Logistics Manager – Medicins Sans Frontiers – Holland, Ethiopia

MSF Holland is looking for:    LOGISTIC MANAGER

·         Place of work:  Amehara Midre Genet/Abdurafi Project

·         Terms of employment:  10 Month with possibility of extension

·         Remuneration and Benefits:

–          Starting gross salary/month: 43,500.00 ETB

–          Hardship allowance 30% cape 5,500.00

–          Medical Coverage As per the MSF health policy

·         Date of  application: February 01 – 11 March, 2022

•       Ensuring and monitoring the implementation of logistics/technical activities in the project / capital including the following:

•       Logistics: (construction, transport of goods and staff, communications, water and sanitation, vehicles and engines, equipment/installation and infrastructures, communications, installation and maintenance of functional office space(s) and lodging facilities for international staff in adequate living conditions)

•       WHS: implementation of water, health and sanitation activities

•       Supply: implementation and maintenance of an appropriate supply chain system for the project

•       Implementing all administrative related activities linked to logistics (orders, insurances, vehicle contracts, etc.).

•       Participating in the planning and implementation, together with the Logistics Coordinator, the Project Coordinator and the HR Coordinator, the HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the logistics staff in the project / capital in order to ensure both the sizing and the amount of knowledge required to correctly perform all logistics activities.

•       Ensuring technical reference for all logistics/technical issues in the project and providing coaching to logistics staff under his/her responsibility. Ensuring all staff in the Project is properly briefed about use of communication tools (handsets, HF/VHF, etc.).

•       Defining and monitoring technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the project security policy and guidelines, evacuation plan and contingency plan, performing day-to day monitoring of the application of security rules and reporting to the Project Coordinator any problem that may arise. For this purpose, the Project Logistics Manager will have to create an appropriate environment to facilitate security exchange of information.

•       Participating in monthly reports according to guidelines

·         Ensure that vehicle, energy, security, maintenance and communication policies and procedures are well documented, regularly updated, understood and adhered to by Coordination & project mechanics, drivers, passengers and management staff.  This may involve drafting additional policies and procedures where there are gaps, and/or provide additional trainings where needed.

·         Responsible for timely completion of reporting tools

·         Maintains updated total inventory overview of vehicles, generators and radio communication equipment and other technical assets of the project, assuring proper documentation as per Log admin Kit.

·         Monitors logbooks and vehicles charge sheet of drivers on a weekly basis; compiles and submits monthly report of maintenance cost summary, fuel usage, distance travelled analysis and submits with recommendations to direct supervisor and Coordination functional line.

·         Supervise (and assist in) the installation, maintenance and repair requirements of equipment and installations (IT equipment, communication equipment, generators, AC, cold chain, chargers/invertors, batteries, cabling, lightening..) efficiently and effectively at times liaising with coordination functional lines.

·         Make sure that MSF houses, compounds, warehouses, offices and all premises are in good condition and well maintained.

·         In charge of safety for all compounds, warehouses (electrical, fire, …)

·         Staff supervision.

Ensure the following Supply related activities under his/her supervision results in an optimal service for the project:

Purchasing and order management:

Coordinate, monitor and follow-up all national and international purchases and orders in the field. This function involves:

·         Validate the use of the supply related third parties (suppliers, transport companies ….) proposed by the supply officers or purchaser, together with the technical referents when needed.

·         Lead tenders and bidding contest according MSF procedures.

·         Validates contracts concluded with local suppliers together in collaboration with the finance department and supervisor.

·         Ensuring that purchasing procedures comply with the requirements established by MSF and local law.

·         Centralizes project orders, approving national and regional purchases up to a pre-defined threshold.

·         Coordinates after approval order processing, reception and dispatch, informing the departments on the progress.

·         Ensure the system of project procurement planning in collaboraton with coordination office and enforce a system of feedback provision to user department

·         Identify the best possible transport of goods in terms of quality, price, service and time for each type of goods and destination as well as organizing the logistics of goods transport in the project ensuring compliance with the deadlines

·         Centralizes monthly stock report, analyses them and takes the necessary actions. Closely monitor the stock level (medical and non-medical) related to monthly consumption figure, expiry dates, excess drugs and possible shortages in the project.

·         Coordinate, in close relation with the Medical referent in the project and the logistics coordinator, the supply chain processes and systems (order processing, order and stock management, cold chain, procurement systems), keeping accurate and updated information on stocks (expiry dates, security level, pipeline and lead times) in order to ensure availability of all the medical and non medical material and related services under optimal conditions.

Administration

·         Ensures the correct implementation of the supply software and organizes training according to the needs. Ensures the quality and completeness of the Unifield system and MSR database.

·         In collaboration with supply activity supervisor make sure stock card  is in place in all warehouse locations

Storage

·         Guarantees the standardization of warehouse management of both medical and non-medical

Inventories

·         In consultation with the immediate supervisor and in cooperation with Storekeeper organize 4 monthly (preferably, a week before 4M, 8M & 12 M) physical stock counts in the project.

·         Ensure inventory and follow-up of the project’s fixed assets.

Team management

·         Manage, coach, and supervise the logistics team, including capacity building of supervisors.

Security Impementation

·         Under supervision of the Project Coordinator, implement the National Staff safety and security system

·         Participate and give  inputs in the preparation and revision of LSSP in the project.

·         Support the Project Coordinator in identification and analysis of risk factors for security in the project area

Scan the situation, identify risks, and recommend mitigation together with security responsible.

• Essential at least two years of working experience in logistics related activities.
• Essential at least one year of working experience managing teams
• Desirable previous experience with MSF or other NGOs,

·         Commitment to MSF Principles L2

·         Behavioural Flexibility L3

·         Result and Quality Orientation L3

·         Teamwork and Cooperation L3