Training Logistics Assistant

International Medical Corps is partnering with Harvard Humanitarian Institute (HHI) to develop content and implement instructor-led and virtual remote trainings. These trainings will be delivered at multiple healthcare facilities in Ukraine. The Training Logistics Assistant will work with training team, logistics, procurement, and other operational team members to support training team. The Training Logistics Assistant works in close coordination with the Training Officer and Training Assistant to ensure sites, vendors, and supplies are secured to support training. 

Main Responsibilities

 General duties

•    Supports the activities of the Training Coordinator and Volunteer Coordinator related to site management, transportation, fleet management, procurement, and other relevant areas

•    Provides logistics support to the training team and volunteers in compliance with International Medical Corps’ 

 Procurement

•    Identify and secure venues in each project site to support in-person training

•    Secure vendors for coffee, tea, and lunch at venue 

•    Work on small and high value procurements to support training

•    Buying items within local market for training needs;

•    Interfaces with all International Medical Corps’ personnel authorized to issue Purchase request and supports the completion of the procurement plan
 

Site Management

Pre-training:

•    Deploy to designated city and venue in advance of training to ensure site is accessible and prepared for training

•    Liaise with venue staff to brief them on training overview, needs, and general operations

Training:

•    Coordinate food and beverage provision with vendor and venue

•    Inspect venue for cleanliness, including training areas and restrooms

•    Support Training Assistant with set up of training equipment and any logistical needs

 Fleet Management

•    Coordinate with the drivers on any travel arrangements and reservations needed

•    Arrange daily staff movement and utilize usage to be cost effective;

•    Ensure that all staff movements delivered without problems and drivers utilized accordingly;?

•    Ensure WO match the drivers’ logbook;

•    Follow and arrange accommodation needs for volunteers and training staff

Asset Management

•    Responsible for safety and security of training assets; this will include training equipment, recording equipment, laptops, and other IMC assets needed

•    Update asset and handover lists regularly

•    Support the management of supplies and equipment including receiving training equipment, volunteer visibility, and items procured for distribution at trainings (e.g. bags, pins, etc)

Minimum Requirements

•    1-2 years of relevant experience in logistics within the field of supply chain management including procurement, tendering, contracting, clearance, transport, and warehousing, as well as fleet management, asset management, and distribution support, or equivalent combination of education and experience

•    Demonstrated experience and understanding of International Medical Corps logistics management practices and procedures preferred

•    Experience preparing budget and accurate reports

•    Demonstrated ability to resolve operational critical challenges as they arise

•    Strong negotiation, interpersonal and organization skills

•    Proficiency with MS Word and Excel

Desired qualifications

•    Working ability to read, write, and interpret, technical and non-technical in English

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. 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.

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.

Safeguarding

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. 

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.