Delegate, Logistics Capacity Building

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-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, cluster and country) comprise the IFRC Secretariat.

Following the devastating Hunga-Tonga-Hunga-Ha’apai volcano and tsunami on 15 January 2022, Tonga Red Cross Society (TRCS), with the support of the IFRC, have been responding since the onset of disaster. TRCS is working closely with government and other agencies to bring humanitarian support to affected communities. An Emergency Appeal was launched on 21 January 2022 to support TRCS providing assistance to at least 2,833 affected households and to recover from the impact of the disaster. The volcano and tsunami response and early recovery programme is currently expected to continue until early 2024.

In order to accelerate the implementation of operational plan, IFRC, with the support of Australian Red Cross, is deploying Logistics Delegate as part of an IFRC-supported operation team to Tonga for a period of five months.

The Logistics Delegate will lead and provide support related to Logistics, Procurement, and Supply Chain management in country. This includes providing direction for the logistics management of the operation and ensuring compliance. In collaboration with the TRCS staff, this position will ensure an efficient and effective delivery of items to be obtained and / or constructed under the Appeal.  As required, these items to be procured / constructed in accordance with IFRC procurement procedures.

The Logistics Delegate will also provide coaching and capacity building for TRCS Logistics Officer, Finance Officer and all TRCS staff involved in the future delivery of relief goods, warehouse management and procurement services.

The position will be based in Tonga for 5 months and reporting to IFRC Operations Manager in Tonga.

Logistics Support for Operations

• Provide logistics support to the Operations Manager in the implementation of the logistics strategy within appeal plans.
• Provide technical advice and validation in support of the logistics and supply chain elements of the appeal projects and plans.
• Carry responsibility for the development, implementation, and management of the overall logistics Plan of Action for the operation, including the implementation of all appropriate procurement and supply chain strategies to meet the requirements of the operational plans.

Supply chain

• Carry overall responsibility for the performance of logistics functions within Tonga Operations.
• Develop, maintain, update, and monitor key indicators of the procurement plan to meet program 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

• Provide coaching, on-the-job training, and guidance to National Societies on building capacity on Logistics Rules, Standards and Procedures and Accountability.

Procurement

Responsibility for meeting the material, equipment, and service requirements of the Tonga Operation:

• Manage the sourcing, local procurement, and delivery of national and international goods and services, including Financial Service Providers (FSPs) for CVA intervention in close collaboration with the Regional GHS&SCM Team, in a timely and cost-effective manner.
• Obtain quotations, prepare comparative bid analyses, and purchase recommendations and, when authorized, purchase appropriate supplies, and organise delivery.
• Manage all procurement contracts for goods and services. Maintain records and track performance for all procurement contracts for audit trail purpose.
• Ensure that an efficient and up-to-date asset and material tracking system is in place for all procurement and distributions.
• 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 operation team within their procurement needs and accountabilities.

Logistics standards and procedure

• Implement and maintaining standard IFRC logistics and procurement procedures.
• Provide technical support 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 Department’s narrative, financial and technical logistics reports for the period being in the mission.

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 operation.

• University Degree qualification in logistics or related field or equivalent experience that shows a wide breadth of experience and understanding.
• Basic Delegates Training Course (IMPACT), World of Red Cross (WORC) course, or equivalent knowledge.

• At least 5 years of professional experience in a wide variety of logistics roles and activities, including procurement that includes construction-based procurement and CVA, contracting, transport management, warehouse management, stock management, distribution and convoying, workshop management and customs clearance.
• At least 3 years’ experience of working for a humanitarian aid organisation.

• 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 (Windows, Microsoft Office) and the ability to learn IFRC specific programmes and systems.
• 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.
• Ability to work towards tight deadlines and handle multiple tasks.
• A broad understanding of global humanitarian issues, disaster recovery and related organizations and civil military relations.

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.