Project HOPE is an international NGO with more than 1,000 engaged employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.
Code of Conduct
It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.
Program Summary:
Project HOPE is providing humanitarian assistance to the hurricane Melissa affected population in Jamaica. The current response portfolio focuses on Health, Mental Health, Protection, and WASH programming through Project HOPE programs and local partnerships.
This role is offered as a consultancy position. This Consultant role will be based in Jamaica. Local Nationals only. The selected consultant will work under a short-term contract to deliver specific outputs outlined as follows:
POSITION OVERVIEW:
The Logistics Coordinator is responsible for management of logistics systems to support the efficient day to day operations in Jamaica. This includes stock management, procurement, transportation and fleet management, asset management, communication equipment, logistic staff management, logistic reporting and documentation, coordination and logistics support for the team. He will represent the logistics team internally and externally. He supports the implementation of logistics procedures and policies; sets internal logistics and procurement related support coordination mechanisms and is accountable for overall logistics, procurement and IT support to deployment, implementation and demobilization.
PRINCIPAL RESPONSIBILITIES
To perform this role successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The tasks listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.
Management
- Responsible and accountable for the overall success of all logistics, procurement and IT related operations in support of the response deployment, implementation and demobilization.
- Represent Logistics to the Response Management Team and ensure adequate information sharing and gathering, regular planning of procurement, logistics and IT activities in support to program operations.
- Work with Senior Team Members to identify priority areas to improve Project HOPE’s response capacity.
- Provide guidance to multi-functional team; accountable for individual staff performance, measure and redistribute workload across team members as required.
Transportation, Set-up and Demobilization
- Responsible and accountable for safe reception, customs clearance (directly or through identified alternative Consignee, quality control and forward transportation of the EMT equipment and supplies to the operational areas in the most cost-effective and fastest possible manner.
- Responsible to ensure Export Compliance elements related to deployment of medical equipment and supplies for health facility and/or mobile units.
Procurement
- Accountable for the organization of reliable and cost-effective local procurement services and initiation and coordination of the international re-supply pipelines.
- Accountable for the implementation of procurement activities in line with Emergency Simplified Procedures or standard procedures, meeting value for money, transparency and competitiveness.
- Accountable for the implementation of procurement tracking system for local and international procurement, including regular communication of procurement status to relevant stakeholders.
- Oversees the implementation of Blanket Purchase Agreements for frequently procured supplies where necessary and appropriate per deployment duration, strengthens and optimizes Emergency Response team local procurement capacity.
Supplies and Equipment Management
- Accountable for the effective tracking of all equipment and supplies related to Emergency Medical Response type whether health facility or mobile units, including the establishment of a centralized asset tracking system and warehouse management system in line with Project HOPE’s asset management and warehouse management standard operating procedures applicable for emergency response.
- Accountable for the implementation of appropriate storage conditions for all commodities, in line with medical commodity quality assurance standards and item category, including adequate stock management for cold chain items, controlled items (i.e. NT/PT) and dangerous good.
- Accountable to ensure that all assets are logged, issued with asset ID, assigned to custodians and tracked.
- Responsible for the implementation of a reliable and accurate stock management process including documentation, reporting and control system.
Communication and IT
- Responsible and accountable for the establishment of reliable communication systems (radio communication and, wired and wireless, ground and satellite voice and data communication) including frequency programming, user training, equipment distribution and tracking, management of service providers and timely repair of hardware.
- Responsible and accountable for the establishment of reliable IT system, network and equipment including set-up, operation, troubleshooting, equipment distribution and tracking, timely repair excluding individual staff personal equipment.
Fleet and Transport Management
- Accountable for the establishment of a reliable and cost-effective transportation management service for Project HOPE personnel, patients (referral as required) and goods including acquisition/rental of quality vehicles, training and management of drivers, establishment of fleet tracking system.
- Accountable for the establishment of a reliable and cost-effective fuel management system, ensuring uninterrupted fuel supply to vehicles fleet and generators, tracking with minimized risk of fraud and safety hazard.
- Accountable that all acquired vehicles have appropriate, mandatory insurance coverage for 3rd party liability, passengers and either comprehensive insurance or liability assumed by owner through the contract.
Staff Capacity Building and Performance Management
- Responsible for the establishment of an effective coordination mechanism within the logistics unit.
- Accountable for the recruiting, induction, on-job training/coaching and management of an adequate local staff capacity as required to augment international team to meet emergency medical response requirements.
- Coaching, training, supervising and mentoring direct-report staff and providing regular and timely positive and constructive performance feedback.
- Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff successful performance in their respective roles.
Internal and External Coordination
- Proactively engage with the direct line manager, senior management, and field team members (Program, Emergency Response Unit, Finance, Medical, HR, Security) on logistics matters for programmatic and support service planning, including ensuring enough funding for logistics resources are projected to maintain effective operations support for the period of the deployment.
- Proactively engage on a regular basis with regional logistics teams, and logistics coordinators from other organizations to ensure appropriate links for interagency logistics coordination.
- Ensure Project HOPE is represented in Logistics Cluster coordination mechanism (where deployed) or in other formal or informal coordination platform. Proactively engage with donors, local government, project partners, UN agencies and other non-governmental organizations.
- Represent Project HOPE in a positive and professional manner contributing to the creation of a positive image and overall credibility of the organization, notably through the application of Project HOPE’s mandate, ethics, values with regard to other actors.
- Accountable for the establishment of regular logistics planning meetings with relevant program and management team members to ensure uninterrupted supply pipeline, timely provision of support and services.
Procedures, Filing and Reporting
- Accountable for the effective implementation of Project HOPE Logistics and Supply Chain policies, procedures and systems applicable to the standard operating procedures.
- Ensure existing practices and activities implementation are in compliance with Project HOPE standards, policies and procedures and donors’ requirements.
- Accountable for the establishment of an accurate filing systems maintained updated and its periodic verification for auditing purposes.
- Responsible for accuracy and timely provision of all mandatory logistics reports and any on demand reports timely.
Compliance, Ethics and Best Practices
- Ensure procurement, transfers and disposals of commodities and software that are subject to Export Compliance are in line with applicable licenses or need new licenses and related actions are properly documented.
- Ensure that vendor due diligence actions are carried out and documented as per required procedures including vendor registration, vendor performance, price/vendor information shared among NGOs, market surveys conducted regularly. Conduct vendor premises physical visits and documents verification, as required.
- Work with Finance, Compliance and audit focal points to assess compliance against internal controls and required procurement documentation.
- Ensure that risks associated to procurement are evaluated regularly and plans are developed to address those. Review procurement documentation, internal and external audit reports to detect procurement related risks. Work with management to implement corrective measures.
- Ensure that risks associated to warehouse and assets management are monitored and corrective actions implemented. Conduct spot check and control evidence verifications as required.
- Commit to fraud detection, risk reduction and fraud reporting, ensure compliance with Project HOPE policies and procedures, donor regulations and local laws.
- Promote and encourage a culture of compliance and ethics throughout Project HOPE. As applicable to the position, maintain a clear understanding of Project HOPE and donors’ compliance and ethics standards and adheres to those standards. Conduct work with the highest level of integrity.
- Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Project HOPE and amongst beneficiaries served by Project HOPE
- Other Duties as assigned.
MINIMUM QUALIFICATIONS:
- Academic study in the field of Supply Chain Management, or alternative courses such as completion of the Certification in Humanitarian Supply Chain Management, or equivalent is desirable
- Minimum of three (3) years of experience in logistics management 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 logistics management practices and procedures preferred
- Experience with donor specific procedures
- Experience of logistics software solutions is desirable
- Experience managing budgets and preparing timely, complete and accurate reports
- Demonstrated ability to resolve operational critical challenges as they arise
- Evidence of the ability to plan for, and conduct training in all areas of logistics for national and international staff suitable to staff knowledge level
- Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision and monitoring
- Strong organizational and problem-solving skills with analytic approach
- Strong interpersonal, management and leadership skills
- Ability to work in participatory manner with staff to assess needs, implement and monitor activities
- Ability to integrate and work well within multi-ethnic and multicultural teams
- Strong negotiation, interpersonal and organization skills
- Proficiency with MS Word and Excel
- Ability to read, write, analyze and interpret, technical and non-technical in English
- Fluency in English required.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Consultants should be able to work in an office setting, communicate effectively, and travel as needed. Assignments may include field or emergency deployments in austere or hardship environments. Typical office noise is minimal, and travel may involve air or other modes of transportation.
