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Logistics Assistant

IRC - International Rescue Committee

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The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.
The IRC recognizes that people affected by crisis and the actors closest to them are best placed, have the right, and should have the power and resources to respond and drive lasting change. We commit to increasing the share of funding channeled to local actors in emergencies, ask ‘Why not partner?’ whenever we plan programming, and partner as equals.
The IRC worked in Haiti from 2010 through 2016, initially launching an emergency response to the earthquake and later delivering child protection, water and sanitation, health, women’s protection and empowerment, and economic recovery programs in Port-au-Prince and beyond. Even with the closure of its country office in 2016, the IRC has continued to provide operational, technical, and financial support to a small number of Haitian NGO partners, including in response to the 2021 earthquake. Haiti was identified as one of 20 countries at greatest risk of a major new—or significantly worsened—humanitarian crisis over the year ahead in IRC’s 2023 and 2024 Emergency Watchlist given its political instability, gang violence, rising food insecurity, disease outbreaks, and climate shocks that could drive rapid escalation of the humanitarian crisis. In early 2023, IRC re-opened its Haiti operations and scaled up its emergency response with a fully partner-led response in Port-au-Prince and surrounding communities. The focus has been on neighborhoods highly affected by gang violence as well as limited access to healthcare and services for survivors of violence and/or cholera hotspot issues.  IRC is also engaging with partners in the Artibonite and Ouest Departments to service unmet needs in those areas.
The IRC Emergency Humanitarian Access Unit (EHAU) led the initial emergency responses and support establishing a country program that can be fully transitioned under the Latin American (LATAM) region  
Job overview
The Logistics Assistant’s main mission is to assist the Senior Operations Manager in effectively supporting the various programs in implementing humanitarian assistance projects.
The Logistics Assistant will work under the supervision of the Senior Operations Manager and is expected to be a key member of the team, assisting in the ongoing development of the team. He/she is responsible for the integrity of the supply chain system in Port-au-Prince. 
Logistics must be able to respond rapidly to program and operational needs, ensuring best practice and compliance with standards and procedures with quality documentation. Specific responsibilities include supporting the procurement process, supporting supplier database management, supporting adherence to procedures and document compliance.
Specific responsibilities
General :
•Logistics team support
• Property and asset management
• Management of day-to-day fleet management tasks
• Become familiar with the IRC Supply Chain Manual and comply with the rules and procedures set out in the IRC Manual.
Specific activities: 
Reporting to the Senior Operations Manager, the Logistics Assistant has the following responsibilities:
Procurement of goods and services:
•Respect and ensure compliance with purchasing policies and procedures established by IRC;
•Verify that all requisitions received by Logistics for execution are detailed, accurate and accompanied by the requisitioner’s terms of reference, 
•Carry out all purchases within the timeframe specified by the requisitioner, and if not, inform the requisitioner as soon as possible of the possible timeframe for completion of the requisition,
•Ensure that purchases comply with purchase requisitions in terms of quantity, quality, technical characteristics and specifications of the material or service, within the planned budget,
•Ensure that all requests for quotations have taken into account the selection criteria previously agreed in IRC policies,
•Participate in bid analyses and suggest the best bids, mainly taking into account quality/price ratio, availability and delivery times, as well as other pre-established criteria,
•After bid analysis, ensure that the necessary reviews are carried out (by the Snr Operations Manager or Country Director) according to thresholds, before signature by authorized personnel, 
•Prepare the necessary documentation (purchase orders/contracts, etc.) prior to signature by authorized personnel according to the signature matrix (Snr Operations Manager or Country Director),
•Ensure proper electronic filing of purchasing files in compliance with the IRC Logistics Manual,
•Maintain good collaboration with suppliers;
•Maintain an up-to-date list of suppliers and classify them according to their tax status.
•Establish and update the purchasing catalog for each commonly purchased item on a half-yearly basis,
•Ensure that delivery deadlines agreed with suppliers are met, and notify delivery dates to stock for follow-up in the event of delays, 
•Ensure that all purchases are entered in the warehouse with all documentation required by the IRC procedure,
•Set up and monitor, in collaboration with the warehouses, a delivery schedule for purchased materials,
•Follow up with finance on payments and ensure that the purchase file is complete;
Asset management
•Update the list of equipment and properties in the coordination and guest house offices;
•Conduct monthly asset verification sessions.
•Update the Asset Register and Equipment Release Form.
•Have all users sign equipment release forms.
•Prepare and submit monthly equipment report to Snr Operations Manager.   
Vehicle fleet management
•Manage vehicle allocation and movement reservations according to the Port-au-Prince staff travel plan; 
•Monitor vehicle maintenance;
•Ensure, with the support of drivers, that vehicle administrative documents are up to date;
•Set up and monitor the vehicle maintenance plan for Port-au-Prince.
•Carry out weekly vehicle inspections;
•Ensure that vehicle documents (technical inspection, vehicle registration and insurance) are up to date;
•Ensure that all tools (first-aid box, fire extinguisher and maintenance kit) are available and regularly renewed; 
Other duties :
•Promote a team spirit within the supply chain and contribute to an atmosphere of cooperation, complementarity, mutual support for all departments and sectors of IRC in Haiti and act in a professional manner at all times.
1.Monitoring and reporting
– Monthly transport activity report: each month-end
– Spot check Asset report: end of each month
2. General 
– Undertakes to respect the IRC Way (IRC Deontology).
– Is committed to ensuring the optimal implementation of these Policies in his/her work environment.             
– Is available to carry out any other ad hoc tasks deemed useful by his/her direct superior or by the IRC. 
3. Other duties
– Ensure that all activities are implemented in accordance with IRC operational policies. 
– Other additional duties as assigned by supervisor.  
 Work environment: 
–  Supervisor: Snr Operations Manager 
–  Indirect reports :  N/A 
–  Other professional contacts:
– Internal: HR – Programs – Finance – All staff
–  External: Suppliers, Consultants, Service Providers and Partner Organizations.
Job requirements
•A minimum of 3 years’ proven professional experience in the field of procurement of goods and services, asset management and fleet management.
•Experience in supporting supplier database management, adherence to procedures and document compliance,
•Experience in supporting multi-sector humanitarian programmatic activities in complex operational environments.
•Experience in monitoring and reporting.
•Knowledge of procurement principles and processes (IRC or NGO experience preferred).
•Ability to negotiate and work with local and international suppliers.
•Ability to develop networks and build strong working relationships, as well as diversify program resources.
•Ability to multi-task and problem-solve under tight deadlines to produce quality results.
•Fluency in French and Haitian Creole. Professional command of English would be an asset.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.


Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.

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