State Logistics Coordinator
Role description, responsibilities, start-up, ongoing, and post-incident actions
Responsibilities State Logistics Coordinator
Your primary responsibility is to ensure continuity of general supply by liaising with response teams, and vendors, securing critical goods and services, and identifying alternative suppliers to support response efforts.
Reporting line: You report to the State Incident Controller.
- ENSURING that critical response teams, critical suppliers and other relevant third parties have been identified and that the supply chain activities are considered in planning and response
- PURCHASING / LEASING of equipment or services as part of the response effort
- LIAISING with Incident Scribe regarding decisions and records
- COMPLIANCE with legislation, regulations, procurement policies and purchasing delegations
- MANAGEMENT / LIAISON with vendors including negotiated asset sharing by responding agencies if required
- ESTABLISHING logistics registers
- MANAGING rostering of staff and reliefs
- FORECASTING future personnel or logistics needs that may impinge on the operation, and source those needs
- MAINTAINING communications with and division of responsibilities with PFC Logistics to avoid duplication
- PROCESSING, PROCURING and PRIORITISING resources requested by IMT
- ENSURING personnel are adequately equipped and resourced, especially in the provision of sufficient transport, accommodation and meals
- MAINTAINING financial records of resources allocated and/or purchased
- RECLAIMING reusable resources, equipment and materials at the conclusion of the incident demobilisation
- ESTABLISHING suitable logistics supplier and asset registers
Start-up Actions State Logistics Coordinator
- CONFIRM location of the IMT meeting room upon notification from the Incident Scribe
- PROCEED to the IMT meeting room. Bring your mobile phone, iPad/Tablet, laptop, chargers, staff access card and ensure you have access to relevant documentation
- REVIEW the IMT “Rules of Engagement” / Ground Rules and agreed behaviours
Within IMT we will (Rules of Engagement):
- Listen to others’ expertise – no one knows everything
- Speak up if the team seems to have overlooked a key issue
- Beware of tunnel vision, maintain situational awareness
- Delegate tasks rather than having the whole team focussed on a single issue
- Recognise that our immediate decisions should be informed by longer-term considerations
- Declare each decision being made and how it is being recorded, and its deadline for action
Ongoing Actions State Logistics Coordinator
- MAINTAIN a log of all your activities/decisions/actions
- BRIEF the IMT regarding any significant issues
- ENSURE all vital records (i.e., contracts) are made available in a timely manner
- PROVIDE an interface for the Response Team for vendor related issues
- OBTAIN and SHARE advice received on any contracts which may be impacted or activated by the event
- At the end of your shift/end of day, COMPLETE your Handover Sheet for your relief or the next day
Post-Incident Actions State Logistics Coordinator
- COMPILE and PRESERVE all information in your Events Tracking log, and hand it to the Incident Scribe for consolidation
- In collaboration with the Finance Team, ENSURE all records of purchases (invoices, receipts, and POs) are appropriately collected, incurred, authorised (by the most appropriate officer)
- PARTICIPATE in post-incident review and debrief with the IMT