Procurement and Logistics -Roster Coordinator

Procurement and Logistics -Roster Coordinator

The Humanitarian and Stabilisation
Operations Team (HSOT), contracted by Palladium International Ltd, provides the
Foreign, Commonwealth & Development Office (FCDO) with humanitarian
operations services and the UK Government's Office of Conflict, Stabilisation
and Mediation (OCSM) with stabilisation operations support.
The
Roster Coordinator sits in the Procurement and Logistics (P&L) team within
HSOT. The role has three primary responsibilities. Firstly, to develop and
manage shift system during the response, co-ordinate a number of programme
management tasks in response. Secondly,to act as the main point of contact for
P&L engagement in wider operational training as well as core and surge team
training requirements. Thirdly, building the P&L portion of the HSOT surge
pool working closely with the Human Resources (HR) and Deployments and Roster
Management (DRM) teams. The post holder will ensure that policies and
procedures developed and applied are (1) compliant with corporate practice as
well as applicable regulation and legislation and (2) are efficient and fit for
purpose.

Primary Duties and Responsibilities:

Recruitment and Deployment
Act as main point of contact for liaison between the P&L team and HR and Deployments and Roster Management in the development and utilisation of the P&L portion of the surge pool and subsequent deployments.
Assist with arranging core staff deployments during responses following existing SOPs.
Work with HR to facilitate the recruitment of P&L specialists to be recruited for surge posts. The agile pool of consultants and other temporary staff will support across the whole breadth of P&L activities including, but not limited to, procurement, project management, warehousing activity, supply chain monitoring and operational logistics activity in the UK and overseas.
Maintain regular communications and engagement with the P&L portion of the surge pool ensuring all training needs are met.
Training
Be principal lead on P&L training internally (P&L and wider HSOT), with the client and external organisations.
Liaise with the HSOT Response Lead and Supply Chain Operations Manager for response exercises and with HR over team training requirements.
Budget Setting
Under the supervision of the Supply Chain Programme Manager and HR, the role will be expected to design and monitor budgets for contracting consultants or deploying core staff as required.
Response resource planning.
Design approach to a P&L response shift system, including designing suitable templates to co-ordinate staffing and deployments across multiple shifts.
Develop a resource plan on an agreed shift pattern for each response for agreement with P&L management.
Participate in P&L response shift system, providing technical advice and updates to the client as required.
P&L Response Information Management And Information Co-ordination.
To be point of contact with the HSOT Response Lead on the continuation of response information and reporting should P&L remain in response as the wider HSOT withdraws, including arranging to update the HERMIS response dashboard.
Agree expectation of requirements and maintain this throughout the P&L response period in coordination with the HSOT Response Lead and P&L Management.
Design, update and maintain lessons logs during response operations, recording inputs on behalf of the team liaising with the Monitoring, Evaluation and Learning HA.
Assist the Commercial Lead, Supply Chain Programme Manager and Department Director as required as well as participate in the matrix management structure in the team. This may include assisting with programme reporting requirements, project managing response tasks or co-ordinating procurement tasks in conjunction with other P&L management roles.
Policy development and adherence
Coordinate the development of processes and relevant SOPs regarding the use of the P&L portion of the surge pool in co-ordination with HR and DRM where utilisation differs from the rest of the surge pool.
Maintain logs on the team's participation with training and on the development of staff. Ensuring that all processes meet safety, legal and other national or international standards.
General
Actively engage with matrix management approach, including the development and maintenance of shared tools and processes.
Attend regular management meetings to update on and discuss cross-team issues and relevant workstreams, priorities and resourcing.
Deliver training as required to assure the skills and capabilities of the team in supply chain and project management processes.
Undertake emergency response deployment to help manage and co-ordinate regional and in-country supply chain activity on behalf of FCDO & OCSM as required, including receipt, storage, and handover of supplies to FCDO partners.
Participate in the HSOT Duty roster system providing full adherence to the most current policy and SOPs.
Be prepared to be trained for the HSOT Known Consignor status
Operate as part of the HSOT shift system in a response providing management cover for P&L activities in a response.
Contribute to planning and executing transition of the P&LS capability to a successor programme, responding in a timely manner to information requests and tasks that ensure successful closure of HEROS 1 and smooth transition.
Lead on P&L data management and transfer during the transition phase.
Engaging with teams across HSOT to work on the exit plan and undertake other duties as required during the transition period.
Comply with the annual APR cycle

Required Qualifications:

• Demonstrable experience of working in project and/or programme management is essential.
• Demonstrable knowledge and experience of designing and operating humanitarian supply chains.
• Proven experience in designing and delivering internal training packages.
• Proven experience in recruiting personnel through working closely with HR.
• Proven experience of managing programmes/projects including end to end budget management.
• Experience in driving improvement in processes.
• Proven ability to communicate complex procedures and situations to varied stakeholders/clients.
• Proven ability to deal with a varied, demanding, often conflicting and rapidly changing workload.
• The role is a fixed term employment contract for 12 months.
• Closing Date for the advert is 11th August 2024
• Candidates must have the valid right to work in the UK and preferably residing in the country for the last 2 years.

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Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.