JOB SUMMARY: The Logistics Desk Officer (LDO) works within the Regional Logistics Platform unit. The LDO covers a portfolio of countries assigned to him/her and is expected to develop positive and dynamic 2-way communication channel with the Country Logistics, Country Management and Regional Management and Compliance Teams. The LDO works in close collaboration with the Regional Logistics Coordinator (RLC) to provide data analytics, red-flags and risks on the different logistics elements in order to facilitate the development of action plans led by the Regional team. The LDO supports country management teams in proper procurement execution through the tracking of correct Project Procurement Life Cycle steps and red-flagging to country and regional management teams deviations from required steps, important delays and associated risks. The LDO supports the implementation of the Logistics information management system covering inventory management, compliance, procurement and coordination aspects segregated per country. The process includes the review/analysis of submitted reports/evidences, identification of gaps, delivery of capacity building elements answering to gaps and conclusion and recommendations to country and regional teams. S/he will deliver regular and streamlined formal trainings to Reporting and compliance logistics personnel, mentor staff as required and follow implementation of improvement plans and audit report action plans related to logistics & procurement. The LDO will act as a 2nd line of defense and will not substitute to the logistics compliance elements each country must have established and be responsible for as 1st line of defense. The LDO supports the country management team in Asset and GIK management and reporting, miscellaneous and other administrative activities related to mandatory logistic donor reporting. The LDO will deliver on monthly bases to the Head of Desk Unit and regional teams (Log/Fin/Ops/compliance) consolidated reports, red-flags, risks, bottlenecks and plans of actions agreed with country management that LCs and RLCs are responsible to implement. Delays in implementation of actions plans must be reported to Regional team (Log/Fin/Ops/Compliance) for action.
If and when required, the employee may be assigned to short assignments to the field or at other HQ offices. Depending on the nature of the emergency, the LDO may be requested to adjust his/her working hours to ensure appropriate support to the response. The LDO will implement with diligence any other duty assigned by his/her supervisor.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
MAIN TASKS AND RESPONSIBILITIES
Ensure that Logistics reporting protocol is applied consistently by country team and reports are submitted in timely fashion on monthly, quarterly and yearly bases to relevant recipients including verified annexes and documented evidences. Delays and gaps are reported to country for action (and regional management when required).
Logistics & Inventory management (per country): use country logistics monthly report to prepare several analysis/reports:
Logistics report feedback: feedback on the quality of report, areas of concern, vehicle excess consumption
Vehicle management (basic vehicle statistics, red flags)
Stock inventory management: provide analysis of stocks including red flags for closed-projects, action plans
GIK inventory management: provide analysis of GIK including red flags (i.e. missing DE, delays in reporting, etc)
Asset management: provide analysis including red flags (i.e. missing physical inventory)
BPA analysis with required vs. in place BPAs for support supplies and project supplies.
Procurement effectiveness (per project): use Procurement Piloting Tool and discussion with LC.
Procurement planning and early activation, risk procurement, close-out actions for commodity management.
Logistics & procurement Compliance
Quarterly update on compliance aspects based on the warehouse, procurement (and future logistics) inspection forms following the review of evidences.
Monthly update on Compliance Monitoring Indicators
Logistics coordination
Reports on coordination calls, meetings and action points including country level, regional level (with ops/Fin) and regional level (all logs).
Collects Red-flags and action points from above reports to be discussed with regional team.
Deliver formal trainings to country Logistics Reporting & compliance officers on reporting protocol implementation.
Analyze reports, data, and evidences and provide written feedback to country management. This includes measuring quality of the country reporting officer performance for country management action.
Schedule logistics feedback call and depending on the risk/gaps, involve country management. Provide feedback, collect agreed action points and share summary report.
Summarize and consolidate required information into summary reports and submit to supervisor and relevant regional team.
Analyze and discuss with supervisor and other LDOs improvement areas. Determine need for capacity building action. Coordinate development of formal training modules answering to identified gaps, deliver training and measure improvement. Report lack of improvement to country management for action; report to regional team lack of action from country management.
Attend operations country and regional calls. Deliver logistics high level summary and red-flags. Collect agreed actions related to logistics and monitor implementation.
Supply key report data to Global Logistics Database Manager for further processing.
Ensure Asset management procedure is disseminated and applied consistently by country staff in charge of asset management. Is expected to train field staff and report any deviation from procedure to Head of Logistics Desk Unit.
Country asset lists are updated and sent on monthly bases to LDO including accurate and updated information (including finance related)
GRN for assets with value >$5,000 are collected and sent on monthly bases to LDOs.
Quarterly physical inventories are conducted and documented including appropriate signatures.
GL are reviewed and crosschecked with Asset lists; adjustments made when discrepancy is identified.
Country Assets lists and relevant documentation are properly archived in Global Logistics archiving system.
Donor specific Inventory reports (end of project) are supplied in timely fashion.
Disposal process / options of project specific assets at grant closure is developed by country team and its application facilitated by LDO in collaboration, when necessary with Operation Desk officers.
Ensure GIK management procedure is disseminated and applied consistently by country staff in charge of GIK management. Is expected to train field staff and report any deviation from procedure to Head of Logistics Desk Unit.
LDO always remains informed of upcoming International GIKs as well as locally received GIKs.
Assist field teams and reviews GIK documentation to ensure timely booking into International Medical Corps (IMC) Finance and accounting system. Sends notification to Finance desk officer in timely fashion. Ensure documentation is archived in Global logistics Archiving system.
Collects country GIK distribution evidences and keeps DR tables updated. Follows up with country teams to ensure submission of documentation as part of the country logistics monthly reporting.
Supports implementation of coordination mechanisms including:
- Logistics Country feedback calls (before end of the month):
Collect all reports from a reporting cycle and conduct analysis prior to the call.
Organize Logistics feedback call with country logistics + Regional LC to deliver analysis and collect answers/action plans. Report agreed actions in individual reports sections.
LDO may invite CD/FAD/Compliance or regional team depending on the risk level.
Prepare the Logistics Coordination Report with key risks, comments, summaries and red-flags for further discussions and report with the country and regional management.
- Logistics Regional call Operations & Finance (before 07 of the next month).
RLC will lead this call with the support of the LDO.
LDO will use the Logistics Coordination report to provide feedback for each type of report (inventory management, compliance, procurement) with emphasis on red-flags and agreed actions with country teams
LDO will collect actions agreed with regional team into the Logistics coordination report and share the report with Regional team and supervisor (for the preparation of the consolidated global report).
- Logistics Regional call Logistics coordinators
RLC will lead this call with the support of the LDO.
Specific topics are addressed based on recurrent findings identified through analysis of country reports.
Systematic 30-60mn training presentation is delivered based on past/most recurrent findings. LDO will ensure recording and uploading onto OneCorps (including PPT and video) for access to country logistics teams and share link following meeting.
NB: LDO is expected to report to supervisor and Global Logistics Managers/Director failure from regional or country staff to attend calls in risk countries for action. Similarly, LDO will report failure from RLC to meet meetings / capacity building requirements.
Enables improvement toward identified audit findings and areas requiring adjustment. Point of contact for different departments, works with Roving Logistics coordinator and Country Logistics coordinator to develop improvement plans. Ensure progress toward target objectives is reported on regular bases.
Supports the induction of newly recruited logistics personnel. Ensures appropriate in-country induction takes place within timely fashion and assesses the outcome and additional needs for induction. Provides regular coaching and on-line trainings using internal logistics training material.
Support country logistics staff performance management process by providing country management and RLC with inputs on the quality of information management and implementation of logistics activities.
Remain aware of staff structure both national and international, both country level and logistics department including anticipated staff gaps. Advises the logistics coordinator when reviewing the structure taking on-board logistics department principles (supply chain / Logistics support / Field support). Support HR and in-country Logistics regarding logistics staff recruitment. Facilitates induction of newly recruited international and senior national logistics staff.
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.
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.
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.
