International Medical Corps – Regional Office Hiring for Logistics officer FRS# 65 at Amman, Jordan Full Time

JOB SUMMARY

The logistics officer works under the guidance and supervision of the Logistics Senior officer.

In coordination with the Logistics Coordinator, S/He is responsible for the overall logistics management activities within his/her area of operations.

S/He interfaces with all IMC personnel authorized to issue Purchase requests. S/He represents the organization to suppliers and the department to customers. As such S/he is expected to adopt a professional customer-based attitude, promoting International Medical Corps and Logistics Department’s image.

The Logistics Officer is responsible for the deliverables of the Logistics Activities in support to International Medical Corps project activities and in compliance with the IMC internal and donors’ processes, rules and regulations.

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

MAIN TASKS AND RESPONSABILITIES

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.
• Supervise and support the procurement process at all levels (Regional Amman office and the field offices).
• Ensure donor procurement procedures and other donor (i.e., USAID, DFID and GAC) guidelines as they relate to procurement activities are strictly adhered to.
• In close liaison with supervisor ensure the development and implementation of cost-effective strategies to save time and/or money through use of: Blanket Purchase Agreements, improved coordination of purchasing and developing procurement plans with program  officers.
•  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 liaison with supervisor and finance department ensures a smooth cash flow at all times and actively strives to improve it whenever necessary.

• Warehousing & Stocks 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 labelled 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 that the system of controlling asset movement between personnel, programs, and field sites between all locations is in place, working adequately in compliance with the US export regulations.
• Ensure all power generation systems are working properly and fuel is accurately reported and logged.
• Coordination and Information Management
• 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).

  Miscellaneous

• Identify facilities as needed including warehouse and office space.
• Keep close communication with other Logistics departments in IMC field sites and missions.
• 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.
• 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
• Other duties as required and deemed appropriate by the supervisor

• 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.

MINIMUM REQUIREMENTS

• University degree in relevant fields. An equivalent combination of relevant education and experience may be substituted as appropriate.
• The position requires a minimum professional experience of 3 years in procurement and logistics.
• Very Good written and spoken English language skills.
• Good command of Microsoft Office (Outlook, Excel, Word, and PowerPoint).

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.

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. 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. 

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.