CONTEXT

Médecins Sans Frontières-Holland (MSF-H) is a private, non-profit international humanitarian organization dedicated to providing medical assistance to populations in crisis, without discrimination and regardless of race, religion, creed or political affiliation. To support the mission in Erbil, Kurdistan Region of Iraq, MSF-H is currently looking for the following position:

Work place: Erbil

Contract Type: Fixed-term contract for 9 months (renewable)

TRANSPORT AND CUSTOMS MANAGER-LEVEL 9

JOB PROFILE

Main Purpose

Defining, coordinating and monitoring all activities related to the clearing and the transport of medical and non-medical goods in the Mission according to MSF protocols, standards and procedures in order to ensure the optimal running of the Mission

Accountabilities

• In collaboration with the LogCo / Deputy LogCo Supply, defining the Transport and Customs related procedures and planning the annual budget for Transport and Customs activities in order to identify and optimize the response to the needs of the mission and the targeted population.
• Monitoring the implementation of the Transport and Customs related procedures ensuring compliance with MSF standards, protocols and procedures. This includes the following:
  • Ensuring the clearing of goods and managing relations and customs regulations with clearing/forwarding agents, government and transporters. Collecting market information and updates on transport related issues and advising the supply unit, coordination and other actors on customs regulations and constrains. Conducting field visits to ensure understanding and communication between different actors
  • Planning and organizing transport with freight companies, managing Transit Stock and following and communicating all transport activities of the goods. Preparing, assembl and monitoring the validity of all transport related documents (Freight Manifest, Release Notes, donation/gift certificate, Packing list, invoice, etc.) and ensuring that signed transport documents are returned with signature. Organizing deliveries/transport to the field according to their priority in terms of needs and being in charge of loading and offloading of trucks, ensuring that an MSF representative is present
  • Ensuring transport invoices are validated and sent to Mission Supply Manager/Base Responsible for signature and forwarded to Finance for payment
  • Analysing and managing any claims with suppliers or clients and payments to be kept on hold. Advising the finance department on time
  • Participating in the validation of freight companies and clearing agents and facilitating and following up duty and tax exemptions. Preparing transport contracts.
• Ensuring technical support and providing coaching to staff under his/her responsibility. Providing standardized/template transport documents and guidelines
• In collaboration with the LogCo/LogCo Dep and HRCo, participating in the planning and implementation of HR associated processes (training, briefing/debriefing, evaluation, detection of potential, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required to correctly perform all supply activities pertaining to his area
• Preparing monthly report of indicators (figures, graphs and charts), providing quarterly analyses and participating in monthly Sitrep according to management guidelines
• Performing delegated tasks according to his her specialty and as specified in his/her job description

MSF Section/Context Specific Accountabilities

In Collaboration with the Logistics Coordinator-Deputy and the line manager, define the Transport and Customs related procedures and planning the annual budget for Transport and Customs activities in order to identify and optimize the response to the needs of the mission and the targeted population. Custom and Transport Manager is responsible for import and export process, Pipelines follow-up until delivered to projects. Planning and implement activities related to clearance and transport process for both medical and non medical goods according to MSF standards, protocols and customs regulations:

• Compliance with MSF standards, protocols and procedures. This includes the following:
• Manage and ensure the full Customs process in the country, process and follow-up preclearance paperwork with Custom authorities and ensure required permissions are available on time.
• Plan and organize International Transport with Amsterdam Procurement Unit for NES freights
• Participate in the validation of freight companies and clearing agents and follow up duty and tax exemptions.
• Ensure technical support and provide coaching to staff under his/her responsibility. Provide standardized/template transport documents and guidelines
• Ensure contact with the authorities whenever necessary to make sure the shipment are not blocked
• Responsible for activities and administrative process related to custom clearance (Importations and export) and ensure arising issues are dealt with on time.
• Ensure custom clearance (import&Export) SoPs are updated, based on evolving procedures
• Responsible for Export of cargoes into NES and ensure required paperwork for road transport and border crossing are obtained before cargo dispatching, including liaising with NES supply liaison person to ensure all papers are ready before cargo dispatch.
• Advise Logistics CoordinatorDep on transport opportunities or and other arising issues related to international, domestic transport, local custom preclearance or any other issues related to importation or exports
• Collecting market information and updates on transport related issues and advising his/her line manager and other actors on customs regulations, contrains
• Ensure Cargo overview is updated timely(minimum weekly updated)
• Give regular feedback to the line manager and report directly any issue or incident
• Perform hands on tasks as part of the team whenever required or needed in order to optimize the resources and to contribute with his/her knowledge and experience
• Prepare monthly report of indicators (figures, graphs and charts), provide quarterly analyses and participate in monthly report according to management guidelines
• Any other tasks as delegated by the line manager

Requirements

How to Apply

Applicants must submit their CVs no later than 22 April 2024 to the following address: msfhrecruitment.erbil@gmail.com

Stating the job title in the subject line “TRANSPORT AND CUSTOMS MANAGER”

We strongly encourage you to submit your application as early as possible.

Female candidates are HIGLY encouraged to apply.

ONLY SHORT LISTED CANDIDATES WILL BE CONTACTED

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such, MSF is by choice an association. Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.