INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Logistics Coordinator

Code: SR-35-1322

Duty station: Yemen – roving; based in Aden

Starting date: 01/02/2020

Contract duration: 6 months – with possibility of renewal for another 6 months

Reporting to: Head of Mission (HoM) hierarchically and Area Logistics Coordinator technically.

Supervision of: 1 log coordinator > 2 log managers – 5 logistics – 6 log assistants – 2 operational risk assessment officers – liaison officer (Sana’a and Aden) – 2 IT officers – 2 procurement officers

Dependents: n/a

 

General context of the project

Yemen entered its fourth year of war, with chronic vulnerabilities exacerbated, leaving an estimated 22.2 million people in need of humanitarian assistance, 2 million of IDPs and 956,100 Returnees. Yemen is facing one of the largest food and protection emergencies in the world, entirely man-made. Continued hostilities in the country are brutal on civilians, who bear the brunt of ongoing airstrikes and localized fighting. The ongoing military campaign has destroyed the economy and moved an already weak and impoverished country towards social, economic, financial and institutional collapse.

In Yemen, INTERSOS has been engaged since 2008, providing protection assistance to refugees and migrants (mostly but not exclusively from the Horn of Africa). Since 2015 INTERSOS scaled up its operations to ensure a robust response to the IDPs crisis and the needs of other conflict-affected Yemenis, and also expanded its geographical scope (covering Aden, Taiz, Hajja, Ibb, Hadramout and Lahj). INTERSOS’ protection programming for IDPs and conflict-affected Yemenis focused on provision of emergency protection services: protection monitoring, provision of legal assistance, general case management services for GBV/PwSN/CP, including provision of cash assistance, rental subsidies, material assistance, livelihoods and life skills trainings. Moreover, from 2015 onwards INTERSOS started to implement health programming (with integration of nutrition), based on a needs-analysis of the conflict- affected communities in Yemen: with the rapidly collapsing Yemeni health care system, it has been paramount to support partially and non-functional health facilities to prevent total collapse/meltdown of health care system. Such programme includes: immunization, ANC, PNC, BEmONC, IMCI, OPD screening for malnutrition, treatment of SAM cases, health education, deworming, vitamin A supplementation and referral services. Besides attention for EPHC, INTERSOS ensures also attention for Secondary Health care to ensure referral services, while supporting the WHO/MOPHP strategy to ensure the minimum service package (MSP).

The expat Log Coordinator will assist the Head of Mission and Programme Coordinators specifically following the overall country Logistic, procurements and operational risk assessment management in accordance with INTERSOS country strategies, plans and policies. The expat Log Coordinator will be primarily responsible to supervise and manage all country logistics operations and provide support in the management of the mission’s operational risks.

 

General purpose of the position

The Logistics Coordinator will respond hierarchically to HoM and technically to Area Logistics Coordinator. On the daily tasks as described in this ToR. The Logistics Coordinator also works in close collaboration with the PMs (in charge of projects for INTERSOS in Yemen) and Programme Coordinators and coordinates in a systematic manner with the HoM and Admin/Finance Department.

He/She coaches, trains and supervises 1 national log coordinator (as part of mission capacity building for the log department): Supervises logistics department in organic manner: 1 log coordinator > 2 log managers – 5 logistics – 6 log assistants – 2 operational risk assessment officers – liaison officer (Sana’a and Aden) – 2 IT officers – 2 procurement officers.

The expat Log Coordinator is responsible for overseeing, monitoring and guiding/improving the logistics operations of the INTERSOS Yemen Mission working closely with program and administrative staff to ensure comprehensive reporting, support and assistance to all INTERSOS activities.

In addition, the expat Log Coordinator is responsible for training and guidance on the management of the INTERSOS logistics/procurement management software.

The expat Log Coordinator shall monitor, supervise and seek to improve the quality for all the Logistics office activities, coordinated by the national logistics coordinator:

• To deliver the Logistics office activities according with the mission requests in an efficient way (timing and financial) and sharing the information with the other stakeholders (Project Manager, Administration, Head of Mission, Programme Coordinators)
• To assure the compliance with the organization’s procedures and governance model

The expat Log Coordinator shall also supervise the correct utilization of the web platform used to manage the procurement process, the assets of the mission and the inventory.

The Logistic Coordinator shall support the HoM and the ORAO for the management of operational risks and help to update CPPs.

 

Main responsibilities and tasks

Managing INTERSOS supply chain

Purchases:

• Guarantees that purchase procedures are respected, and supervises the purchasing process for the whole mission;
• Guarantee the pre-qualification of the suppliers and their evaluation/review at least once every year;
• Works in close collaboration with the log and program staff at field and capital level;
• Supports and helps the program managers to prepare their procurement plans;
• Ensures that contracts signed are adequate in terms of INTERSOS rules and regulations;
• Supervises the identification and referencing of suppliers;
• Ensures that procurement dossiers and files are complete and correctly archived.
• Conducts special management reviews and/or follow-up on audit observations to assist in the improvement of office procedures and practices related to logistics and procurement issues.

Shipment:

• Supervises the shipment and delivery of materials up to their final destination;
• Coordinates with the logistical department at headquarters for the shipment of merchandise coming from abroad and supervises the potential process involved with clearing customs. With special attention to ECHO/OFDA procurements for drugs while looking into the establishment of local procurement in line with DG ECHO guidelines for local procurement

Stock management:

• Guarantees the management and monitoring of the mission’s stock, according to INTERSOS procedures and tools;
• Ensures that stocking sites are appropriate to the mission’s needs and that      merchandise is stocked appropriately in terms of location, layout and salubriousness;
• Supervise fluxes of merchandise, makes sure that the goods received are conform, and recorded.
• Warehouses management ensures that all the movement of goods are documented;
• Ensures the movement/transfer of documents is properly referenced;
• Checks stock reports on a monthly basis and perform physical inventories.
• Monthly materials stocking, inventory registry and reporting,

Transportation/Fleet Management Supervision:

• Supervise fleet management for the mission;
• Fuel Management;
• Supervise Booking Passenger Ticket and Extra Luggage (UNHAS & WFP boat);
• Manage Cargo shipment;
• Casual Worker management (up/off-loading);
• Manage Truck shipment;
• Transportation Coordination and Optimization;
• Log Cluster Focal Point (Logistics Coordinator).

Asset Management Supervision:

• Cars maintenance and logbooks, insurance documents management;
• Compound maintenance (water, sewage, fence, power generator, solar system);
• Fuel management;
• Equipment – Laptop, Phone, Thuraya, VHF etc. (reparation management, stocking, inventory registry);
• Networking monitoring (router devices, Wi-Fi password).

Staff Administration Supervison:

• Ensure that all compound staff management (Drivers, Cleaners and Guards) is properly monitored and supervised by log officer/manager per base/office;
• Supervises logistics department in organic manner (logs, operational risk assessment officers (ORAOs), IT)
• Asset Assignment management (Laptop, Phone, Thuraya, ID card, etc.);
• Expat immigration liaison (Work permit, Passport Registration, VISA renewal);
• Expat personal information management (Contact List, Blood type, Picture, etc.);
• Handover management (Data backup, email folder backup);
• Compound room plan management.

Operational Risk Management overview:

• Support to Head of Mission in compound and guesthouse risk assessment;
• Supervises 2 ORAOs and ensure strong link with 2 liaisons (who report to HOM);
• Equipment security documentation (purchasing, transportation) management;
• Contact List updating, control and publishing (done by HR department);
• Support the HoM and ORAOs review of security guidelines and CPP for all location are available.

General:

• Production of Standard Operating Procedures for all most important Logistics domains.
• To perform any other work-related duties if applicable