Logistics Manager (Syria Country Program)

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IRC - The International Rescue Committee

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Job Description

Reporting to Supply Chain Coordinator based in Gaziantep, the Logistics Manager is a key position to the success and delivery of quality programs. IRC defines Logistics officer as those systems and functions necessary to implement programs effectively, inclusive of freight forwarding, customs clearance, inventory management, asset, and fleet management. The Logistics Manager is expected to manage all the functions under the direct supervision of Supply Chain Coordinator for Northwest Syria.

Responsibilities:

1. International and Cross Border Shipment Management:

- Ensure robust and uninterrupted shipment processes (international, cross border), this includes drafting of process checklist for the physical movement of shipments. - Participate during proposal development and procurement planning to provide logistics-based input in terms of lead-time, warehousing, freight forwarding, personnel, and associated costs. - Conduct supply chain mapping to identify bottlenecks and prepare an action plan to streamline logistical processes. - Ensure administrative requirements are met toward customs and any other local authority during custom clearance processes and transportation of goods. - Supervise the custom clearance processes and intervene when needed. - Ensure goods transportation means are secured as per needs. - Maintain shipment tracker for all incoming, transit, and outgoing shipments and keep it current and disseminate with all stakeholders.

2. Pharmaceutical Supply Chain

· In collaboration with the health team, ensure forecasts and supply planning for pharmaceutical supply are created for all health projects by project start date.

· With the guidance and support from global pharma leadership develop a supply strategy for the supply of pharmaceuticals (global, regional, national) including freight.

· Ensure the IRC standard pharmaceutical inventory tracking tool is in place and accurately maintained in each location

· Ensure implementation IRC pharmaceutical quality assurance policy, associated SOPs and procedures for Cold Chain best practice in the warehouse and in local transport.

· Ensure adequate drugs management and transportation tool and materials are available for the effective management of drugs.

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3. Assets and Property Management:

- Oversee IRC standard asset & property management policies & procedures and ensure the proper application of asset and property tracking including asset register, asset inventory list, expendable store inventory list, and monthly reports. - Oversee assets’ storages, asset movements and while ensuring assets are properly maintained and utilized. - Distribute and generate asset monthly reports to inform Supply Chain Coordinator, HQ, donors, and other internal and external stakeholders of assets status, disposition plans, and to highlight any losses, and/or damages. - Conduct asset-need surveys to identify needs for asset renewal for Gaziantep and Ankara offices. - Propose enhanced internal procedures to better manage assets and property management such as asset disposition and asset maintenance, in Gaziantep and Ankara offices.

4. Logistics and Fleet Operations

- Develop country specific fleet management policies that are consistent with Country department of transport requirements - Dissemination and adherence of the vehicle safety policies by all vehicle users. - Conduct transport need assessments - Develop and monitor fleet movement plans, vehicle repairs, drivers’ assignment, vehicle safety, and fuel consumption. - Develop vehicle management cost analysis - The fleet legal status (customs clearance, registration, licenses, insurance) are up to date. - Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process.

5. Compliance

- Identify, document and timely report any IRC procurement deviations following the mechanism in place for appropriate follow up. - Ensure all staff (international and national) are familiar and comply fully with the IRC Way policies; - Implement and sustain segregation duties in logistics and other related functions. - Review and provide feedback on assigned supply chain reports submitted by country offices; - Develop and support implementation of improvement plans. - Promptly Inform the Deputy Director for Operations and/or County Director any areas of concern or potential or suspected supply chain policy violations. - Provide constructive support to other functions to ensure effective, compliance to policies & procedures. - Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan);

6. Staff Management and Development:

- Support recruitment of Supply Chain staff (written tests and interviews) through the effective utilization of the IRC supply chain competency matrix. - Ensure each team members' objectives are set following the organizational unit visions as well as operations context(s); - Provide face to face and remote orientation to newly hired supply chain staff, in designated countries. - Assess supply chain staff competency and training gaps and develop appropriate intervention programs - Deliver Training and Professional development programs - Coordinate training and maintain training records

7. Technical Management & Systems:

- Participate in the development and implementation of ERP, BvA and other Supply Chain systems and, when necessary, SC standard Operating Procedures.

8. Emergency & Preparedness:

- Function as emergency logistics focal point, in coordination with in-country Emergency team. - Support the country program team in updating and maintaining the preparedness and response plan and update contingency stock when needed. - Assist the relocation and/or disposition of assets and properties in cases of evacuation and/or relocation. - Track assets under the custody of Partners and coordinate with Partner organizations the relocation and/or disposition of assets in cases of evacuation and/or relocation.

Qualifications

- At least 6 years of progressively responsible professional experience in a similar role. - Proven experience of handling Cross Border logistics operations in country and well versed with the local rules and regulations. - Previous experience in an emergency or conflict-afflicted setting is required.

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 is required, while Arabic and Turkish are desired. - Travel: 15% and attending regional and global workshops and meetings when possible

Key Working Relationships:

Position Reports to: Supply Chain Coordinator in Gaziantep Indirect Reporting: None. Position directly supervises: Logistics Officers in NWS and Gaziantep.

Position indirectly supervises: None.

Other Internal and/or external contacts: Regular relationships with program staff, Operations staff and country Supply Chain staff at all levels.

Internal: All program sectors coordinators and managers, Field Manager and Deputy Field Manager in Northern Syria.

External: Vendors and Services providers

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.

Added 1 year ago - Updated 11 months ago - Source: rescue.org