Travel and Logistics Co-ordinator

Job description

Job responsibilities

JOB SUMMARY

The Travel and Logistics Coordinator will be responsible for co-ordinating on travel and logistical arrangements to support the rapid, efficient and safe deployment and return of public health experts on UK-PHRST operations worldwide. The successful applicant will be expected to work closely with LSHTM

MAIN DUTIES AND RESPONSIBILITIES:

The Travel and Logistics coordinator will:

• Manage all UK-PHRST logistical arrangements, including the development and implementation of logistics policies and procedures.
• Procure goods and services, transportation and distribution of equipment
• Manage material stocks and supply chain, ensuring that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, and need for timely delivery
• Provide travel support for the UK-PHRST (including flights, visas and accommodation).
• Contribute to the cross-government deployment decision making process by providing timely information on all logistical aspects of deployment, including providing creative solutions where problems are identified
• Ensure that agility and mobility in logistics and create a structure that allows for flexibility and collaboration
• Advise on delivery mechanisms and distribution planning
• Liaise and co-ordinate with internal (e.g. occupational health) and external partners (e.g. Overseas Government Departments and international partners) to support rapid and safe deployments
• Work closely and build a good working relationship within the UK-PHRST to ensure that the team is appropriately supported pre-, during and post-deployment
• Develop and maintain knowledge of operating environments and partners and efficient methods of knowledge transfer
• Develop standard operating procedures for logistical support and maintain a database of business critical operating documents to support the UK-PHRST programme
• Co-ordinate and administer the on-call/duty officer arrangements for the UK-PHRST
• Ensure timely and accurate reporting and the escalation of risks to the logistics objectives of the UK-PHRST to the Programme Manager and Director
• Support the UK-PHRST Deployments and Operations Manager to ensure that deployments are provided with comprehensive pre-deployment and in-country logistical support, working in close partnership with the second UK-PHRST Travel and Logistics Coordinator
• Be prepared to stand in for the Deployments and Operations Manager when required. The accurate and timely financial budgeting, expenditure, forecasting and reporting on deployment and operational aspects of UK-PHRST work, ensuring value for money
• Ensure accurate and timely financial budgeting, expenditure, forecasting and reporting on deployment and operational aspects of UK-PHRST work, ensuring value for money
• Manage the payment of invoices and recharges to the UK-PHRST from external and internal partners

For a full list of the main duties and responsibilities of the role, please refer to the attached Job Description.

Selection Process:

This vacancy will be assessed using a competency-based framework which will assess your Qualifications, knowledge and experience and / or skills and capabilities outlined in the essential criteria.

Stage 1: Application & Sift

Competency-based assessments

You will be required to complete an application form. You will be assessed on the essential criteria listed in the Person Specification below. This assessment will be in the form of:

• a CV/ Application form (Employer/ Activity history section on the application)

• a 1250word Statement of Suitability.

This should outline how you consider your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

The CV / Application form and Statement of Suitability will be marked together.

If you are successful at this stage, you will progress to interview & assessment

Please do not exceed 1250 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a (single) remote interview

Knowledge, experience, skills & abilities will be tested at interview

Interviews will be held week commencing TBC. Please note, these dates are subject to change.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Locationinformation

The post holder will be based at the London Office (Canary Wharf) office.

UKHSA operates a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours working at your contractual work base. (approximately 3 days a week pro rata, (averaged over a month). Specialist or regional roles will be based at theappropriate UKHSAsite.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (includingby definition internalapplicants).

For Temporary Appointments

If you are not currently a civil servant, you will take up the post on a Fixed Term appointment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSAs Pay policy.

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.

Working for the Civil Service:

TheCivil Service Codesets out the standards of behaviour expected of civil servants.We recruit by meriton the basis offair and open competition, as outlined in the Civil Service Commission'srecruitment principles.

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction.Read more about prison leaver recruitment.

Its important to note that there are currently exceptions to applications being considered if your conviction relates to any of the following:

• life sentences

• arson

• sexual offences

• hate and terror offences

Some departments will also consider the specific offence against the nature of the business, i.e., a conviction for fraud may rule you out for a finance role.

If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available

Starting salary

Entrants to the Civil Service are expected to start on the minimum of the pay band.

The internal roles rules apply to existing Civil Servants,i.e.level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase.

Either case isdeterminedby whichever is the highest.

For further details please refer to the Information Sheet- Starting Salaries & Benefits attachment

Person Specification

Knowledge and Experience

Essential

• Experience in logistics and supply chain management
• Experience in logistics and supply chain management Experience of procuring goods and services, providing value for money, and monitoring budgets and business planning processes
• Experience of working in projects delivered in partnerships, with the ability to manage multiple projects, prioritise effectively, and work under pressure while meeting conflicting deadlines
• Ability to analyse and resolve highly complex information queries and problems, and demonstrate the capability to act on incomplete information, using experience to make inferences and decisions

Desirable

• Knowledge of the U.K. National HMG system and working cross-government and international arena, successfully operating in a politically sensitive environment
• Understanding of global health issues, including the health challenges of LMICs and the international health architecture

Skills and capabilities

Essential

• Strong communication and interpersonal skills, and proven experience of building excellent working relationships, both internal and external
• Substantially numerate, with highly developed analytical skills using qualitative and quantitative data, and working knowledge of Microsoft Office with good keyboard skills
• Strong organisational and project management skills, with adaptability, flexibility, and the ability to cope with uncertainty, change, and a busy environment

Equality and diversity

Essential

• Demonstrate appreciation and acknowledgment of the range and complexities of diversity; self-awareness in terms of emotional intelligence, biases and personal triggers; cultural competence - cultural sensitivity and awareness

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

London - (10 South Colonnade, Canary Wharf)

(10 South Colonnade, Canary Wharf)

London

E14 4PU

Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)