Procurement & Logistics Manager

Procurement and Logistics Manager

International Medical Corps (IMC) is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps   's mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance. International Medical Corps has been present in Gaza since 2009.

International Medical Corps is currently recruiting staff to be based in Gaza, for a US Agency for International Development funded project. Gaza 2020: Health Matters is a five-year intervention designed to improve the resilience of the health sector in Gaza by increasing access to and quality of emergency and essential health services provided by NGOs, CBOs, and private providers.

Duty Station: Gaza

Essential Job Duties/Scope of Work:
The Logistics and Procurement Manager is responsible to manage all logistics and procurement functions in International Medical Corps in Gaza and to manage a diverse Logistics team with a special focus on daily operation, on supporting capacity and team building, on ensuring that all International Medical Corps Rules and Regulations are implemented.

KEY RESPONSIBILITIES:

PROCUREMENT
-Be responsible for a smooth and timely procurement process of all purchased items and services according to IMC rules and regulations and in close liaison with all program departments.
-Ensure donor procurement procedures and other donor (i.e., USAID, DFID and ECHO) guidelines as they relate to procurement activities are strictly adhered to.
-In close coordination with supervisor ensure the development and implementation of cost-effective strategies to save time and/or money through use of: framework contracts, improved coordination of purchasing and developing procurement plans with programme managers.
-Ensure that the procurement processes, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented.
-Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.
-Ensure logistics staff involved in procurement are fully aware of all IMC procurement policy and procedures and support the capacity development plan for procurement staff.
-Conduct regular vendor checks and organize market researches to ensure a full knowledge of the availability and price of local items.
-In close coordination with supervisor and finance department ensures a smooth cash flow at all times and actively strives to improve it whenever necessary.
-Ensure IMC procurement and logistical compliance with all donor regulations (The eligibility of costs, chain of custody etc.)
-Arrange importation of goods and ensure clearance through borders and chain of custody where required.

STOCK MANAGEMENT
-Assist with capturing pipeline information to help ensure that Program staffs are kept well informed of incoming goods and material.
-Oversee timely reporting on stock status, to help program staff with planning of stock replenishment, and to support Program staff to verify that distribution has occurred according to the agreed distribution plans.
-Ensure warehousing systems and procedures are in place to adequately manage and report on stocks in compliance with IMC procedures.
-Ensure that the storage facilities/warehousing are secure, fit for purpose, managed and meet health and safe working practice requirements.
-Conduct regular spot inspections on all warehouses, in addition to complete inventory in accordance to IMC policy.

FLEET MANAGEMENT AND TRANSPORTATION
-Oversee the management of all fleet related issues in accordance to IMC policy, ensure weekly movement plan is duly submitted, vehicles are serviceable and well maintained.
-Oversee and ensure that the usage of fuel is correctly managed, and logged and recorded, ensure the monthly vehicle report is timely completed and data are accurate.
-Continuously assess the fleet systems, identify gaps and ensure proper supervision and planning vehicle allocation in order to optimally serve the needs of the program.

ASSETS AND EQUIPMENT MANAGEMENT
-Oversee the management of all assets; tracking sheet is updated on monthly basis, assets are labeled and current locations of all assets are known and reported accordingly.
-Ensure that all ICT equipment is operational, used in line with IMC policy and that training is provided to staff on usage protocols.
-Ensure all power generation systems are working properly and fuel is accurately reported and logged.
-Maintain and update monthly IMC Gaza assets and inventory list and conduct physical verification on quarterly basis as needed.

COORDINATION AND INFORMATION MANAGEMENT
-At supervisor’s discretion attend and report on external meetings with local partners, NGOs and other actors.
-At supervisor’s discretion, represent organization and its interests to other stakeholders in the field and ensure good and regular communication with various entities.
-Prepare weekly logistics reports for supervisor containing current developments, achievements, and working plans for the following week and ensure that supervised staff submits such reports in an accurate manner.
-Prepare monthly logistics report to capture major achievement, risks, areas of improvement, ensure all staff timely submit all relevant reports and tracking sheet (monthly vehicle report, generator usage sheet, procurement tracking sheet, assets and inventory tracking sheets).

HUMAN RESOURCES
-Organize and engage in regular team building activities for supervised staff and actively strive to motivate staff to work as a team within the Logistics department and with all other departments.
-Identify staffing gaps and training needs and address those in close liaison with supervisor.
-Ensure that staff supervised by you are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.
-Advocate and plan for professional development for logistics staff, and any staff supervised by the procurement and logistics Manager.
-Delegates tasks as deemed necessary and in line with the job description to the staff under position’s supervision in a reasonable and ethical manner

MISCELLANEOUS
-Identify facilities as needed including warehouse and office space.
-Ensure that all IMC facilities in Gaza, West bank and Jerusalem are in working condition and in close liaison with supervisor and Security Manager ensure that necessary safety and security procedures are in place.
-Keep close communication with other Logistics departments in IMC field sites an mission as needed.
-Ensure the application of, and compliance with, security protocols and policies of supervised staff.
-Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within IMC and amongst beneficiaries served by IMC.
-Assist the Chief of Party in any administrative requirements as well as GIK clearance.
-Other duties as required and deemed appropriate by supervisor

KNOWLEDGE AND EXPERIENCE:
-At least BA degree in one of the following fields or related: Finance/Accounting, Supply Chain, Business Administration and Management.
-Practical experience (five years at least) in logistics and procurement management within International NGOs and experience in managing a diverse team in an often stressful environment.
-Experience in cross border logistics, remote management, and donor regulations especially USAID is required.
-Excellent planning and decision making capabilities and excellent ability to conceptualize, innovate, plan and execute ideas and systems.
-Ability to multitask, think creatively and work with little supervision in an often stressful environment.
-Very good reporting skills in oral and written form including the ability to clearly and concisely express ideas and concepts.
-Ability to establish harmonious working relations in an international and multicultural environment and manage a diverse and growing team.
-Excellent verbal and written English language skills.
-Excellent knowledge of Microsoft Office, especially MS Excel and MS Word
-No active criminal record.


Qualified candidates are invited to submit their resumes and cover letters to

[email protected]

No later than Tuesday February 23, 2016, and indicate the position title on the e-mail subject. We thank all applicants for their interest, but regret that only short-listed candidates will be contacted.

Jobs.ps, Ltd. All Rights Reserved.