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: Regional Logistics and Supply Coordinator

Code: SR-00-9533

Duty station: Nairobi, Kenya

Starting date: 01/03/2025

Contract duration: 12 months

Reporting to: Regional Director ECA

Functional Supervisor: Logistics & Supply Director

Supervision of: Logistics and Supply Coordinator

Type of duty station: Family duty station

General context of the project

INTERSOS is a humanitarian organisation founded in 1992, working on the frontlines of crisis situations. In its countries of operation, INTERSOS intervenes to assist the most vulnerable populations affected by conflicts, extreme poverty, natural and manmade disasters in challenging and hard-to-reach areas, where the humanitarian needs continue to be the greatest and where the humanitarian presence is often weak. In such contexts, INTERSOS focuses on providing forcibly displaced populations and host communities with life-saving humanitarian assistance, in the areas of Protection, Health & Nutrition, as well as WASH and Shelter.

INTERSOS operations are guided by its Code of Conduct and by the humanitarian principles of humanity, neutrality, impartiality, and independence. Every intervention is characterized by the centrality of the human being, the principle from which INTERSOS values descend. Specifically, INTERSOS is borderless, impartial, independent, sensitive to local cultures, attentive to local capacity, professional in solidarity, and transparent. INTERSOS also adheres to the Code of Conduct for the International Red Cross and Red Crescent Movement and NGOs in Disaster Relief.

The Regional Office In Nairobi is recruiting a Regional Logistics coordinator to oversee the operation in South Sudan, Sudan, Central African Republic, Democratic Republic of Congo, Libya and Tunisia.

We are looking for a seasoned professional willing to make the difference. Willing to travel and work closely with the countries of operation while maintaining a strategic vision.

General purpose of the position

Oversee and support logistics operations and supply chain activities of missions in collaboration with the regional offices and the mission logistics departments in accordance with INTERSOS protocols, standards and procedures to contribute to humanitarian response programs and the efficient running of the missions.

Main responsibilities and tasks

Coordination and support

Global

Facilitate the collaboration of the Headquarters Logistics Department to improve the Supply Chain and logistics operational systems and ensure standard operation policies and procedures are respected. Support initiatives and special projects implementation

Participate in the definition of a Global Supply Chain, Logistics Operations Annual Action Plan (AAP), Preparedness Plan and the necessary KPIs to monitor implementation

Propose collaborative approaches of Logistics and Supply Chain Management to humanitarian private partnerships

Liaise with the Global Supply Office to plan sourcing and procurement strategies for the missions

Collaborate with the ICT Coordinator to ensure the ICT development needs of missions and regions are translated into the HQ Logistics Department AAP

Collaborate with the HR department to develop new training materials

Regional

Collaborate with Regional Office to ensure that Supply Chain and logistics operations procedures are well understood and enforced in a coordinated manner at the regional level and to present a consolidated approach and teamwork for mission support and management

Review project proposals Supply Chain and logistics operations components and actively contribute to project cycle management, meetings and strategic exercises. Share information on assessments and proposed interventions, provide an overview and inputs of Supply Chain and logistics operations requirements for the development of project proposals and implementation

Participate in the definition of a Supply Chain and logistics operations Annual Action Plan (AAP) for the region and the necessary KPIs to monitor the implementation

Is available for immediate deployment to assist missions Senior Management Teams or the HQ Emergency Unit to organize rapid and effective emergency response operations

Facilitate communication and cross-learning for all regional staff

Engage in regional 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

Mission

Provide support and guidance to all country offices in designated regions including oversight of all Supply Chain and logistics operations functions in line with INTERSOS and donor policies and regulations

Work with the Heads of Missions and Senior Management Teams to improve Supply Chain and logistics operational systems and ensure standard operation policies and procedures are respected. Participate in the definition of the Supply Chain and Logistics Operations Annual Action Plan (AAP) for the mission and the necessary KPIs to monitor the implementation

Support personnel on all SC & LO matters when mobilizing and implementing new projects or closing out

Logistics Information Management

Ensure that data reported in INTERSOS Logistics software (Intersos Management Platform – IMP) are correctly used and accurate. Provide training to missions if required

Elaborate a quarterly Supply-Chain and logistics operation report for the region of operation and submit it to the Line Manager

Work with the mission logistics departments to ensure the monthly reports are timely submitted. Provide review, analysis and feedback to the mission for improvements

Monitor the defined yearly Key Performance Indicators

IT Infrastructure and Communication

Ensure that missions have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and are in line with policies and procedures. Draft regional and mission asset acquisition plans

Support the implementation of INTERSOS Logistics software in the mission

Supply-Chain Management and Procurement

Support region and missions to plan procurement activities and ensure that all project procurement plans are created and uploaded on IMP before the project starts by liaising with Country Logistics Coordinator and Project Managers. Improve implementation of procurement plan (consolidation of plans with transversal framework agreements and centralised international sourcing) and through procurement, planning facilitate the development of the supply strategy for the mission

Monitor overall procurement performance for region and mission. Ensure effectively and cost efficient procurement planning and execution while guaranteeing INTERSOS and donor procurement policies and procedures are respected

Ensure that all missions have an updated pre-qualified supplier list and support on the organisation of local market assessments to ascertain that suppliers represent the best value for money and lead times while being compliant with INTERSOS contracting procedures

Plan and collaborate with the Global Supply Office and HQ Medical Unit on international procurement processes. Follow up the payment to suppliers in coordination with Regional Finance Coordinators and the GSO

Review and/or approve (checking for accuracy and compliance) all high-level procurements, framework agreements, leases and other high-risk financial commitments. Review regional and mission ongoing contract execution and propose improvements

Link HQ Logistics department with Internal auditor to address key risks, audit findings and complaints on procurement, and propose mitigation measures

Assets and Inventory management

Assess and support mission warehouse management. Ensure systems and reporting are in place for the effective storage and distribution of all program stocks. Support the trial and rollout of the INTERSOS inventory management system

Assess and support mission asset management. Ensure that all mission assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures

Is responsible for the inventory and assets management for the region and ensures that missions perform quarterly assets and inventory counts

Transportation management

Assess and support country mission fleet management. Ensure appropriate allocation and safe use of the fleet. Overview that rental service agreements and contracts are done in alignment with INTERSOS procurement standards, and fuel and maintenance systems are in place

Ensure that INTERSOS fleet management model, movement security protocols and Brand Identity Manual are applied in missions

Contribute to the development of sustainable approaches of transportation management by streamlining INTERSOS environmental policy

Facilities management

Assess and support country mission facility management (offices, bases, guesthouses and warehouses) ensuring that rental agreements and contracts are done in alignment with INTERSOS procurement standards and that facilities respect INTERSOS guidelines and security

Identify gaps and propose improvement plans in coordination with the Line Manager and Head of Mission

Contribute to the development of sustainable approaches to facility management by streamlining INTERSOS environmental policy

Human Resources management

Support the HQ Human Resources department on the recruitment of Country Logistics Coordinators and Logistics Managers by reviewing technical tests and conducting technical interviews with the candidates. Support the management of the Logistics rooster and pool

Provide induction to new key Logistics staff providing, as needed, inductions, refresher and capacity building training in all standard Supply Chain and logistics operations IT Tools and SOP. Provide training to the program and other support staff on critical SC and LO policies and procedures

In collaboration with the Head of Mission perform and manage the Internal Review Process (IRP) of the Country Logistics Coordinators and Logistics Managers

Organize the weekly meetings with the Country Logistics Coordinator and Logistics Manager and the monthly country logistics meeting

Provide regular review and assessment of HR structures and functions in the mission to strengthen overall efficiency and accountability

Perform annual assessment of the mission’s logistics department and determine, in collaboration with the HQ HR department, Head of Mission, and CMT eventual supporting actions

Applied Security

Provide support to the Security Manager as a focal point for communication and communication flow

Facilitate the implementation of the INTERSOS security guidance, taking part in security briefings and/or training to national and international staff and monitoring the enforcement. Detect with the Head of Mission and HQ Senior Security Advisor training needs

Required profile and experience

Education

• Degree in Business Administration, Industrial Engineering or Supply-Chain and Logistics Management.
• Advanced studies in Humanitarian Logistics, Procurement and/or Operations Management are desirable.

Professional Experience

• Minimum five years experience in logistics management and coordination in the NGO sector, within complex/large-scale country programmes in emergency response.
• International experience in supply chain management in emergency.
• Proven experience in technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, medical logistics, communications, and security.

Professional Requirements

• Experience in remote field bases with limited infrastructure.
• Experience with institutional donors and knowledge of their rules and regulations.
• Strong organizational and problem-solving skills with an analytic approach.
• Excellent written and spoken communication and interpersonal skills.
• Cross-cultural experience and sensitivity.
• Knowledge of use/implementation of Software/ERP.
• Willingness to travel extensively within the region.
• Training skills.
• Planning and organizational skills and ability to meet deadlines.

Languages

• English- Fluent
• French- Fluent

Personal Requirements

• Negotiation skills, communication and interpersonal skills.
• People management and development.
• Analytical thinking and decision making.
• Teamwork and cooperation.
• Commitment to INTERSOS principles.