: International Federation of Red Cross and Red Crescent Societies
: Nonprofits / องค์กรไม่แสวงหาผลกำไร
: 2443
: 31 August 2015
14 September 2015
The International Federation of Red Cross and Red Crescent Societies (IFRC) seeks to appoint a:
Title: Logistics Consultant in Philippines
Reports to: Operation Delegate, American Red Cross in Philippines
Working period: 3 months (28 September 2015 to 30 December 2015)
Organizational background
The American Red Cross (ARC) is supporting the Philippine Red Cross (PRC) in the implementation of a three-year integrated recovery program in Leyte, Philippines in the Eastern Visayas. The USD 20 million program supports multi-sector programming in four municipalities and over 24 barangays. The program began in July 2014 and is expected to end in mid-2017.
A huge component of the program is reconstruction comprising more than 65% of the USD 20 million budget. This requires significant procurement and logistics along with management and oversight to ensure due diligence and quality assurance in supply chain management as the project team is moving millions of dollars of materials per month.
The Philippines Red Cross and American Red Cross team is seeking a short-term international consultant (two to three months) to support the PRC/ARC team in shoring up its supply chain management processes and procedures in accordance with both PRC and ARC accountability procedures. It is anticipated that the international consultant’s work will be supplemented by a national contractor who will be responsible for further building the capacity of the procurement, logistics, fleet and warehouse team in the local language.
Project Objectives:
• Within the first week of the consultancy, assess the current PRC and ARC policies and procedures for procurement and logistics
• Within the second week conduct an assessment of the actual processes and actions of the PRC/ARC TTL team per the above policies and procedures and international best practices
• Support the team to develop a plan and system to organize and maintain, in compliance with PRC and ARC requirements and international best practices a system to support the receipt, storage, dispatch and transportation of stocks and goods; where lacking, strengthen the security procedures and practices to minimize loss and injury
Warehousing
• Ensure that the storage facilities/warehousing are secure, fit for purpose, managed and meet health and safe working practice requirements.
• Support the team to develop and implement a pest control and warehouse maintenance schedule in line with the materials stored and best practices in tropical environments.
• Support the alignment of the Procurement team and Warehouse teams to ensure timely deliveries of materials from suppliers to the 23 barangays and 2 warehouses where PRC/AmRC are currently operating. Ensure there are systems in place to enable the team to be responsible for material supply chain from issuance of the PO, until signed for at the barangay/community level.
• Ensure stores systems and procedures are in place to adequately manage and report on stocks in compliance with PRC/ARC’s Logistics procedures and in accordance with international best practices.
• In coordination with the program managers, develop key indicators of the supply plan to meet program objectives. Ensure the team has the capacity to maintain, update and monitor the key indicators.
• Ensure daily warehouse reports, Stock Management Sheet’s, stock counts and all stock records are recorded on both paper and in electronic format
• Ensure the Operations team has a system in place and capacity to:
- oversee physical asset tracking and the good maintenance of all equipment used within or issued by the warehouses to the communities;
- Coordinate with program teams and create weekly dispatching schedules and load plans accordingly; ensure records are in place and managed,
- Ensure that stock utilization and replenishment systems are adequate to maintain an adequate supply of basic commodities to facilitate the smooth operation of the programme according to program needs.
- Review, reconcile, and approve logistics requisitions/dispatch requests on a daily and weekly basis.
• Oversee stores record reconciliations; comparing stock data with procurement statistics and distribution data from programme teams,
Procurement:
• Support the TPA-Procurement to develop and implement cost-effective strategies to save time and/or money through use of: framework contracts, improved coordination of purchasing and transport with programme coordinators and managers, establishment of restricted tender lists and other procurement modalities,
• Support the TPA-Procurement team to liaise effectively with programme staff in new procurements and procurement planning so that requests can be anticipated and inputs delivered in a timely manner and in accordance with procurement procedures.
• Ensure PRC procurement procedures and other guidelines as they relate to procurement activities are strictly adhered to.
• Liaise with Logistics teams in other NGOs to compare and contrast material cost and quality to ensure that PRC/ARC is achieving excellent value for money.
• Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.
• Coordinate with programs staff, procurement and finance to ensure RC standard goods receipt paperwork is in order for efficient processing of payment for materials delivered.
Alignment to the IFRC’s objectives and strategy
(IFRC’s Strategy 2020)
This consultancy is most closely aligned with all three strategic aims of Strategy 2020 and the first enabling action.
1. Save lives, protect livelihoods, and strengthen recovery from disasters and crises
2. Enable healthy and safe living
3. Promote social inclusion and a culture of non-violence and peace
The enabling actions to deliver our Strategic Aims are:
• Build strong National Red Cross and Red Crescent Societies
This consultancy is focused on supporting the Philippine Red Cross (PRC) and American Red Cross (ARC) by building their capacity to help deliver both recovery and longer-term core recovery services by improving staff and volunteer capacity as well as improving standard processes and procedures in procurement, logistics and warehouse management.
Coordination & Information Sharing:
Work with the National Team to:
• Ensure proper supply chain management practices and procedures are in place and maintained according to PRC/ARC standards – to include sourcing and procurement, warehousing, transportation and commodity distribution systems.
• Oversee the capture of pipeline information, and the supply chain ensuring that Programme staff are well-informed and well-prepared for incoming goods and material. Ensure timely reporting on stock status, to help Programme staff with planning of stock replenishment and that tracking
• Develop and implement logistics risk management plans including stock level and supplier management,
• Ensure that adequate anti-fraud procedures are in place minimising the potential for abuse of PRC/ARC logistics systems.
Capacity Building
• Advocate and plan for professional development for national staff engaged in Warehousing and Procurement.
• Determine training and capacity building needs of PRC/ARC national staff as needed.
• Determine, provide input, and deliver where applicable, training for PRC/ARC staff and partner national society staff to increase their knowledge and responsibilities in order to ensure sustainability of programs.
Desired outcomes
Within three months, the national Operations team (procurement, logistics, warehouse management) have improved capacity to implement better systems to ensure quality supply chain management per international best practices and PRC/ARC standards.
Consultancy outputs
• Assessment of current procurement and logistics systems complete and strengths and gaps identified
• Assessment of current capacity of staff and plan developed to build as well as augment that capacity
• Systems as described above to ensure efficient and effective supply chain management from procurement through delivery and use at the barangay level is in place
• Staff have the capacity to implement and maintain the systems
Support to be provided to the consultant
• Provide accommodation (via guest house while in Tacloban, and hotel while in Manila) along with working space where needed (e.g. offices, warehouses, conference room for any formal trainings etc.)
• Expect the consultant to use their own laptop
• Provide a local sim card and a load allowance of 500 pesos per month for local calls.
• Provide the internet and printer in the office
• Provide the internet while in the ARC guest house
Time Allocation, for budget purposes
The consultant is expected to take up to 66 days assuming 5 day work a week. The consultant will not be paid for holidays or for working seven days per week. A monthly schedule and brief work plan will be approved in advance by the supervisor.
Management of consultancy
The consultant will report to the ARC Operations Delegate, and will be further guided as needed by the Country Representative. Operations Delegate will be the consultant’s supervisor and will therefore approve all work plans, reports and invoices and manage the consultant accordingly.
Qualifications, experience and skills required:
• Minimum 5 years’ experience in logistics management with an INGO/International Agency with significant procurement and import/export experience
• Experience working in multi-cultural situations
• Bachelor’s degree in relevant field (global logistics etc.) preferred or significant relevant international experience
• Fluency in spoken and written English is essential
• Good interpersonal and motivational skills
• Strong computer skills in Microsoft packages, including Word, Excel, and Access (or database equivalent)
• Flexible/motivated
• Ability to work under pressure with limited supervision
• Team player and problem solver
• Experience in managing staff and ability to operate in an insecure and dynamic environment
Candidates are requested to send
• Cover letter and Curriculum Vitae in MS WORD
• Quotation or Financial proposal (maximum of 66 working days) for the working period 28 September 2015 to 30 December 2015 , daily rate in US Dollar (USD)
to: anchalee.limpiponpaiboon@ifrc.org. Closing date: 14 September 2015. Only short listed candidates will be acknowledged. More information about IFRC, please see www.ifrc.org.
