Logistics Coordinator Assistant – Coordination

Main purpose of the Position

Assisting the Logistics Coordinator in specific activities and assuming some delegated tasks, according to his/her instructions and MSF standards and protocols, to ensure a proper logistics management in the capital and providing support to logistic activities in the projects.

Accountabilities

• Planning and supervising the logistics within the coordination base (repairs, equipment maintenance, stock management, cleanliness…), to ensure the best operational working conditions in the capital.
• Supporting the Logistics Coordinator and/or the Mission Supply Chain Manager in organizing the ordering and transport of goods to the different projects, to comply with their needs in terms of quality and timelines.
• Organizing and supervising the fleet of vehicles in the coordination base (driver’s schedules, vehicles maintenance, vehicles registration and insurance, fuel consumptions, etc.), to ensure coping with the transportation and movement needs.
• Assisting the Logistics Coordinator with the checkup and supervision of the proper functioning of the computers and other communication and IT equipment, to ensure a continuous and appropriate flow of information and communication.
• Ensuring repair and maintenance of generators and power back-up systems as well as cold chain equipment, water pumps and other technical equipment used or stocked in capital and informing the Logistic Coordinator in case of any further needs concerning technical equipment, to have everything running adequately.
• Supporting the LogCo in the planning and ensuring an appropriate emergency preparedness and response capacity (stocks, contacts, transport means, staff training), and participating in any emergency activity or exploratory visit, to ensure giving appropriate assistance to the population.
• Informing the Logistics Coordinator in case of any major issue and draws-up all required reporting, to keep updated and reliable information that will ease decision-making.

MSF Section/Context-Specific Accountabilities

• Track and follow up on contract renewals, expirations, and compliance., and ensure the renewal of contracts and/or addendum is timely planned.
• Organize and maintain an efficient archiving system for all logistics documentation.
• Oversee the tracking of rental vehicles, ensuring availability and compliance with policies.
• Maintains records and adjusts discrepancies in asset and inventory records.
• Supervises Base and Facility Officer, Head of Drivers, and Radio Operators directly.
• Provide a general logistics briefing for all new staff, introducing key logistics situation, procedures, and resources.
• Planning and monitoring annual leave of the logistics team in Addis.
• Update the external contact list.
• Follow-up vehicles documentations, renewals, and Insurance related issues in collaboration with Mechanics.
• Implementation of Log basics at coordination level.
• Ensuring Preventive plans in place and follow-up Corrective maintenance requests with Maintenance tracker across facilities in coordination (Addis).
• Standard Logistics Items List Preparation and ensure availability of 3-month consumption stocks for coordination facilities.
• Filling gap of logistics team member in the project when required.
• Any other task assigned by Logistics Coordinator as per needs.
• The Logistics Coordinator Assistant has a good technical and management knowledge, is flexible and works closely with the Logistics Coordinator.
• The Logistics Coordinator Assistant has a polyvalent profile will therefore be able to perform tasks related to every technical family.
• The Logistics Coordinator Assistant with the guidance of the Logistics Coordinator develops / and implements small logistic projects and support the Logistics Coordinator in administrative day-to-day management.