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Logistics Coordinator

The International Federation of Red Cross and Red Crescent Societies (IFRC)

North Kivu, Congo, Dem. Rep
Humanitaire (ONG, Associations, ...), Projet/programme de développement
Logistics Coordinator

Closing date (Geneva time zone):25-03-2019

Duty station:North Kivu
Country:CONGO, THE DEMOCRATIC REPUBLIC OF THE 
Duty station status: Non Family Duty Station 
Accompanied status: Non-Accompanied 

Duration:4 months 
Category of Staff: Delegate 

Grade: D2 
Vacancy No:IFRC02883 

Background
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, Health emergencies and other crises. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. Ebola is endemic to the Democratic Republic of the Congo (DRC). In May 2018, the DRC Ministry of Health (MoH) officially declared the 9th epidemic of the Ebola virus disease (EVD) in Equateur province. This was the ninth Ebola outbreak in the country, and the first in the province. The humanitarian community, including the Red Cross and Red Cross Crescent partners, quickly mobilized resources to face this new EVD outbreak and on 25 July the outbreak was officially declared over. This epidemic caused a total of 33 deaths for 54 cases reported (38 confirmed and 16 probable) in three affected Health zones of Wangata (Mbandaka), Bikoro and Itipo. One of the key Red Cross response during the active outbreak phase was SDBs. Over 100 RC volunteers were trained in SDB and teams responded to over 80 SDB alerts. On the 1st August the MoH officially declared a new EVD outbreak in Mabalako Health Zone, Beni territory. Following an alert from the North Kivu Provincial Health authority about a cluster of cases in Mangina end of July 2018, four samples out of six tested positive for EVD. On 6 August 2018, the Institut National de Recherche Biomédicale (INRB) confirmed by genetic sequencing that this latest outbreak is caused by the Zaire ebolavirus species and is not connected to the recent outbreak in Equateur Province. 

Job Purpose
The role of the Logistics Coordinator is to co-ordinate and manage the operation logistics support on behalf of the IFRC in conjunction with National Society (NS) and in-line with Logistics strategy to optimise service quality and cost effectiveness and to meet the needs of the Federation, partners and external services users. With guidance and support from the Head of Logistics Unit, Africa Region, this role carries both coordination and management responsibilities. As such, this role requires excellent team working, training and project management skills and technical expertise.

Job Duties and Responsibilities

Logistics standards and procedure
Responsible for setting up, implementing and maintaining standard IFRC procedures for all the logistics activities and the supply chain management of the North-Kivu Ebola Operation.
Provide technical leadership on the conformance to IFRC guidelines with regards to Logistics Standards, including logistics financial and procedural management of the procurement process, contract management, stock management, fleet and transport services and import and customs processing for enabling the timely and cost-effective entry of goods into the country, seeking clarification and guidance.

Budget Management
Responsible for the Logistics management and running cost budget, adhering to the IFRC procedures.
Monitor and report on all expenditure against approved logistics budget lines.
Provide budget forecast for logistics activities in operation budget
Support programme on the design and revision of the programme budget.

Staff Management
Provide coaching and on-the-job training to national and international staff and volunteers with regards to building capacity at local levels on Logistics Standards and accountability to provide sustainable resource to the National Society. Provide logistics technical advice, support and training to IFRC staff/delegates and National Society to ensure the necessary capability and understanding exists to ensure that there is full adherence to best practice principles, and compliance with necessary regulation, legislation and IFRC procedures
Line management of logistics staff (national or international) as per the Logistics Department organization chart
Supporting/directing those functions
Setting clear objectives for all staffs
Managing performance and appraisals

Procurement
Responsibility for meeting the Delegation’s material, equipment and service requirements:
Manage the sourcing, procurement and delivery of national and international goods and services as appropriate in a timely and cost-effective manner.
Manage the processes for obtaining quotations, comparative bid analysis and purchase recommendations and, when authorized, purchase appropriate supplies.
Manage procurement contracts for goods and services. Monitor records and track performance for all procurement contracts.
Ensure that an efficient and up-to-date asset and material tracking system is in place for all procurement and distributions.
Monitor and maintain accurate supplier information for regularly-purchased items: keep informed of local market conditions and establish and maintain good working relations with suppliers and inspection companies.
Liaising with IFRC Logistics Departments, on procurement and material supply issues as required.

Operational Support
Develop the logistics planning for the operation in order to provide efficient logistics services to all programs.
Support the Operation manager and programme managers in the identification and development of logistics components within programme plans.
Responsible for advising and validating the technical logistics and supply chain elements of programme plans.
Responsible for the development, implementation and management of the overall Logistics Plan of Action for the operation, including all appropriate procurement, contracting, transport management, warehouse management, stock control, distribution and convoying, workshop management and customs clearance to meet the requirements of the operation’s plans.
 
Supply chain
Overall responsibility for the performance of the Logistics Department.
In conjunction with programmes, develop, maintain, update and monitor key indicators of the supply plan to meet programme objectives.
Liaise and coordinate with the relevant stakeholders regarding the delivery of supplies, and keep all parties informed, in a timely manner, of any changes.

Contingency stock for the region
In conjunction with programme, responsible for the development, implementation and management of the contingency stock for the region, including the North-Kivu province, other DRC provinces and neighbouring countries; maintain, update and monitor key indicators of the contingency plan to meet programme objectives.

Report and filing
Ensure that all logistics documents are filed and archived in a systematic manner.
Responsible for all the Logistics Department’s narrative, financial and technical logistics reports in a timely manner through the Operations manager. Develop and monitor key performance indicators.
Responsible for issuing timely monthly reports detailing specifics according to the needs and distributing them to the Logistics Unit, Africa Region

Other duties
Overseeing physical asset tracking and the good maintenance of all equipment.
Overseeing fleet management and transport, including maintenance and smooth transportation of materials.
Overseeing air and route transport management of the IFRC staff in conjunction with ICRC Logistics and Security.

Education
Relevant university degree (such as Management, Development Studies, etc.)
Master’s Degree in Logistics or related Discipline
Security training (IFRC or equivalent approved training organisation)
Basic Delegates Training Course or equivalent knowledge

Experience
5+ years’ experience of a wide variety of logistics roles and activities, including procurement, contracting, transport management, warehouse management, stock control, distribution and convoying, workshop management and customs clearance
5+ years’ experience in leading and managing logistics in a humanitarian organization in developing countries
Ability to motivate, lead and work effectively through others to achieve operational objectives
Experience of working with a Red Cross/Crescent Society and/or the Federation in Logistics. Demonstrate use of and compliance with IFRC Logistics Standards
Strong knowledge and experience, particularly in a large-scale / multiple items integrated supply-chain management
Experience of the use of Cash/Vouchers
Budget and financial management skills

Knowledge, skills and languages
Project management skills
Excellent written and verbal communication skills and the ability to provide authoritative advice
Effective reporting skills for organizational monitoring and donor accountability
Excellent analytic and computer skills (MS Word, MS Excel, MS PowerPoint)
Sensitive to diversity/can work cross culturally - in particular regarding the position of women in society and the sensitivity around ethnic divides
Accountability – must take responsibility for decisions and actions, use information appropriately to assess/make informed judgments and/or take action
Skilled in training, mentoring and coaching individuals and groups, as appropriate
Ability to work in a cross-functional environment. Capable of influencing and obtaining cooperation of individuals not under supervisory control, as a member of multinational team, and managing remote relationships to achieve results
Highly motivated, self-starter able to lead a process, engage others and create ownership
Flexible and willing to deal with ambiguity, changes and challenges
Able to prioritize work, multi-task and meet deadlines
Willing to travel and operate in a demanding working environment
Proven experience to carry out logistics assessments and set up large operations.
Excellent skills in networking with other agencies and organisations
Valid international driving licence (manual gears)
Fluent spoken and written English (Required)
Fluent spoken and written French (Required)
Fluent spoken and written Swahili (Preferred) 

Competencies and values
Values: Respect for diversity; Integrity; Professionalism; Accountability
Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust
Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others, managing performance

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