INTERSOS – Director of Logistics & Supply Department – Senegal

INTERSOS sta selezionando un/a Director of Logistics and Supply Department da inserire nella sua operatività in Senegal. Durata 24 mesi. Tipo contratto: Co.co.co. Scadenza candidature 28/04/2023

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: Director of Logistics and Supply Department

Code: 00-6574

Duty station: Dakar

Starting date: 01/05/2023

Contract duration: 2 years (6 months probation)

Reporting to: Director General

Supervision of: Regional Logistics and Supply Coordinators, Global Supply Officer, HQ Logistics and Supply Officer

Dependents: non-family duty station

General context of the project

INTERSOS is an Italy-based humanitarian organization that works all over the world bringing assistance to people in danger, victims of natural disasters and armed conflicts. With its humanitarian operators, INTERSOS intervenes to timely and effectively meet the needs of people in crisis, with a particular attention to vulnerable groups, as women and children. It provides first aid, food, shelter, medical assistance and basic goods. It ensures that basic needs, such as access to health, clean water, and education, are met. Over the years, INTERSOS has developed activities in multiple sectors, such as health care, protection and assistance, warehousing and distribution of essential goods, shelter, water and sanitation, psychosocial support and education​

General purpose of the position

Participating in the definition, coordination, and implementation of INTERSOS’s supply chain, logistics, and ITC activities throughout the headquarters, regional and country structures.

The Director of the Logistics and Supply Department is part of the Directors’ Team.

Main responsibilities and tasks

General

• Participation in the definition of the triennial INTERSOS strategic plan with a focus on Supply Chain and Logistics operations and collaboration in the IT and Communications infrastructure strategic plan.
• Report to the Director General on the development of ongoing supply chain and logistics operations and ITC activities and propose reorientation strategies.
• Prepare the Global Supply Chain, and Logistics Operations AAP and participate in the definition ICT Annual Action Plan (AAP), Preparedness Plan, and the necessary KPIs to monitor implementation while ensuring alignment with INTERSOS strategic plan and response to the organization’s operational needs.
• Manage the Global Supply Unit and the HQ and Regional Logistics, Supply, and IT activities (in collaboration with Regional Directors).
• Prepare and control the Headquarters Logistics (Rome) yearly budget.
• Engage in global fora such as the logistics cluster, or any other institutional collaboration mechanism to advocate INTERSOS logistics needs and contribute to coordinated approaches with other relevant humanitarian stakeholders. Represent INTERSOS in the organizations we are a member such as Hulo (ex-RLH Coop), and Global Fleet Forum. Propose collaborative approaches of Logistics and Supply Chain Management to humanitarian private partnerships
• Facilitate inter-departmental collaboration to foster the improvement of the Supply Chain and logistics operational systems and ensure standard operation policies and procedures are respected. Support initiatives and special projects implementation including writing Logistics based humanitarian projects.
• Conduct field missions and participate in emergency interventions.
• Manage the Logistics and Supply Manual development, revision, and implementation throughout the organization, and collaborate in the development of the ICT Manual.
• Collaborate with relevant departments on the development, revision, and implementation of the Procurement Manual.
• Collaborate in the revision, development, and implementation of the Logistics, Supply, and IT component of the INTERSOS Management Model.
• Implement the Enterprise Risk Management policy & procedure at the departmental level and throughout the lowest level of field operations.

Supply-Chain Management and Procurement

• Monitor overall INTERSOS’s supply chain performance and ensure effective and cost-efficient procurement planning and execution while guaranteeing INTERSOS and donor procurement policies and procedures are respected.
• Collaborate with Regional Offices to ensure that Supply Chain and logistics operations procedures are well understood and enforced in a coordinated manner at the regional level and that there is a consolidated approach and teamwork for mission support and management, Supervise the definition of a Regional and Country Supply Chain, Logistics Operations Annual Action Plan (AAP), Preparedness Plan and the necessary KPI’s to monitor implementation.
• Support the organization to plan procurement activities by improving the implementation of the procurement plan through the consolidation of plans with transversal framework agreements and centralized international sourcing.
• Ensure that all headquarters, regions, and missions have approved supplier lists and based on market assessments to ascertain that suppliers represent the best value for money and lead times while being compliant with INTERSOS contracting procedures
• Manage the Global Supply Unit and collaborate with Regional and Country Offices on international procurement processes.
• Review and/or approve (checking for accuracy and compliance) all high-level procurements, framework agreements, leases, and other high-risk financial commitments as per the delegation scheme present in the Procurement Manual. Review global contract execution and propose improvements.
• Link HQ Logistics department with the Internal auditor to address key risks, audit findings, and complaints on procurement, and propose mitigation measures.

Logistics Information Management

• Ensure that data reported in INTERSOS Logistics software (Intersos Management Platform – IMP); and other IT Software is correctly used and accurately.
• Elaborate a monthly global Supply-Chain and logistics operations report and submit it to the Directors’ Team.
• Work with the headquarters and regional logistics team to ensure the monthly reports are timely submitted. Provide review, analysis, and feedback to regions for improvements
• Monitor the defined yearly Key Performance Indicators

IT Infrastructure and Communications

In collaboration with ICT and Information Management Coordinator:

• Ensure that INTERSOS has an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms, and applied security, and is in line with policies and procedures. Draft global asset acquisition plans.
• Development of Software Requirements Specifications (SRS) for the improvement of the current software or the creation of new tools.
• Support the global implementation of INTERSOS software.

Transportation management

• Oversee INTERSOS’s global fleet whilst ensuring appropriate allocation and safe use of the fleet. Ensure that the INTERSOS fleet management model, movement security protocols, and Brand Identity Manual are applied.
• Contribute to the development of sustainable approaches to transportation management by streamlining INTERSOS environmental policy and mutualization initiatives.

Facilities management

• Oversee INTERSOS’s facility management (offices, bases, guesthouses, and warehouses) ensuring that rental agreements and contracts are made in alignment with INTERSOS procurement standards and that facilities respect INTERSOS guidelines, brand identity, and security protocols. In coordination with the Security and HR department is responsible to guarantee appropriate working and living conditions in the missions.
• Identify gaps and propose improvement plans in coordination with Programmes Department and Human Resources Department.
• Contribute to the development of sustainable approaches to facility management by streamlining INTERSOS environmental policy and integrating mutualization initiatives.

Human Resources management

• Provide regular review and assessment of HR structures and functions in the organization with the aim to strengthen overall efficiency and accountability. Perform annual assessment of HQ, regional, and mission logistics departments and determine, in collaboration with the HQ HR department and Regional Office eventual supporting actions.
• In collaboration with headquarter and regional offices oversee the recruitment of Headquarters, Regional, and Country Logistics. Support the management of the Logistics rooster and pool, promoting when possible cross-regional collaboration.
• Collaborate with the HR department to develop new training materials. Guarantee that HQ Logistics department provides induction to new key Logistics staff organizing, as needed, inductions, refresher, and capacity building training in all standard Supply Chain and logistics operations IT Tools and SOP. Facilitate communication and cross-learning in the logistics, supply, and IT HR structure.
• In collaboration with the Human Resources department perform and manage the Internal Review Process (IRP) of the HQ and Regional Logistics, Supply, and IT staff.
• In coordination with the HR department participate in HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff development, and internal communication) regarding the logistics staff under his direct responsibility.
• Is responsible for supporting and contributing to the development “internship” program led by HR.

Applied Security

• Collaborate with the Senior Security Adviser in order to guarantee the implementation of the INTERSOS security protocols, taking part in global/regional security briefings and/or training to national and international staff and monitoring the enforcement. Detect with the Regional Logistics and Supply Coordinator and HQ Senior Security Advisor training needs.
• Other Asper delegation of DG, act as Dakar Head of Office and legal representative in Senegal while guaranteeing the smooth running of INTERSOS Dakar Hub and the supervision of office support staff and operations. Prepare and control Dakar hub yearly budget.

Required profile and experience

Education

• Degree in Business Administration, Industrial Engineering or Supply-Chain & Logistics Management.
• Advanced studies in Humanitarian Logistics, Procurement and/or Operations management are considered distinctive factors​

Professional Experience

• 7 years or more experience in logistics management and coordination in the NGO sector, within complex/large scale country programmes and in emergency response/humanitarian environments .
• International experience of the different steps of the supply chain in humanitarian context.
• Proven experience in all technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, medical logistics, communications, and security.
• Experience of working in remote field bases or/and in conflict areas/natural disasters with limited infrastructure.
• Experience working with large institutional donors and knowledge of their rules and regulations.
• Experience of developing work plans and budgets and negotiating contracts​

Professional Requirements

• Ability to work in a participatory manner with team to assess needs, implement and monitor supply activities.
• Ability to synthesize and analyze information, and make clear, informed decisions
• Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities
• Experience in development and implementation of efficient logistics systems, procedures and guidelines
• Knowledge of using / Implementation of Software / ERP
• Willingness and ability to travel extensively within the countries
• Knowledge of INTERSOS policies and procedures will be an asset
• Substantial training and capacity building experience​

Languages

• Fully proficient in English and French.
• Spanish is considered an asset

Personal Requirements

• Strong organizational and problem-solving skills with an analytic approach.
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Excellent written and spoken communication and interpersonal skills
• Cross-cultural understanding and sensitivity

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