Head of logistics and purchasing

Responsible for logistics and purchasing

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the largest humanitarian network in the world, with 191 National Red Cross and Red Crescent Societies members. The IFRC relies on triple action (response, resilience and respect) to implement its 2030 Strategy. It responds to disasters and crises, ensuring rapid, coordinated and locally driven humanitarian action. The IFRC supports its members in strengthening community resilience to climate and environmental issues, health and well-being, as well as migration and population displacement. The IFRC promotes respect for its fundamental principles of humanity, impartiality, neutrality, independence, volunteerism, unity and universality, particularly in its work on values, power and inclusion. The IFRC focuses on its core mandate – its raison d’être – strategic and operational coordination, humanitarian diplomacy, the development of National Societies and accountability. The IFRC is headed by its Secretary General and has its headquarters in Geneva. It has five regional offices in Africa (Nairobi), America (Panama), Asia-Pacific (Kuala Lumpur) and Europe (Budapest). The IFRC is present in Beirut and the MENA region, as well as in its representative offices, service centers and delegations around the world. It applies a zero-tolerance policy to conduct that is inconsistent with the goals and objectives of the International Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and any other form of harassment, abuse of authority, discrimination and lack of integrity (including but not limited to financial malfeasance). The IFRC also adheres to strict child protection principles.

The logistician plays an essential role in this organization. He/She ensures that teams have access, at the right time and in the right place, to the goods, equipment, supplies, transportation and other resources necessary for business continuity. Given the unpredictable nature of our projects and operations, this position requires a high capacity for anticipation and responsiveness. The logistician must be able to quickly adapt supplies and logistical capacities according to the number of people to be assisted and the specific needs identified. They will also help ensure the traceability of goods and services, adequate inventory management, availability of essential items and compliance with IFRC procedures, CRS procedures and project contractual requirements.

Job purpose

In the current context, the logistician will be integrated into the CRS office and will oversee the planning, coordination and effective management of logistics operations necessary for the operation of IFRC/CRS, CPCT-MSM and other projects in the field. Dakar or in other places defined by the IFRC, to ensure the continued availability of goods, equipment, services and logistical resources essential for high-quality, timely and dignified humanitarian assistance in accordance with IFRC procedures.

Functions and responsibilities of the position

Logistics planning and coordination: Organizes the daily logistics activities necessary for the operation of the project(s) and the sites concerned, under the coordination of the project manager. Regularly analyzes the logistical needs of the centers according to their capacity and the number of migrants present. Develops and updates procurement and resupply plans. Participates in operational coordination meetings and contributes to the identification of logistical needs. Anticipates the needs related to fluctuations in arrivals. Provides corrective action in the event of a shortage or risk of shortages of essential goods and services. Provides day-to-day coordination with operational teams, administration/finance, volunteers and centre managers. Contributes to the preparation of logistical arrangements necessary in the event of a massive influx. Participates in the planning and installation of temporary solutions, including tents provided as part of the project.

Stock and warehouse management: Ensures a rigorous management of stocks of consumables, kits and essential items. Its main responsibilities are: receipt and inspection of goods and supplies delivered; verification of quantities, quality and conformity of items received; recording of entries and exits from stock. Maintain up-to-date records of stock. Organize storage in a secure and accessible manner, depending on the nature of the items. Apply the FIFO/FEFO principle as appropriate. Ensure the clear separation and identification of different types of stock. Conduct regular physical inventories. Bringing together physical and documentary data. Identify any discrepancies, losses, damages or anomalies and report them immediately. Define and control the minimum and maximum stock thresholds. Trigger replenishment requests before reaching the critical threshold. Ensure traceability of distributions to beneficiaries. Contribute to the preparation of monthly stock reports.

Purchases and Acquisitions: Consolidate the supply requests of different services. Check the consistency of requests with operational needs and available stock. Prepare the necessary logistical documents for acquisitions in accordance with applicable procedures. Launch calls for tenders. Selecting and contracting suppliers. Establish and manage framework agreements. Participate in the research and identification of suppliers according to the organization’s procedures. Track orders until delivery. Check the quantities and conformity of the delivered products. Records the documents received and reports any non-compliance. Ensures the archiving of logistics documents. Works closely with administration and finance to facilitate reconciliation between orders, deliveries, receipts and supporting documents. Special attention will be paid to purchases and supplies related to the refundable incidental costs of the project(s), including meals, kits, clothing, water and telephone charges.

Accommodation, maintenance, sanitation, etc.

Management of food, water and essential services: Plan food needs based on the number of beneficiaries. Logistical follow-up of distributed meals. Check the concordance between quantities ordered, received and distributed. Keep documentation justifying distributions. Monitor drinking water needs. Monitor the volumes of water provided. Contribute to the monitoring of water and electricity consumption. Quickly report any interruptions or anomalies affecting essential services. Monitor supplies and products necessary for cleaning and maintenance of the centres. Work with relevant teams to maintain appropriate conditions of hygiene, safety and dignity. Data on meals, water, kits and other items distributed must be sufficiently documented to allow for reconciliation with project statistics and monthly reports.

Management of distribution: Prepare the necessary items for distribution. Check stock availability before each activity. Prepare out-of-stock vouchers and associated documents. Coordinate with volunteers and operational teams. Ensure consistency between the quantities collected and the quantities distributed. Ensure the availability of distribution lists and necessary equipment. Document gaps and losses. Update stock records after each distribution. Provide data for monitoring and evaluation (M&E). Particular attention will be paid to the dignity, confidentiality and protection of the persons received. Logistics management should not unnecessarily expose vulnerable people or their personal information.

Fleet and transport management: Plan the transportation needs of teams and goods. Ensure the availability of vehicles needed for operations. Keep logbooks and tracking documents up to date. Controlling fuel consumption. Organize and document the movements of vehicles. Monitor maintenance and repairs. Report outages and incidents. Contribute to the respect of the code of the road. Plan the transportation of supplies and distributions. Follow the transport providers during their mobilization. Keep proof of travel and transport.

Material and Capital Management: Keep the inventory of equipment up to date. Identify and label equipment in accordance with applicable procedures. Track assignments and allocations. Document the movement of material between sites. Organize physical inventories. Report loss, damage or malfunction. Track repairs and maintenance. Participate in the preparation of project transfer, return or closure operations.

Preparation and response to massive influxes: Maintain an appropriate level of security stock. Identify logistics resources that can be mobilized quickly. Prepare expedited replenishment procedures. Establish lists of suppliers and service providers that can be mobilized. Provide for the need for tents and temporary equipment. Anticipate the increase in food needs. Temporarily strengthen storage and distribution capacities. Coordinate the mobilization of volunteers on logistical aspects. Contribute to the establishment of temporary capacities. Document the resources mobilized and exceptional consumption. Participate in operational evaluations after each major event.

Logistic monitoring, data and reports: Stocks available. Inputs and out of stock. Kits, clothes, shoes and meals distributed. Amounts of water made available. Supply, material and transportation needs. Logistical expenses within their competence. Incidents and logistical difficulties. Corrective measures implemented. They contribute to monthly, quarterly and final project reports by providing verified data and documented information. They work closely with the monitoring and evaluation manager to ensure consistency between logistics data, operational data and contract indicators.

Support to the Senegalese Red Cross, Capacity building: Provide guidance, training and practical advice to Senegalese Red Cross staff and volunteers on policies and procedures to build local capacity for standards and accountability in the supply chain.

Responsibility, protection and respect for humanitarian principles: Respect the dignity of those who are welcomed. Ensure equitable access to goods and services. Avoid any discrimination. Maintain the confidentiality of information to which they may have access. Comply with data protection rules. Contribute to the prevention of sexual exploitation and abuse. Report any protection issues of which they are aware in accordance with established procedures. Do not use logistical or individual information for purposes other than those permitted. Respect the separation between humanitarian aid and migration control activities.

Education / Qualifications

University or professional degree in logistics, supply chain management, procurement management, transportation, operations management, administration or a related field. Further training in humanitarian logistics is an asset.

Experience

Four years of relevant experience in managing complex humanitarian logistics operations, including one year in the field. Proven experience in training and development of teaching materials. Practical experience in inventory and supply management. Experience in distribution management. Experience in fleet transport and/or tracking. Experience in document management and report writing. Experience with a national Red Cross/Red Crescent Society or an international humanitarian organization is an asset.

Knowledge, skills and languages

Strong skills in inventory management and procurement planning. Mastery of office software, especially Excel. Ability to analyze logistics data. Excellent record keeping and traceability documentation skills. Ability to manage multiple priorities simultaneously. Knowledge of internal control principles. Ability to work in a dynamic environment. Demonstrated proficiency in: (a) digital communication and collaboration, (b) basic digital content creation,digital security and safety, (d) data management and (e) problem solving using technologies (including responsible use of AI assistants). Understanding and adherence to the mission and values of the IFRC. Fluency in English (oral and written). Good knowledge of Wolof and/or other national languages. Good knowledge of another IFRC official language (French, Spanish or Arabic).

Skills, values and comments

Values: Respect for diversity; Integrity; Professionalism; Responsibility. Key Skills: Communication; Collaboration and teamwork; Judgement and decision making; Civil society and customer relations; Creativity and innovation; Establishment of a climate of trust; Sensitivity to humanitarian principles and protection issues.