Logistics Officer/IT at International Medical Corps

PURPOSE OF THE POSITION:

Under the supervision of the Logistics Coordinator, the Logistic Officer/IT will be responsible to, and accountable to assist with the deliveries of all logistics related activities, commensurate with the level of knowledge and experience, in accordance with International Medical Corps Logistics policies and procedures. The Logistic Officer/IT is responsible to provide technical support primarily for staff, roving staff, interns, and visitors at Yaounde office for all computer (both hardware/software), printer, server, and networking equipment issues. Primary role is to support, analyze, document and standardize computer hardware and software systems. Must be able to effectively install and repair computers in a timely manner when possible or recommend an external service, as well as assist in various IT projects and training of end-users.

 

 

 

 

RESPONSIBILITIES:

1. Asset Management

• Responsible for the management of the assets in Yaounde and supervise the Asset management on the field site based on the IMC Asset Management procedures.
• Ensure that all Assets/Attractive Items are recorded in Asset List, and information kept up to date.
• Support in the monthly reconciliation, based on information generated through automated Cognos Reports that all purchased Assets have been logged into the Asset List and financial information is accurately recorded per corresponding voucher backup documents.
• Support in the monthly reconciliation, based on information provided by Program and Country Management that any donated Assets/Attractive Items provided as a loan are recorded in the Asset List.
• Ensure that all Assets/Attractive Items under their responsibility are assigned to Custodian which is an active employee.
• Responsible for documented handover to/from Custodian, in coordination with relevant departments (i.e. HR for newly hired staff/termination).

 

 

• Provide input in the accuracy of Asset List information, status and Custodian on a regular basis.
• Initiate request for asset maintenance where required.
• Initiate request for appraisal and disposal of unusable items whenever reported.
• Initiate appraisal of item requiring repair, and follow up until item is fixed.
• Ensure item disposals are approved and documented, documentation shared with Logistics Coordinator for onwards communication to the Logistics Desk.
• Support to organize spot checks and full inventory.
• Review list of items for insurance claim prior to claim submission and ensure claims have all required backup documentation.
• Contribute to accurate and up to date asset records.
• Provide Asset related reports.
• Review inventory report drafts for accuracy.
• Report to Logistics Coordinator and Field Coordinator any items identified as missing/lost, for investigation (when reasons are not known).
• Inform the Logistics Coordinator of need for item disposition (when identified).
• Proactively engage with team members on all Asset matters and coordination requirements related to assigned functions.

 

 

1. Logistics Operations

• Assist with the management of all matters logistics relating to transport and fuel management, to develop your understanding of fleet management procedures, to include ensuring that the fleet is asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, communication etc.) are complete and serviceable.
• Assist with ensuring that the usage of fuel is correctly managed, and logged and recorded.
• Raise issues to your supervisor on security-related transport issues.
• Assist your supervisor to capture preparedness information relevant to your mission site so that logistic systems are robust and flexible enough to cope if a crisis occurs. This may include assisting with assessments of airports, transport available, warehousing, access routes, fuel availability, field communication issues, staffing challenges, training required etc.
• Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes.
• Be flexible and manage your time accordingly, to be prepared to tackle other tasks commensurate with your role, and level of experience, at short notice.

1. Procurement

• Ensure compliance with IMC policies and procedures, donor regulations and local laws.
• Ensure that the procurement and disposal of IT and communication Equipment, as well as any other procurement, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented.

4. Human Resources

• Manage staff under your supervision with integrity. Actively seek advice on HR procedures and policies to ensure that the highest standards of accountability and professionalism are upheld.
• Make frequent site visits to ensure that the appropriate support is being offered to the team mainly on Asset tracking and management as well as reporting, stock tracking and inventories.
• With guidance from your supervisor, ensure that staff supervised by you 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 logistics staff, as required.

5. Training/ Capacity Building

• Advocate and plan for professional development for yourself, and any staff supervised by you.
• Provide input to, and deliver, where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.

6. Security

• Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.

7. 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.
• Actively promotes PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

QUALIFICATIONS/REQUIREMENTS:

1. Experience installing, configuring and troubleshooting desktops, laptops, mobile devices, and peripherals in small size Windows environment (minimum 10 node network).
2. Basic server and LAN administration experience.
3. Intermediate knowledge in Windows, MAC OS, MS Office, Internet Explorer, Antivirus, and peripheral support.
4. Must demonstrate the ability to work in a high pressure, fast paced environment.
5. Must be able to effectively multi-task with complete follow through.
6. Must be energetic, self-motivated, and flexible.
7. Excellent interpersonal, communication, and written skills.
8. Must have the ability to communicate technical information to non-technical users

Required capabilities:

Personal features:

• Minimum BAC + 3 in Computer Science
• Perfect personal integrity.
• Pay attention to detail.
• Strong supervisory skills.
• Dynamic and able of performing multiple tasks at the same time
• Team spirit and problem-solving skills.

Job requirements:

• Knowledge of IT SUPPORT process and best practices (experience with IMC or another NGO is a plus).
• One year of experience in IT support.
• Mastery of oral and written English, knowledge of French would be an asset.
• Mastery of the computer tool, including spreadsheet

Prevention of Sexual Exploitation and Abuse :

Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps

Code of Conduct :

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding :

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities :

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com*. Please do not submit your CV or application to this website, it will not be considered for review.*

PURPOSE OF THE POSITION:

Under the supervision of the Logistics Coordinator, the Logistic Officer/IT will be responsible to, and accountable to assist with the deliveries of all logistics related activities, commensurate with the level of knowledge and experience, in accordance with International Medical Corps Logistics policies and procedures. The Logistic Officer/IT is responsible to provide technical support primarily for staff, roving staff, interns, and visitors at Yaounde office for all computer (both hardware/software), printer, server, and networking equipment issues. Primary role is to support, analyze, document and standardize computer hardware and software systems. Must be able to effectively install and repair computers in a timely manner when possible or recommend an external service, as well as assist in various IT projects and training of end-users.

RESPONSIBILITIES:

1. Asset Management

• Responsible for the management of the assets in Yaounde and supervise the Asset management on the field site based on the IMC Asset Management procedures.
• Ensure that all Assets/Attractive Items are recorded in Asset List, and information kept up to date.
• Support in the monthly reconciliation, based on information generated through automated Cognos Reports that all purchased Assets have been logged into the Asset List and financial information is accurately recorded per corresponding voucher backup documents.
• Support in the monthly reconciliation, based on information provided by Program and Country Management that any donated Assets/Attractive Items provided as a loan are recorded in the Asset List.
• Ensure that all Assets/Attractive Items under their responsibility are assigned to Custodian which is an active employee.
• Responsible for documented handover to/from Custodian, in coordination with relevant departments (i.e. HR for newly hired staff/termination).
• Provide input in the accuracy of Asset List information, status and Custodian on a regular basis.
• Initiate request for asset maintenance where required.
• Initiate request for appraisal and disposal of unusable items whenever reported.
• Initiate appraisal of item requiring repair, and follow up until item is fixed.
• Ensure item disposals are approved and documented, documentation shared with Logistics Coordinator for onwards communication to the Logistics Desk.
• Support to organize spot checks and full inventory.
• Review list of items for insurance claim prior to claim submission and ensure claims have all required backup documentation.
• Contribute to accurate and up to date asset records.
• Provide Asset related reports.
• Review inventory report drafts for accuracy.
• Report to Logistics Coordinator and Field Coordinator any items identified as missing/lost, for investigation (when reasons are not known).
• Inform the Logistics Coordinator of need for item disposition (when identified).
• Proactively engage with team members on all Asset matters and coordination requirements related to assigned functions.

1. Logistics Operations

• Assist with the management of all matters logistics relating to transport and fuel management, to develop your understanding of fleet management procedures, to include ensuring that the fleet is asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, communication etc.) are complete and serviceable.
• Assist with ensuring that the usage of fuel is correctly managed, and logged and recorded.
• Raise issues to your supervisor on security-related transport issues.
• Assist your supervisor to capture preparedness information relevant to your mission site so that logistic systems are robust and flexible enough to cope if a crisis occurs. This may include assisting with assessments of airports, transport available, warehousing, access routes, fuel availability, field communication issues, staffing challenges, training required etc.
• Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes.
• Be flexible and manage your time accordingly, to be prepared to tackle other tasks commensurate with your role, and level of experience, at short notice.

1. Procurement

• Ensure compliance with IMC policies and procedures, donor regulations and local laws.
• Ensure that the procurement and disposal of IT and communication Equipment, as well as any other procurement, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented.

4. Human Resources

• Manage staff under your supervision with integrity. Actively seek advice on HR procedures and policies to ensure that the highest standards of accountability and professionalism are upheld.
• Make frequent site visits to ensure that the appropriate support is being offered to the team mainly on Asset tracking and management as well as reporting, stock tracking and inventories.
• With guidance from your supervisor, ensure that staff supervised by you 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 logistics staff, as required.

5. Training/ Capacity Building

• Advocate and plan for professional development for yourself, and any staff supervised by you.
• Provide input to, and deliver, where applicable, training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.

6. Security

• Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.

7. 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.
• Actively promotes PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

QUALIFICATIONS/REQUIREMENTS:

1. Experience installing, configuring and troubleshooting desktops, laptops, mobile devices, and peripherals in small size Windows environment (minimum 10 node network).
2. Basic server and LAN administration experience.
3. Intermediate knowledge in Windows, MAC OS, MS Office, Internet Explorer, Antivirus, and peripheral support.
4. Must demonstrate the ability to work in a high pressure, fast paced environment.
5. Must be able to effectively multi-task with complete follow through.
6. Must be energetic, self-motivated, and flexible.
7. Excellent interpersonal, communication, and written skills.
8. Must have the ability to communicate technical information to non-technical users

Required capabilities:

Personal features:

• Minimum BAC + 3 in Computer Science
• Perfect personal integrity.
• Pay attention to detail.
• Strong supervisory skills.
• Dynamic and able of performing multiple tasks at the same time
• Team spirit and problem-solving skills.

Job requirements:

• Knowledge of IT SUPPORT process and best practices (experience with IMC or another NGO is a plus).
• 4 year of experience in IT support.
• Mastery of oral and written English, knowledge of French would be an asset.
• Mastery of the computer tool, including spreadsheet

Prevention of Sexual Exploitation and Abuse :

Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps

Code of Conduct :

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding :

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities :

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com*. Please do not submit your CV or application to this website, it will not be considered for review.*

How to apply

Application files including: Cover letter and CV, 3 References and copies of relevant supporting documents to the application should be forwarded at International Medical Corps to the following address e-mail: camrecruitments@internationalmedicalcorps.org

 

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