Congo: Ebola Response Logistics Manager-DRC

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.
THIS ROLE IS DEPENDING ON FUNDING

Program / Department Summary

Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a staff of around 200 people working in North and South Kivu, with the overall country goal to support vulnerable communities through crises, while fostering programs that build resilience and promote long-term change. Mercy Corps' national office is in Goma with sub-field offices in North Kivu and South Kivu. Mercy Corps' key programming areas include a combination of longer-term development and immediate humanitarian response programs in order to: 1) improve water service delivery and ensuring equitable access to water, sanitation and hygiene services, in urban and rural areas.2) improve food security and nutrition. 3) promote diversified livelihoods, economic recovery and development.

Mercy Corps DRC's humanitarian programs aim specifically to assist populations affected by the conflict and crisis in Eastern Congo. With funding from humanitarian donors including ECHO, OFDA and UN-donors, the humanitarian portfolio continues to expand in order to provide multi-purpose cash assistance and emergency WASH to displaced and host populations. An Ebola virus outbreak has recently been confirmed in Beni area of North-Kivu province. Mercy Corps is working in close coordination with other actors and is getting ready to prepare a WASH response should the Health Division requests more support from partners. All Mercy Corps interventions in DRC are implemented in a conflict and gender sensitive manner.

General Position Summary

The Safety and Security Manager (SSM) will manage all aspects of the Country Safety Risk Management (SRM) system. The SSM, in consultation with local safety staff and program managers, is expected to pursue the following objectives in his/her daily work.They will manage the Security Safety Risk Management (SSRM) process,develop and supervise the implementation of area safety management policies, protocols and procedures, and perform Security Safety Risk Assessments (SSRAs) and supervise the implementation of mitigation/ prevention measures.The position will also:

• Oversee the information management, analysis and reporting process for all area of operations
• Maintain relevant safety documentation, data and records for the areas of concern
• Facilitate and deliver safety-related training to local and international staff
• Mentor and provide technical supervision to Security Focal Points (SSPs) and/ or Security Officers
• Develop the capacity of, and coordinate, the Security Management Team
• Act as the focal point for contractual and procurement issues related to security & safety risk management.

Essential Job Responsibilities

General Role Operations:

• Provide direct support to ensuring that the Office of Beni and Butembo meet minimum standards in Logistics
• Travel to field sites, performs regular audits, and draws up corrective action plans in coordination with the Logistics staff.
• Oversee the Management of all programs logistics; implement Mercy Corps procedures and policies for the management of the supply chain, including procurement, transport and distribution, warehousing and stock management and for the management of vehicle fleets, communications systems and assets.
• Ensure that the supply chain is appropriate and cost-effective, based on budget, markets, infrastructure and the need for timely delivery.
• Provide advice and support on logistics issues and collaborate with staff on budgets, technical aspects of the program, and implementation mechanisms as required.
• Where appropriated, be responsible for developing and implementing emergency preparedness strategies across the logistics aspects of the operation.
• Development of additional procedures if required.
• Represent Mercy Corps during Logistics cluster monthly meeting
• Uphold Mercy Corps' Zero tolerance policy to corruption
• Oversee tracking of all assets to ensure accurate record keeping of Mercy Corps and donor assets, including exceptional items that require registration and movement tracking, in accordance with the Mercy Corps Asset Management Manual
• Maintain inventory records of materials and materials flow in all offices
• Organize transfer and disposal of assets according to donor rules and regulations
• Prepare logistics report: compilation and consolidation of all logistics reports including Procurement, Assets, Stock, Fleet and transmission to the Logistics Manager in Goma

Procurement:

• Provide direct support to ensuring that the Office of Beni and Butembo meet minimum standards in Procurement.
• Travel to field sites, performs regular audits, and draws up corrective action plans in coordination with the Procurement staff.
• Ensure that the procurement department supports the programs efficiently and compliantly;
• Has a full understanding of MC procurement policies and formats. Provide training to staff on these policies;
• Enforce proper use of procurement ceilings and approval procedures;
• Ensure that Mercy Corps' procurement activities are legal and moral;
• Assist Program and Operational personnel in regular procurement planning meetings;
• Assist staff as needed on timely completion of purchase requests and other documentation;
• Oversee the gathering of quotations and bids from the market for PR-s as per Mercy Corps standards and formats;
• Interact with contractors, in coordination with the Program & Logistics team;
• Ensures that the required documentation of supplies and transactions are completed to MC standards;
• Preparation of status reports on deliveries for Program and office Management and recipient of supplies. Assist in the maintenance of thorough procurement files as outlined in the MC procurement policy;
• Regularly produces purchase status and completed purchases reports using the Ongoing PR Masterlist and PR Masterlist;
• Ensures that the procurement filing system is in place and in accordance with the Procurement filing procedures as outlined in the Procurement Manual;
• Coordinate with the Warehouse on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites;
• Coordinate with the Finance Manager to ensure that payments to vendors are made on-time and without any unnecessary strain on the financial systems of MC;
• Maintain file on market prices for commonly-bought items;
• Establish preferred supplier agreements for commonly used items;

Fleet Management:

• Supervise the fleet management team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines
• Supervise the repairs, in order to ensure a functional fleet as well as good value for money for the organization
• Ensure smooth dispatch of the fleet is effective

Stock & Asset Management:

• Supervise reception of goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order
• Ensure respect of MC procedures in Stock & asset Management
• Collate and review data, and prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor
• Communicate with the program managers for distribution plans and arrange all the required documentations
• Contribute to the country strategic planning process and provide regular update and the ability to organize transfer and disposal of assets according to donors rules and regulations

IT Management:

• Ensure that all relevant staff have a proper functioning computer and telecommunications equipment (VHF Handsets, SatPhone, ….)
• Ensure the internet connection is sufficient to our need
• Analyze and suggest improvement on the quality of the internal network
• Plan the renewal of materials

Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility
Logistics Team Leader, Stock & Distribution Team Leader, Procurement Team Leader, All Logistics and Procurement staffs in Béni and Butembo

Accountability

Reports Directly To: Head of Office

Works Directly With: Ebola Response Team Leader, Emergency Program Manager, Finance Manager, Logistics Manager in Goma, Procurement Manager in Goma

Knowledge and Experience

• 3-5 years field experience setting up and managing logistics systems with INGOs with supervisory responsibilities.
• BA/BS degree in a relevant field.
• Demonstrated understanding of complex environment, related security concerns and appropriate responses with experience in insecure context as well as attention to detail, following procedures, meeting deadlines and problem-solving independently and cooperatively.
• Knowledge of Mercy Corps systems and procedures desirable; knowledge of donor regulations (USAID, DFID, EC, UN) an added advantage.
• Strong ICT skills a must and vehicle mechanic knowledge an added advantage with excellent negotiation and representation skills.
• Effective organizational, prioritization and result management in addition to excellent verbal and written French and English skills.
• Ability to work effectively with an ethnically diverse team in a sensitive environment and demonstrates an understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies.**Success Factors**

The successful Ebola Response Logistics Manager will combine effective leadership of complex teams and the ability to lead by example and influence. Also S/he will be expected to have a proven ability to build internal staff capacity and competency and to provide program support services. Flexibility and creativity in planning and problem solving, ability to understand the larger picture while remaining focused on the details, proven ability to learn quickly, take initiative and be accountable for results, knowledge of security standards, precautionary measures, communication protocols and passion for professional learning and development are vital skill that we expect the Ebola response logistics Manager to have.

Living Conditions / Environmental Conditions

This position is an unaccompanied position. Shared housing will be provided in Beni according to Mercy Corps DRC housing policy. This position is eligible to hardship and R&R. Mercy Corps' sub-offices experience variable levels of insecurity, with the situation closely monitored by UN peacekeepers. Air travel is necessary to get from one end of the country to the other. Mobile phones and cellular service are widely available. Internet is available in all Mercy Corps offices. Travel to field sites will be required where living conditions are clean and secure, but basic. There are a number of health services available with evacuation options for serious illnesses. There is reasonable access to most consumer goods, although they can be expensive.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
Fostering a diverse and open workplace is an important part of Mercy Corps' vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.

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