JOB SUMMARY: The Head, Regional Logistics and Supply Chain leads the design of country logistics strategy in line with the International Medical Corps (IMC) operational framework and Global Logistics and Supply Chain strategy and supports the country logistics teams in its implementation and day-to-day operations, ensuring effective and efficient implementation of programs in compliance with donors’ rules and regulations and IMC procedures.

This position supports country programs to enhance effectiveness, efficiency, preparedness, responsiveness, compliance and carbon footprint reduction of the Logistics and Supply Chain activities. The job holder manages a portfolio of country programs and provides remote technical, tactical, and strategic support to countries within portfolio and on-site support to country programs. The Regional Head is responsible for organizing logistics and supply chain data collection and analysis to support country programs operations in decision making and performance of the Logistics and Supply Chain functions. Builds and promotes International Medical Corps’ image as leader in Medical Humanitarian Supply Chain Management. The Regional Head works under the line management of the Sr. Director, Global Logistics and Supply Chain and with technical line to the Sr. Director, International Program. The job holder has a functional/technical management line to Coordinators, Logistics in assigned country program portfolio and manages their performance in close collaboration with their supervisors.

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

MAIN TASKS AND RESPONSIBILITIES

Supply Chain Strategies and Initiatives

• Works with Country Logistics and Supply Chain teams, Country management team and Regional Management team, to design and implement country logistics and supply chain strategy (including regional supply chain elements, as appropriate to the context).

• Represents country logistics in the definition and the implementation of global logistics strategy in line with IMC operational framework.

• In coordination with other Global Logistics Heads of Units, lead and/or support the design and the implementation or initiatives, tool, guidance, and procedures.

• Participates actively in the design of country digitalization roll-out plans. Accountable for country readiness status achievement.

• In line with organization’s priority, works with country management and logistics teams to develop country carbon emissions supply chain reduction strategy and workplans pertaining. Facilitates related reporting.

Technical Support To Country Program Logistics and Supply Chain Activities

• Provides technical oversight and support to countries to ensure implementation of logistics, procurement, and supply chain activities in compliance with the organizations policies and procedures, donors’ regulations, and local laws,

• Works with Country management and logistics teams, Regional Platform teams, Finance, Audit, and Compliance to monitor gaps, bottlenecks, audit findings and identify logistics and supply chain related risks. Is accountable to effectively work with country teams and, where required with regional platform team to implement mitigation/corrective measures including improvement plans.

• Accountable for the effective review and validation of supply chain design, project procurement plans; including project supply chain feasibility and required funding. work with country and regional management to resolve/mitigate project gaps, deficiencies, and risks.

• Undertakes technical visits, spot interventions, surge support and capacity building actions including gap-filling for senior logistics staff, orientations for logistics and management staff, technical assessments, project, or mission opening or close-out operations.

• Oversee the correct implementation of standard reporting and control system across country programs, control reports, indicators and KPIs. Facilitate analysis and restitution to country and regional management.

• Works with country teams to ensure accurate issuance and archiving project-related documentation pertaining to the logistics and supply chain functions.

• Conducts country/field assessments, support start up or closure of country programs or project sites ensuring implementation of standard close-out processes with focus on financial liabilities mitigation.

• Gap-fills Logistics Coordinator or other Senior Logistics Staff positions as required; implement logistics management systems according to International Medical Corps Logistics Manuals.

Supply Chain Management Effectiveness and Quality Assurance

• Reviews country logistics internal and external reports and provides feedback.

• Works with country teams to measure, report, and analyze supply chain performance indicators, bottlenecks, present outcomes to HQ logistics senior management, regional platform and country Senior Management Teams (SMTs) and work at resolving bottlenecks.

• Coordinates the development of country logistics and supply chain improvement workplans and management tools, including sourcing, contracting, preparedness activities, logistics, Service Level Agreement, Sourcing plans…

• Works with country teams to implement improved procurement tools/mechanisms, ensures Blanket Purchase Agreements and contracts are maintained up to date.

• Monitors critical procurement and supports the development or the review of solicitation documents. Flags procurement related risks and work with country management on applying appropriate risk mitigation methods.

• With support from Logistics Desk monitors warehouse quality assurance and project stocks dispatches and alert on noticed risks related to timely consumption of procured or Gifts-In-Kind (GIK) supplies within project timeline. Works with project team to mitigate risks related to closed-project stocks or expired / soon-to-expire stocks.

• Monitors project end-date and oversees project closure action plans and timely submission for logistics related documentation and inventory reports to donors. Ensure secure archiving of auditable project-documentation.

• Identifies procurement synergies at country and regional level (within IMC country programs and other organizations i.e., RLH Coop, clusters etc.) to enhance collaboration with cost-saving / operations effectiveness objective.

Logistics and Supply Chain Support to Emergency Response Operations

• Takes active role in International Medical Corps Emergency Responses at the Regional Management Team (RMT), field or desk level. Remains flexible to answer/re-deploy in timely fashion including to other regions, as per organization priorities.

• Supports response teams in developing Emergency Response Simplified procedures, monitors and facilitates renewals and extensions.

• Undertakes logistics and supply chain assessments in emergency situations including logistics infrastructure, markets, procurement sources and items cost estimates, power, water and fuel supply availability, human resources availability for logistics and procurement positions, import rules, administrative, infrastructure, access and security constraints and risks impacting supply chain etc., to enable operation take logistics-informed decisions. Monitor and report any relevant changes in post-emergency period that may influence intervention strategies.

• Establishes supply chain information management for medical, non-food, food and other commodities (incoming pipelines, stock reports, and commodities movement report) and mechanisms to ensure program staff is informed of pipeline, establishes mechanisms for effective release and replenishment of pipelines.

• Monitors Asset Management performance.

• Monitors vehicles and generators Fleet Management performance and optimization including fuel management.

• Supports rapid identification of in-country consignee when International Medical Corps is not registered in country. Maintain importation procedures.

• Facilitates the implementation of administrative processes and rapid implementation of standard systems and desk administrative support and monitoring.

• Coordinates with Logistics Cluster or other coordinating mechanisms for interagency logistics or procurement coordination (where applicable), donors, local government, project partners, UN agencies and other non-governmental.

• Establishes and negotiates supply chain and procurement contracts, ensure adherence to conditions and terms in consultation with International Medical Corps HQ logistics department, ensure adequate transport means are engaged and review transport related documentation to ensure no exposure for the organization.

Development of Procedures and Guidance

• Co-ownership / accountability (with other Head, Regional Logistics and Supply Chain) of development and maintenance and dissemination of Regional Logistics toolkit, templates and library.

• In coordination with other Regional Logistics team members and in agreement with line manager, identifies functional areas or processes that require clarification, develops procedures, systems, training applicable to all regional logistics teams.

• Pro-active engagement with other Regional Logistics Team members to facilitate standardization across all platforms, organize and lead coordination meetings between RLCs, recommend adjustments to manager.

• Active engagement in newly hired Regional Logistics Coordinators for onboarding. Assists, deliver training, coach and mentor, undertake regular checks to ensure effective implementation of standard procedures.

Human Resources and Capacity Building

• In collaboration with Country management team, periodically reviews Logistics and Supply Chain organization structures against standard models. Ensure Budget Holder’s / Stock owners interface are in place with Supply Chain systems.

• Anticipates, participates, and facilitates the timely recruitment for senior country logistics staff (national and international), related orientation, capacity building and performance objectives.

• As technical manager to field Logistics Coordinator contributes to performance evaluation of staff under technical supervision. Maintains calendar of performance review dates and pro-actively engage with manager. Recommends and facilitates promotions, disciplinary actions, improvement plans and termination of staff in consultation with Country management when required.

• Ensures staff under line management is highly performing, sets yearly performance objectives, leads performance review, capacity building and mentoring. Implement suite of management tools to enable staff to perform in remote management and office setting.

Compliance and Best Practices

• Committed to fraud detection, risk reduction and fraud reporting, ensure compliance with IMC policies and procedures, donor regulations and key local regulations impacting supply chain (e.g., importation).

• Support country programs to ensure that procurement, transfers and disposals of equipment and software that are subject to US Export Compliance have valid Bureau of Industry and Security (BIS) licenses as applicable. Support country programs to ensure that vendor due diligence actions are carried out (and documented) as per required procedures including vendor registration, vendor performance, country price/vendor information are shared among NGOs, market surveys conducted regularly.

• Monitors that mandatory inventory reports to funding sources are timely prepared and submitted.

• Conduct physical verification of assets and quality assurance inspection of warehouses and supply chain related processes when deployed.

• Work with Finance, Compliance and Audit focal points to assess compliance with internal controls and required procurement documentation.

• Review sampled procurement documentation, internal and external audit reports to detect procurement related risks. Work with country management teams to implement corrective measures.

Working Relationships

• Works within and coordinates with the Regional Platform team (including International Programs and Finance) as logistics and supply chain focal point.

• Supervises a team of Logistics Desk and Roving staff and coordinates with Global procurement and Logistics Support and Monitoring teams.

• Maintains regular communication with the various Country Directors, Senior Director International Program, Regional Coordinator/Director, Finance and Audit regional teams, Grants and Contract Management department, and other Global logistics staff to share progress and risks at country level and action plans.

• Participates in specific logistics projects, as required.

Representation

• Represents International Medical Corps to government officials, Logistics Cluster, NGO and interagency Forums for logistics, procurement vendors, shipping and clearing agents, transport companies, and partner representatives in a positive and professional manner.

• Contributes to the creation of a positive image and overall credibility of the organization, notably through the application of International Medical Corps’ mandate, ethics, values and stand-point regarding other actors.

Security

• Ensure application and compliance of security protocols and policies as delegated.

• Comply with security and safety procedures, as applicable to the specific location.

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 comprehensive.