Logistics and Procurement Officer

Background:

International Medical Corps is a global, humanitarian, nonprofits organization dedicated to saving lives  and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, non-political, nonsectarian 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 rehabilitates devastated health care systems and helps bring them back to self-reliance.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.

Position: Logistics and Procurement Officer

Category: Professional Level - Local Staff

Accountable To: Logistics Manager

Job title of persons supervised: Logistics Assistant

Work Location: Mariupol

Travel: Occasional travel may be required 

Salary: Competitive as Per Organization Scale

Type of Employment: Fixed-Term Contract

KEY AREAS OF RESPONSIBILITIES:

Logistics Operations

• Provide support with the delivery and implementation of all logistics support systems according to IMC Logistics Policies and Procedures.
• Work with your supervisor to provide input to planning for procurements and the provision of advice to those making a procurement request, then assist with the processing of such requests in accordance with IMC policies and procedures, in a transparent, accountable, efficient and cost effective manner. Responsible that all procurements are managed, tracked and recorded.  
• Responsible for the entire procurement process (check and register the Requisition Costpoint system, He/She fills out the Bid Summaries, Comparison charts, Waivers and Purchase orders (PO), asks for signatures as per the procurement procedure, contacting and recommends suppliers, PO in Costpoint system, etc.).
• Responsible for local market surveys, to gain knowledge of the availability and price of local items. 
• Tracking all the supplies, equipment, materials and food in transit, through its receipt and onward distribution.   
• Assist with capturing pipeline information to help ensure that Program staff are kept well-informed of incoming goods and materials. 
• Assist supervisor to capture preparedness information relevant to your mission site so that logistic systems are robust and flexible enough to cope if a crisis occurs.  This may include assisting with assessments of airports, transport available, warehousing, routes, fuel availability, field issues, staffing challenges, training required, etc. 
• Responsible for maintaining accurate filing systems with documented and supported records of actions for audit purposes.  
• Be flexible and manage time accordingly, to be prepared to tackle other tasks commensurate with your role and level of experience at short notice.

Asset Management

• Processing any in/out movement of the asset by respective issuing handover document, as well as ensuring the validation by custodian.
• Responsible for the monthly/quarterly/annual physical inventory to verify the location and condition of assets and attractive items, checks the accuracy of records.
• Keeping the stock of assets and attractive items regularly checked and updated in database (CostPoint Deltek/any other ERP system) accordingly. 

Compliance

• Ensure compliance with IMC policies and procedures, donor regulations and local laws.
• Uphold the Safeguarding Policy, as well as principles of do no harm and confidentiality. 
• 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.

 Human Resources

•  Supervision/Control the Logistics Assistant and ensuring he/she is compliant to IMC safety policies, SOPs and Code of Conduct.
• With guidance from your supervisor ensure that staff supervised 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 staff as required.  

 Training/ Capacity Building

• Advocate and plan for professional development for yourself and staff supervised.  
• 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 your supervisor and key staff (Program, Finance, etc.) on all logistic matters.
• Maintain a close relationship with all departments to ensure operations are running smoothly and communication is effective and efficient at all levels.
• Assist with interfacing with donors, local authorities, 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.

 Security

• Ensure compliance with security protocols and policies of yourself and supervised staff.

 Reporting

• Contribute in preparation of regular and ad hoc reports (weekly/monthly/quarterly/annually/upon request) such as BPA tracker, asset list, inventory list, procurement tracking sheet, vendor catalogue, market surveys report, etc.
• Contribute in preparation of regular and ad hoc reports (weekly, monthly, quarterly, annually).
• Maintain close relationship with all departments to ensure operations are running smoothly and communication is effective and efficient at all levels.
• Assist in technical assessment, participation in on-site assessments upon request.
• Assist with ensuring that vehicles are in adequate condition and equipped fully in accordance with IMC safety policies, SOPs.
• Perform any other duties as assigned. The duties and responsibilities listed above are representative of the nature and levels of work assigned and are not necessarily all-inclusive.

QUALIFICATIONS:

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

• Proven working experience in logistics (especially procurement related positions) for at least 2 years.
• Flexibility and accuracy at work.
• Ability to work under pressure and in stressful environment.
• Working knowledge of English, fluency in Ukrainian and Russian.
• Computer skills (MS Office).
• Valid driver's license.
• Previous experience with a non-profit organization is an advantage.
• Formal education/training in logistics is desirable and can be compensated with the experience obtained (at discretion of evaluation team).
• Strong organizational and time management skills.

How to Apply:

Qualified individuals should submit their applications as soon as possible. A complete resume in English that can confirm the required experience should be included in the application. Only short-listed candidates will be contacted for the interview.

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.

Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review.