JBC BLOG & NETWORK: LOGISTICS AND PROCUREMENT MANAGER- MAIDUGURI AT International Medical Corps Maiduguri, NG

Job description

BACKGROUND

International Medical Corps (IMC) is a global, humanitarian, non-profit organization dedicated to saving lives and relieving suffering through health care training, relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, non-political, non-sectarian organization. Its 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 has been operating in Nigeria since November 2013. It currently has its country office in Abuja and field offices in Kano, Sokoto and Maiduguri where it is implementing emergency Water, Sanitation, Hygiene (WASH) and Protection programs, and also building capacity of local health systems and structures, ensuring the provision of quality, accessible Nutrition and Health Care.

International Medical Corps is therefore looking for a suitable candidate to fill the position of Logistics and Procurement Manager to be based in its Maiduguri Office

LOGISTICS AND PROCUREMENT MANAGER-MAIDUGURI

SUMARRY

& Accountabilities

Essential Responsibilities

The Logistics and Procurement Manager will be responsible for the management and delivery of all logistics related activities in Abuja and all procurement related activities across country, commensurate with their level of knowledge and experience, in accordance with International Medical Corps Logistics and Procurement policies and procedures.

Fundamental to this role is the ability to manage and motivate Abuja assigned logistics team and across country procurement teams and engage with other mission or response staff, external contractors and organizations therefore you are required to have the skills to communicate clearly verbally and in writing, plan for and deliver quality presentations and training, and produce timely written reports. (Essential functions, quality/quantity expected list of marginal duties and number of national/and or expat staff supervised)

Logistics Operations & Procurement

Provide to supervisor the technical oversight, and input to manage staff support to, delivery of, and implementation of, all logistics support systems and procurement process according to IMC Logistics & procurement policies and procedures.
Work with supervisor to provide planning support and advice to those making procurement request, then process and manage the procurement process (either locally or internationally) in accordance with IMC policies and procedures, in a transparent, accountable, efficient and cost effective manner.
Work with supervisor to ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items. Ensure that all procurements are managed, tracked and recorded. Identify, and suggest items that should be part of a pre-approved tender process, and ensure that open and free competition for procurements is adhered too.
Work with supervisor to actively engage with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain, and that all tracking and reporting deadlines are met.
Proactively manage the tracking of all medical supplies, equipment, materiel and food in transit, through its receipt, storage, and onward distribution to include providing input on the location and negotiation of contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements.
Manage the capture of pipeline information, and the supply chain ensuring that Program staff are well-informed and well-prepared for incoming goods and materials.
Ensure timely reporting on stock status, to help Program staff with planning of stock replenishment and that tracking through to the end-user has occurred. And/or advise and support Program staff to verify that distribution has occurred according to the intentions and plans of supervisor, donors, IMC, and project partners.
Ensure IMC reporting system (online forms) and all regular required reporting systems are timely adhered too.
Assist with the management of all logistics matters relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms ) are complete and serviceable; and that usage of fuel is correctly managed, and logged and recorded. Liaise with security personnel on security-related transport issues, such as booking in/out, satcomms, radios etc.
Support supervisor to manage all matters logistics regarding satellite communications and radio communications to ensure that equipment’s are insured, asset managed diligently, operated in the most cost efficient manner, and maintained appropriately.
Work with supervisor to capture, plan and regularly update preparedness reporting for the logistic systems in place at the mission. Work to ensure that logistic systems are robust and flexible enough to cope if a crisis occurs to include assessments of airports, transport available, warehousing, access routes, fuel availability, field comms issues, staffing challenges, training required etc.
Raising issues though senior management as required.
Manage the maintenance of accurate filing systems, with documented and supported records of actions for audit purposes. Contribute to weekly and monthly logistics reports to the in-country management team, and Regional logistics pursuant with IMC policies and procedures.
Be flexible and manage time accordingly, to be prepared to tackle other tasks commensurate within role, and level of experience, at short notice.

Compliance

Ensure compliance with IMC policies and procedures, donor regulations and local laws.
Ensure that the procurement and disposal of commodities, 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 all procurements are undertaken in strictly compliant manner.

Human Resources

Manage all staff you supervise with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism.
Make frequent site visits to where staff supervised by you are working, to ensure that the appropriate care and support is being offered. 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.
Provide input to the recruitment, selection and performance of logistics and procurement staff, as required.

Training/ Capacity Building

Advocate and plan for professional development for national staff
Determine training needs for staff supervised by you.
Provide input, and deliver where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs

Working Relationships

Proactively engage with supervisor, and key staff (Program, Finance, and Medical) on all matters logistic to assist with ensuring that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms.
Proactively engage on a regular basis with regional IMC logistics teams and logistics manager colleagues, and logistics managers from other organizations to ensure appropriate links for interagency logistics coordination.
Where directed, proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations in order to manage the distribution of goods and materiel as, well as to ensure adequate information sharing, address common concerns/problems and seek solutions.

Representation

Represent IMC in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of IMC’s mandate, ethics, values and stand-point with regard to other actors

Security

Ensure the application of, and compliance with, security protocols and policies of you and supervised staff assigned.

Qualifications And Experience

Degree in Business administration, or other related subjects, Certification in Humanitarian Logistics.
Master in Logistics is an added advantage. Prior experience of logistics software solutions is desired.
Demonstrable knowledge in global supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.) fleet management and asset management, distribution support.
Proven record of experience of the management of logistics.
Experience with donor specific procedures (e.g. ECHO, USAID)
Evidence of practical experience in logistics management within the supply chain field
Strong organizational and problem-solving skills with analytic approach
Ability to integrate and work well within multi-ethnic and multicultural teams
Ability to work in harsh conditions, often in remote areas
Strong negotiation, interpersonal and organizational skills
Proficiency in MS Word and Excel
3- 5 years cognate experience