Delegate, Logistics and Procurement

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies. The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.   

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.    

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.  

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, country cluster, and country) comprise the IFRC Secretariat.

IFRC supports the operations, programming, and organizational strengthening of the National Societies in the Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan and Uzbekistan countries, from its CCD in Central Asia.

Job Purpose

The Logistics and Procurement Delegate serves as an advisor to the National Societies in Central Asia and will prioritize the Kyrgyzstan and Tajikistan that are part of the Pilot Programmatic Partnership Programme funded by DG ECHO with the specific aim of conducting the procurements under this programme in line with IFRC`s manual and procedures as well as strengthening National Societies` logistical capacities so that they can fulfil their humanitarian mandate. The position plays a key role in providing on-the-job training and capacity building for National Society as well as IFRC CCD staff.

The main responsibilities of the Logistics and Procurement Delegate are related to supporting the logistics, procurement and supply chain management in the cluster level by prioritising the two countries mentioned above.  The delegate will make sure all related IFRC programmatic/operational procurement is completed within the necessary timeframes observing compliance and VFM.

The delegate will provide direction for the logistics management of the programmes and ensure compliance with the IFRC procedures and programme`s requirements.  In collaboration with the National Society staff, the position ensures the efficient and effective delivery of relief goods and logistics services. 

Job Duties and Responsibilities

Logistics Support for Operations

• Provide logistics support to the programme, support programme and country project managers in the implementation of the logistics strategy within program plans.
• Provide technical advice and validation in support of the logistics and supply chain elements of Central Asia programme and projects` plans.
• Carry responsibility for the development, implementation, and management of the overall logistics Plan of Action for the CCD, including the implementation of all appropriate procurement and supply chain strategies to meet the requirements of the CCD plans.

Supply chain

• Carry overall responsibility for the performance of logistics functions within CCD.
• Develop, maintain, update, and monitor key indicators of the procurement plan to meet programme objectives.
• Liaise and coordinate with the relevant stakeholders regarding the delivery of supplies, and keep all parties informed of any changes in a timely manner.

National Society Development and Capacity building

• Conduct capacity assessment to identify logistics needs for National Society Development.
• Support the National Societies in elaborating on logistics development strategies and the alignment of implementation plans with existing initiatives and needs based on assessments.
• Provide coaching, on-the-job training and guidance to National Societies staff, volunteers, and CCD staff on building capacity on Logistics Rules, Standards and Procedures and Accountability.

Procurement

Responsibility for meeting the material, equipment, and service requirements of the CCD programmes/operations:

• Manage the sourcing, procurement, and delivery of national and international goods and services in a timely and cost-effective manner.
• Obtain quotations, prepare comparative bid analyses, and purchase recommendations and, when authorized, purchase appropriate supplies, and organize delivery.
• Manage all procurement contracts for goods and services. Maintain records and track performance for all procurement contracts.
• Ensure that an efficient and up-to-date asset and material tracking system is in place for all procurement and distributions.

Job Duties and Responsibilities (continued)

• Identify and maintain accurate supplier information for regularly purchased items. Stay informed about local market conditions and establish and maintain good working relations with suppliers and inspection companies.
• Support Country Offices and operations teams within the Country Cluster on their procurement needs and accountabilities.
• Responsible in establishing Regional Framework Agreements that serve the Central Asia Country Cluster Delegation needs for goods and services.

Logistics Procurement standards and procedure

• Responsible for implementing and maintaining standard IFRC logistics and procurement procedures.
• Provide technical leadership on the conformance to IFRC guidelines with regards to Logistics Standards, including logistics financial and procedural management of the procurement process and contract management, seeking clarification and guidance.

Report and filling

• Ensure that all logistics and procurement documents are filed and archived in a systematic manner.
• Responsible for all the Logistics/Procurement Department’s narrative, financial and technical logistics reports.

Other duties

• Oversee warehouse/storage, physical asset tracking, and the good maintenance of all equipment.
• Oversee fleet management and transport, including maintenance and smooth transportation of materials and staff.

Oversee all import/export for goods and personal effects for the CCD office as well as country offices or operations teams’ offices within the cluster.

Education

Required:

• Completed IMPACT (BTC) course for IFRC delegates.
• First-cycle university degree in relevant field.
• Advanced training in logistical supply chain and procurement management.

Preferred:

• Master’s degree or equivalent in relevant subject (preference for Logistics, Procurement, and Supply Chain Management).

Experience

Required:

• 3-5 years of experience in leading and managing logistics in a humanitarian organization in emergency operations.
• Strong international experience & ability to manage local staff/teams, direct logistics operations and manage resources.
• Strong procurement and logistics knowledge and experience, particularly in a large-scale/multiple items integrated supply-chain management.
• Ability to motivate, lead, and work effectively through others to achieve operational objectives.
• Experience working with a Red Cross/Red Crescent Society.
• Experience with the use of Cash/Vouchers.

Preferred:

• Experience with the use of Cash/Vouchers.

Knowledge, Skills and Languages

Required:

• Good planning and analytical skills – must be able to identify and evaluate key information, set and achieve work tasks, taking into changing demands and planning and prioritizing workload.
• Strong communication skills – must be articulate, approachable, collaborative, supportive, and an active listener; must demonstrate tact and diplomacy.
• Excellent analytic and computer skills (MS Word, MS Excel, MS PowerPoint).
• Accountability – must take responsibility for decisions and actions, use information appropriately to assess/make informed judgments and/or take action.
• Skilled in training, mentoring and coaching individuals and groups, as appropriate.
• Flexible and willing to deal with ambiguity, changes, and challenges. Able to prioritize work, multi-task and meet deadlines.
• Fluent spoken and written English

Preferred:

• Good command of working knowledge of Russian

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability
Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust