Logistics Unit Supervisor

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Reporting to the Operations Program Manager, the Logistics Unit Supervisor oversees MEMA's Logistics Unit.  The Logistics Unit entails building and maintaining the Agency's and Commonwealth's capacity to provide efficient and flexible logistics capabilities, to include the obtaining and delivery of life-sustaining goods, equipment, and services necessary for an effective and timely response to and initial recovery from emergencies and disasters. 

The Logistics Unit Supervisor directly supervises the Logistics Coordinators, who support the Logistics Program. The Logistics Unit Supervisor, supported by the Logistics Coordinators, is responsible for the operational readiness of all MEMA operational and external logistics capabilities including, but not limited to: ensuring the further development of the Agency's State Logistics Warehouse; the capacity to quickly and efficiently activate and operate Logistics Support Areas and commodity points of distribution; maintaining the inventory WASP; identifying and securing access to critical commodities through private and public sector partners during times of emergency, maintaining a resource list and relationships with associated 24/7 points of contact (including ESF Team partners), and developing processes for obtaining those resources when needed; and ensuring the readiness of ESF Team partners to coordinate resources and support the SEOC during activations.

Working with the Planning Unit, the Logistics Unit Supervisor provides input in the development and maintenance of the State Logistics Annex to the State Comprehensive Emergency Management Plan (CEMP).  The State Logistics Annex includes, and is not limited to supply chain resilience, resource defining and ordering, distribution management, inventory management, transportation, logistics support areas, and demobilization.  In addition, the Logistics Unit Supervisor will work to address logistical requirements necessary to update and implement the CEMP, its annexes, and appendices.  The Logistics Unit Supervisor will also support the development of Logistics related Standard Operating Procedures (SOPs), job aids, and tools to support the Logistics Program. 

The Logistics Unit Supervisor will coordinate with MEMA's Administration and Finance Section and associated units, to identify the need for and address any existing gaps in stand by service contracts with the private sector, as well as become familiar with emergency procurement capabilities and processes, needed to support the Logistics Program.  The Logistics Unit Supervisor is responsible for developing scopes of work and specifications for goods and services for contract bids that may be executed to address identified resource shortfalls and gaps.

The Logistics Unit Supervisor is responsible for supporting in-state public safety mutual aid systems.  This includes participating and representing MEMA on various working groups and committees such as the MA-WARN, and the Massachusetts Highway Association.  To support and promote the participation in and implementation of the statewide public safety mutual aid agreement (Massachusetts General Law (MGL) Chapter 40, Section 4J) and the statewide public works agreement (MGL Chapter 40, Section 4K), the Logistics Unit Supervisor is responsible for coordinating with local and state officials to create a framework for the provision of mutual aid assistance among the parties to the agreement in the response to an emergency incident. Assistance provided under these mutual aid laws/agreements may include, but not be limited to, fire services, law enforcement, emergency medical services, transportation, communications, public works, engineering, building inspection services, planning and information assistance, resource support, public health, health and medical services, search and rescue assistance and any other resource, equipment or personnel that a party to the agreement may request or provide in anticipation of, or in response to, an emergency incident. 

The Logistics Unit Supervisor coordinates with various agencies and organizations on disaster Logistics, including the Federal Emergency Management Agency (FEMA).  In collaboration with FEMA, the Logistics Unit Supervisor is responsible for ensuring the Commonwealth is capable of receiving, storing, and distributing federal commodities, resources, and services.  The Logistics Unit Supervisor is also responsible for working with FEMA on various federal Logistics initiatives including the Logistics Capability Assessment Tool, disaster support for children, elderly, and equity and access and functional needs populations, supply chain management and distribution management programs.

The Logistics Unit Supervisor is responsible for tools, procedures, and processes of the SEOC Logistics Section before, during and after the activation of the SEOC. In addition, the Logistics Unit Supervisor is responsible for the readiness of the backup SEOC facility as identified in the Agency's Continuity of Operations Plan. 

The Logistics Unit Supervisor also supports the Agency's Duty Officer Program, serving as the Agency's designated Duty Officer for several weeks each year.   The Duty Officer program provides 24 / 7 coverage to coordinate response capabilities for any incidents or emergencies that may occur in the Commonwealth.  The Duty Officer is a dedicated staff member who, when on duty, is available during all hours including holidays, nights, and weekends to receive and refer, as necessary, emergency notifications to and from MEMA Staff and a variety of disciplines.  The Duty Officer's responsibility is to act as the initial contact point between MEMA HQ dispatch and an emergency situation to gather information for situational awareness and coordinate any response actions MEMA may take.

The Logistics Unit Supervisor is responsible for the Agency's Safety & Security Program.  In working with the Agency's Safety Committee, the Logistics Unit Supervisor is responsible for maintaining the Agency's Emergency Action Plan and implementing initiatives and actions that keep MEMA employees and its visitors at MEMA facilities safe.

The Logistics Unit Supervisor is responsible for management and implementation of the Agency's Clothing Program.  The program includes the inventory control, ordering, and delivery of clothing issued to MEMA staff upon their hiring, and collection of clothing when an employee leaves the agency.  This is a standard part of employee onboarding, to ensure that new agency staff have access to professional, issued MEMA clothing and equipment as outlined in the Agency's Clothing Program.

DETAILED STATEMENT OF DUTIES & RESPONSIBILITIES:

1.             Under the guidance of the Operations Program Manager and/or the Assistant Director for Operations, responds to agency operational needs during emergency and non-emergency situations, including, but not limited to, serving in a logistics/resource coordination capacity.

2.             Further the development of the Agency's State Logistics Warehouse, to include the continued implementation of electronic inventory, intake and distribution of commodities, development of job aids and tools, utilization of contract support staff, and continued training of MEMA staff.

3.             Coordinate activities to ensure a constant state of readiness of all MEMA operational and external logistics systems and capabilities. This includes but is not limited to the maintenance of lists of critical commodities, the State Logistics Warehouse, Logistics Support Areas, and all associated points of contact.

4.             Organizes MEMA's critical commodities activities to build the Commonwealth's capability to access and coordinate the distribution of critical commodities for events and emergencies of all sizes and scopes. Provides guidance on existing commodities capabilities and identifies gaps.

5.             Meets with vendors to build and maintain relationships and further understand purchasing, transportation, and coordination requirements. Ensures processes and protocols are in place, to acquire and coordinate the distribution of critical commodities in both emergency conditions and for pre-planned events.

 6.             Coordinate Logistics Support Area planning and coordination to build the Commonwealth's ability to stage resources of any type and kind before, during, and after an emergency. Identifies locations, coordinates site assessments, maintains point of contacts and works with property owners to plan and prepare sites for use as Logistics Support Areas. Facilitates the development and execution of memoranda of understanding.

 7.             Coordinate and assist resource tracking during times when MEMA has activated Logistics Support Areas or other systems/methods for distribution of critical commodities. This includes maintaining detailed records to include the receipt, storage and issuance of commodities, equipment, and assistance.

 8.             Coordinate with local communities on their commodity distribution management plans for Points of Distribution (PODs), including providing subject matter expertise, when requested during local operations.

 9.             Work with local, state, federal, private, and non-governmental emergency management partners on emergency logistics issues, projects, and programs.

 10.          Coordinate activities and programs to ensure ability to transport commodities during times of    emergency.

 11.          Ensure files, records management, and proper closeout of all disaster logistics ordering/contract files.

 12.          Assists the Operations Program Manager in ensuring the readiness of the State Emergency Operations Center, the three Regional Emergency Operations Centers, and the Agency's COOP EOC.

 13.          Coordinates the Resource Inventory for the Commonwealth, including the inputting, requesting, tracking, inventorying, and accountability of state and local resources maintained in WebEOC. WebEOC is used by local, regional, state, and private organizations across the Commonwealth for information sharing and the coordination of resources to meet emergency needs.

 14.          Assist with development and maintenance of procedures for requests from the State Logistics Warehouse.

 15.          Work with the MEMA Planning Unit to ensure plans accurately reflect operational capacity and processes. Coordinates with the Planning Unit on the development and updating of all-hazards plans, including but not limited to, the State Logistics Annex to the State Comprehensive Emergency Management Plan, Logistics Job Aids, and SEOC Position Specific Standard Operating Procedures (SOPs).

 16.          Coordinate with MEMA Administration and Finance staff to identify, develop, and implement emergency procurement and stand by service contracts and scopes of work with private sector suppliers of goods and services.

 17.          Working with appropriate MEMA staff, ensure adequate numbers of MEMA personnel are trained to support various roles in the Logistics Program, to include warehouse operations.

 18.          Assist the Operations Program Manager in day-to-day activities for mutual aid related issues at the local, regional, state, interstate, and international levels, including an effective records management program.

 19.          Assist with intrastate mutual aid program updates and implementation, to include the Statewide Fire and EMS Mobilization Plan, MA WARN, and Mass Highway Association.

 20.          Serve as a member of the MEOC cadre, and as required, support deployments of MEMA's field assets.

 21.          Lead the Agency's Safety Committee to ensure MEMA's facilities, employees and visitors are in compliance with the Agency's Safety & Security Program.

 22.          Manage and implement the Agency's Clothing Program.

 Additional Duties:

1.             May be assigned to participate in, or support training programs, drills, and exercises.

 2.             May be assigned to work in or support the State Emergency Operations Center, one of MEMA's Regional Emergency Operations Centers, or a local, regional, or state   Emergency Operations Center or command post during disasters, emergencies, incidents, and pre-planned events.  May also be assigned to support field response or recovery   operations.

 3.             May be required to work extended hours, including during nights and weekends in the event of a disaster, emergency, incident, or threat affecting the Commonwealth, or in support of pre-planned events or activation of a state, regional or local emergency operations center.

 4.             May be required to travel within and outside of the Commonwealth in support of work assignments and responsibilities.   Travel may require overnight stays.

 5.             May be required to carry and use a two-way public safety radio during duty hours.

 6.             Must have basic computer knowledge and experience, and a willingness and ability to learn and use work-related software programs, applications, and technology systems.

 7.             Must have reliable transportation to and from work or assigned locations on a daily basis as well as during emergency activations or operations.

 8.             Must have the ability to form harmonious working relations with others, and to work well with others and as part of a team.

 9.             Fulfill other work-related assignments as required or assigned.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A...