Current Vacancies at The International Medical Corps - Vacancies NG

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Current Vacancies at The International Medical Corps

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Current Vacancies at The International Medical Corps

The International Medical Corps – We are recruiting to fill the vacant position below:

Job Title: Fleet Management Assistant
Location
: Maiduguri

Job Purpose

  • Reporting to Country Supply Chain Coordinator, the Fleet Management Assistant is responsible for; facilitating and coordinating movements, maintenance, and planning of all vehicles operated by IMC in Maiduguri.
  • This job includes hands-on routine vehicle repairs, maintenance as well as facilitating all movement needs and monitoring of field movements. With (number of vehicles) and (number of staff), the position will demand a highly motivated, detail-oriented individual who will be able to identify, report and or solve challenges as they arise across all different field offices.

 

Key Roles and Responsibilities

  • Organize and ensure a routine maintenance schedule for all IMC leased and owned vehicles and ensure that a stock of frequently used parts is maintained at Maiduguri level.
  • Coordinate with projects to ensure increase/phasing out of vehicles.
  • In consultation with Country Supply Chain Coordinator and projects, raise the request for the re-order of the vehicle frequently used parts as necessary.
  • Maintain comprehensive vehicle and generator maintenance records and a plan for maintenance schedules across all sites.
  • Assess any external garages, which are being used by IMC to ensure they can and are providing sufficient support to the IMC’s fleet at an acceptable cost.
  • Ensure that all vehicles have an onboard spare tyre, first aid kits, emergency tool kit, emergency contact numbers, internal vehicle numbers and IMC branding.
  • Travel periodically to field locations to conduct management checks on the fleet including IMC leased and owned vehicles.
  • Assess all drivers’ skills and conduct driver training as required and this includes making recommendations to terminate drivers if necessary.
  • Conduct training and daily vehicle inspections along with drivers to monitor the use of vehicles through logbook management.
  • Maintain daily vehicle inspection schedule and records and assign all mechanical maintenance plan.
  • Ensure transparent and accountable fuel management for vehicles and generators.
  • Ensure scheduled and need-based maintenance of generators.
  • Ensure generators always have adequate fuel to run uninterruptedly.
  • Ensure monthly and need-based vehicle and generators utilisation reports.

Prevention of Sexual Exploitation and Abuse:

  • Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within IMC and amongst beneficiaries served by IMC.

Compliance & Ethics:

  • Promotes and encourages a culture of compliance and ethics throughout International Medical Corps.
  • As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.
  • Conducts work with the highest level of integrity.

Working Relationships:

  • Proactively engage with your supervisor and key logistics staff in the field on all matters related to vehicles and generators to ensure that IMC fleet is well utilized.

Qualifications/ Requirements

  • Bachelor’s degree plus Diploma in Fleet Maintenance or Mechanics (preferable).
  • Willingness to travel to field locations.
  • Must have 3-5 years of experience and managing large-scale INGO logistical functions.
  • High computer literacy level with expected proficiency in Word, Excel, PDF, and the Internet.

Competencies:

  • Good understanding of donor rules and guidelines
  • Good organizational, forecasting and planning skills with the ability to review establish and implement effective systems.
  • An understanding of requirements of a rapid response emergency operation.
  • Attention to detail and excellent numeracy.
  • Diplomacy, tact and communication and negotiation skills.
  • Fluent spoken and written English and Nigerian local dialects
  • Flexibility, adaptability to work under tight deadlines and pressure.
  • Ability to work independently, take personal initiative, and multi-task including strong facilitation skills in an ever-changing dynamic operational environment
  • Strong administrative and organizational skills.
  • Ability to coach others and work in a team environment with experience in conducting training.
  • Excellent interpersonal skills and ability to work effectively in an operational environment.
  • Commitment to and understanding of IMC’s aims, values, and principles

Success Factors

  • Conscientious with an excellent sense of judgment
  • Ability to work simultaneously on multiple tasks.
  • Willingness and ability to work effectively with a wide variety of people.
  • Ability to work as part of a team and coordinate with project personnel.
  • Computer literate and strong organizational skills.

Ethical conduct for IMC staffs

  • The International Medical Corps maintains a code of standards of conduct that shall govern the performances of its employees engaged in the award and administration of contracts. No employee, officer, or agent shall participate in the selection, award, or administration of a contract supported/ by donor funds if a real or apparent conflict of interest would be involved.
  • Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or about to employ any of the parties indicated above, has a financial or other interest in the firm selected for an award.
  • IMC officers, employees, or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to sub-agreements.
  • These standards shall provide for disciplinary actions to be applied for violations of such standards by IMC officers, employees, or agents.

Job Title: Logistics Officer
Location:
 Damboa, Borno
Position: Nigerian nationals only

Job Purpose

  • Directly Reporting to Damboa Field Site Manager and technically to Country Supply Chain Coordinator Damboa – Logistics Officer will be responsible for logistics vehicle management, asset management, warehousing as well as sourcing equipment, goods, services and managing vendors in Damboa Site Office.
  • The successful job holder will be able to perform strategic logistics functions and procurement activities across multiple categories of spending, donors and search for better deals and find more profitable suppliers within their areas of operation. Jobholder will be the direct supervisor (Line Manager) of 1 Logistics Assistants and will lead on all field site office logistics and reporting processes.

Key Roles and Responsibilities
Procurement:

  • Receive purchase requests, review for completeness and approvals, prepare necessary procurement documentation (RFQ/P) and ensure compliance with the IMC and donor procurement policy
  • Support the Logistics Assistant in Damboa and maintenance of accurate filing systems, with documented and supported records of actions for audit purposes.
  • Contribute to weekly and monthly procurement reports to the in-country management team, pursuant to IMC policies and procedures.
  • Be flexible and manage your time accordingly, be prepared to tackle other tasks commensurate with your role, and level of experience, at short notice.
  • Coordinates local and whenever asked international procurement activities.
  • Provide necessary information to the Logistics Assistant in maintaining the PR, PO, BPA and other services contract tracking tools and ensuring updates are shared with programs and country office management team on weekly basis.
  • Prepares complete procurement documents for finance to process payment
  • Provide planning support and advice to those making a procurement request, then process and manage the procurement process (either locally or internationally) in accordance with IMC policies and procedures, in a transparent, accountable, efficient and cost-effective manner.
  • Organize procurement tracking system and support program and management team up-to-date and reliable information on the procurement status submit a weekly and monthly report.
  • In coordination with the Procurement Manager, ensure that local market surveys are regularly carried out, to confirm a full knowledge of the availability and price of local items.
  • Ensure that all procurements are managed, tracked and recorded and identify and suggest items that should be part of a pre-approved tender process, and ensure that open and free competition for procurements adheres.

Warehousing:

  • Ensure proper receipt and issuance of stock materials including GIK in and out of the warehouse
  • Ensure that information of picked goods is recorded in the logbook and submitted to the commodity Tracking and Reporting Officer
  • Establish and maintain meaningful relationships with vendor transporters to ensure a smooth working environment
  • Maintain stable temperature conditions within the warehouse especially where perishable food items are concerned
  • Ensure that correct quantity has been received by comparing received goods quantities with information on the work order/packing list
  • Identify any damaged or missing goods cartons and record pertinent information
  • Ensure that delivery forms are signed only upon satisfaction of the completed order
  • Move received goods to appropriate storage areas and ensure bin cards are prepared and put accordingly.
  • Ensure all goods are labeled properly using an appropriate lot and item numbers
  • Allocate storage space for stock items based on their grant, types and sizes and expiry dates

Asset Management:

  • Ensures that procedures outlined in the Asset Management Manual will be implemented in the Office.
  • Responsible for logging all new assets in the Master asset register and ensuring the appropriate coding and tags are placed on each item.
  • ·Ensure all lost, damaged, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form and ensure any necessary, supplement documentation is completed;
  • Advise supervisor on any broken, damaged or destroyed equipment;
  • Ensures that all movement of items should go through the Asset Controller, on “GRNs or an Asset Movement Form”.
  • Maintain inventories of all premises (non-expendable properties) and conducts regular checks (quarterly)
  • Regularly updates asset register with changes and new acquisitions
  • Responsible for coordinating with the procurement and finance office in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc. The asset register should be accurate and completely up to date;
  • Responsible for the timely preparation of documentation of any movement of assets in IMC formats;
  • Schedules and conducts a physical count of assets on different locations, projects, and sites;
  • Provides a monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices;
  • Update the electronic database monthly and provide an electronic copy to Logistics Manager and Logistics Coordinator; A hard copy is printed, signed and filed in the assets folder;

Fleet Management:

  • Organize and ensure a routine maintenance schedule for all IMC leased vehicles
  • Maintain comprehensive vehicle and generator maintenance records and a plan for maintenance schedules across all sites.
  • Ensure that all vehicles have an onboard spare tire, first aid kits, emergency tool kit, emergency contact numbers, internal vehicle numbers and IMC branding.
  • Assess all drivers’ skills and conduct driver training as required and this includes making recommendations to terminate drivers if necessary.
  • Conduct training and daily vehicle inspections along with drivers to monitor the use of vehicles through logbook management.
  • Maintain daily vehicle inspection schedule and records and assign all mechanical maintenance plan

Human Resources:

  • Manage all staff you supervise with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism.
  • Make frequent site visits to where staff supervised by you are working, to ensure that the appropriate care and support is being offered. Ensure that staff supervised by you have performance objectives and are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.
  • Provide input to the recruitment, selection and performance of procurement staff, as required.

Training/ Capacity Building:

  • Determine training needs and advocate and plan for professional development for your direct reports
  • Provide input, and deliver where applicable, training for relevant staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs

Prevention of Sexual Exploitation and Abuse:

  • Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within IMC and amongst beneficiaries served by IMC.

Compliance & Ethics:

  • Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity.

Working Relationships:

  • Proactively engage with your supervisor, and key staff Program, Finance and HR/Admin on all matters to ensure that programmatic and project planning incorporates sufficient funding for logistical staff and logistical support mechanisms.
  • Proactively engage on a regular basis with regional IMC logistics teams and logistics manager to ensure appropriate links and coordination.

Representation:

  • Represent IMC in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of IMC’s mandate, ethics, values and stand-point with regard to other actors

Competencies:

  • Analytical Skills: Will works with multiple vendors to determine the best deals for the company, and have to evaluate the many pros and cons of each, based on price, quality, speed of delivery and other factors.
  • Decision-Making Skills: Will needs to use the information gathered by either yourself or procurement officers and the purchasing agents to make decisions on behalf of your company.
  • Math Skills: Basic math skills will be needed to analyze prices and get the best deals possible.
  • Negotiating Skills: Will be working with suppliers to create the best deals.
  • Working knowledge of US-based donor’s regulations and procedures
  • Familiarity with Sourcing and vendor management
  • Interest in market dynamics along with a business sense
  • Working experience of purchasing and vendor management software
  • Ability to gather and analyze data and to work with the figure
  • Solid judgment along with decision management skills
  • Strong leadership capabilities

Qualification Requirements

  • BS Degree in Supply Chain Management, Logistics or Business Administration or an equivalent 5 years working experience in similar position with INGO.
  • 3 – 5 years proven working experience in Nigeria as Logistics Officer
  • High computer literacy level with expected proficiency in Word, Excel, PDF, and the Internet.

Success Factors:

  • Conscientious with an excellent sense of judgment
  • Ability to work simultaneously on multiple tasks.
  • Willingness and ability to work effectively with a wide variety of people.
  • Ability to work as part of a team and coordinate with project personnel.
  • Good spoken and written English and local Nigerian dialects
  • Computer literate and strong organizational skills.

Ethical conduct for IMC Staffs

  • IMC officers, employees, or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to sub-agreements.
  • These standards shall provide for disciplinary actions to be applied for violations of such standards by IMC officers, employees, or agents
  • The International Medical Corps maintains a code of standards of conduct that shall govern the performances of its employees engaged in the award and administration of contracts. No employee, officer, or agent shall participate in the selection, award, or administration of a contract supported/ by donor funds if a real or apparent conflict of interest would be involved.
  • Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or about to employ any of the parties indicated above, has a financial or other interest in the firm selected for an award.

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How to Apply

Interested and qualified candidates should send their Applications, addressed to the “Human Resource Coordinator, International Medical Corps” via: imcnigeriavacancy@internationalmedicalcorps.org

 

Application Deadline 5th June, 2018.

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Note

  • Candidates MUST state the position and location they are applying for as the subject of their email, application letter and curriculum vitae should be in a single Microsoft Word Document, otherwise, applications will not be considered.

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