Logistics and Supply Coordinator

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. We are recruiting to fill the position below:

Job Title: Logistics and Supply Coordinator

Location: Maiduguri, Borno Reporting to: Head of Mission Functional Supervisor: Regional Logistics Coordinator Supervision of: Logistics & Supply Manager Type of duty station: Non-family duty station General purpose of the position Define and implement all supply, logistics, and ICT strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply systems, adequacy of the means provided, and compliance to INTERSOS standards, protocols, and procedures to foster the development of the mission and optimize the impact of the projects. Work closely with program and administrative staff to ensure comprehensive reporting, support, and assistance to all INTERSOS activities. Is responsible for the logistics management of IMP software and part of the mission Senior Management Team (SMT). Main responsibilities and tasks Coordination and support: Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission in the translation of the identified logistics, supply, and ICT needs into objectives, priorities, and resources needed for the mission. Is responsible for monitoring the implementation of logistics, supply, and ICT activities in the mission (construction and rehabilitation, stock and supply of non-medical and medical material, fleet management and transport, water and sanitation, vehicles and engines, equipment/installation and infrastructures, security rules (implementation and enforcement, ICT, assets, etc.). Ensure compliance with INTERSOS standards, protocols, and procedures, across the mission and according to donor requirements including procurement. Report to the Head of Mission on the development of the ongoing programs and propose reorientation strategies when needed. Is responsible for ensuring technical reference and support for all logistics, supply, and ICT issues in the mission, providing coaching to logistics staff, and representing INTERSOS in meetings with authorities, other NGOs, and coordination networks for technical/logistics-related issues. Ensure the production of mission-level SOPs (if needed) for the Logistics needs. Logistics Information Management: Provide monthly reporting to the Head of Mission Regional Logistics and Supply Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed. Ensure that data reported in INTERSOS Logistics software (Intersos Management Platform - IMP) is correctly used and accurate. Provide training to mission staff if required and support the implementation of INTERSOS Logistics software in missions. Supply-Chain Management and Procurement: Monitoring overall procurement performance for the mission. Ensure effective and cost-efficient procurement planning by liaising with technical staff, Field Coordinator, and/or Project Managers. Ensure that online procurement plans are created on IMP and up to date while guaranteeing INTERSOS and donor procurement policies and procedures are being adhered to at all times. Research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality. Coordinate with the Administration and Finance Department to ensure that payment processes to suppliers are made on time and respecting the financial systems. Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained. Develop and implement service contract management instructions, policies, and procedures. Examine and re-evaluate existing service contracts and oversee regular rent, utility payments (i.e., electricity, water, gas, etc.), office and guesthouse maintenance contracts, and running costs procedures. Ensure that they are properly handled by Logistics and Supply Officer and Assistants, Administration, and/or focal points. Overview that the Supply Manager/Assistant and Field Coordinator Logistics and Supply Officer maintain and update a pre-qualified suppliers list per base. Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs and regular inventory checks every quarter. Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored. Prepare and launch tenders documents in coordination with the Supply team. Transportation management: Ensure that INTERSOS Fleet Management model, movement security protocols, and Brand Identity Manual are applied in missions - the fleet is checked, and regularly maintained and that vehicles are insured and taxes are paid Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log, and other fleet formats and templates by Field Coordinator logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staff. Contribute to the development of sustainable approaches to transport management by streamlining INTERSOS environmental policy and Regional Office suggestions. Facilities and Communications management: Oversee the installation and maintenance of functional office space(s) and guesthouse facilities with adequate living conditions and in accordance with INTERSOS minimum st