigners. - Organize meetings with government officials as and when required by the IRC NES management. - Ensure IRC NES maintains a good repute of information sharing of its activities to the extent required by the governmental authorities. - Conduct himself/herself both professionally and personally in such a manner as to bring credit to IRC NES and to not jeopardize its humanitarian mission.

C. Inventory, warehousing, and Assets Management

Ensure:

- Ensure all international orders and shipments are in compliance with WHO GDP standards Inventory control, including drug storage, Cold chain, buffer stock, contributions in kind stock (CIK), and food commodities.

- Implement the IRC inventory policies regarding all project Items, including reporting discrepancies, pharmaceutical quality assurance, and cold chain policies where applicable on the items stores in IRC NES warehouse in Duhuk. - Develop and ensure material distribution plans and up-to-date tracking of the materials stored and transported to NES from Iraq. - Coordinate inventory disposal procedures for items stored in Duhuk Warehouse where necessary. - Placement of the assets maintenance plans as per IRC policies, including repairs and insurance coverage process. - Conduct Asset and property needs assessment for the office and Guesthouses in Erbil. - Handle asset and property disposal management when required. - Ensure that grant inventory and asset report is accurate, regularly produced, reviewed, and approved before the Grant closing date.

D. Logistics and Fleet Operations

The role holder will:

- Work closely with the Supply Chain Manager to design a suitably staffed and equipped transport function to support the IRC’s Erbil’s operations and policies. - Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues. - Implement country fleet management policies that are consistent with transport requirements. - Dissemination and adherence to vehicle safety policies by all vehicle users. - Develop and monitor fleet movement plans, vehicle repairs, drivers’ assignment, vehicle safety, and fuel consumption. - Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process. - Manage and be accountable for the vehicle fleet, movements within Erbil and to the border. - Ensure the correct and timely routine maintenance and repair of IRC hired vehicles in Erbil. - Work with the Supply Chain Manager to ensure that vehicles are prepared for routine and emergency Fleet requests in Erbil. - Any other duties as may be assigned by the supervisor.

E. Facilities Maintenance

Ensure:

- Routine rounds at the office, warehouse in Duhuk and Guest houses by ensuring building structure, fittings, plumbing and taps, wiring and electrical sockets, lighting, doors and windows, tiling, carpentry, painting etc. are regularly maintained and constitute safe working environment for IRC staff. This can easily be done by creating a good relationship with facilities management team for the IRC rented apartments in Erbil.

- Routine visits to guest houses ensuring building structure, fittings, plumbing and taps, wiring and electrical sockets, lighting, doors and windows, tiling etc. are regularly maintained and constitute safe living environment for IRC international staff. - Routine inspection of household equipment including air conditioners, UPS, batteries, fire extinguisher, fans, Electrical DBs with RCD, microwaves, kettles, water dispensers, fridges, washing machines and similar to ensure they are in working condition. Have them repaired promptly in case of malfunction. - Identify the needs to maintain the Erbil based premises (office, Guesthouses, and warehouses) to maintain the premises optimally and inform the Supply Chain Manager for necessary approvals. - Ensure procurement and distribution of household equipment, cleaning and kitchen supplies and materials for facilities (including drinking water and gas canisters) and follow up with Supply Chain Manager. - Keep track of and ensure timely payment for office, warehouse, and guesthouse utilities (rent, water, electricity, and internet) by possibly creating a tracker for each.

Staff Performance Management, Learning & Development

- Hire, supervise, and build the capacity of team members in relevant technical and management competencies. - Develop and implement remote management capacity building approaches to build the strengths the teams teams in Syria. - Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews. - Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions. - Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews. - Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis. - Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths. - As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies. - Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions. - Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff. - Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

Qualifications

- A university degree, preferably in business administration / management, or any other relevant field. - Minimum 2-4 years of progressively responsible professional experience in Logistics and Liaison functions. - Experience in store keeping or related field (Liaison and Logistics/Fleet). - Excellent negotiation and representation skills. - Ability to work effectively with an ethnically diverse team in a sensitive environment. - Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies. - Solid knowledge and understanding of the Syrian context, including geographical, political and security aspects.

Demonstrated Skills and Competencies:

- A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct. - Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development - Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution. - Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context. - Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience. - Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity. - Curiosity, a desire to continually learn and develop and a sense of humor is a must. - Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

- English, Arabic and Kurdish is required. - Travel: 30% to field sites in Duhuk and border as well as

Key Working Relationships:

Position Reports to: Supply Chain Manager Position directly supervises: Supply Chain Assistant, Drivers and Cleaners in Erbil

Indirect Reporting (If applicable): N/A Key Internal Contacts: Program staffs, Finance, Supply Chain team in NES and Grants

Key External Contacts: Government offices, International Suppliers

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

Note: Applications will be reviewed on a rolling basis, while the call for applications will be open until 23rd July 2023.