Logistics Manager -Mekele, Ethiopia

Médecins du Monde or Doctors of the World, is an international humanitarian organization which provides emergency and long-term medical care to the world’s most vulnerable people.

Médecins du Monde (MDM) is operating in Ethiopia since 1986 in different types of health projects. MDM–France invites qualified candidates to apply for the following position:

Duty station:  Mekele,Tigray region, Ethiopia

Starting date: Immediately /ASAP

Employment Term: 6 Months with possibility of extension

Basic Salary: 46,800.00 ETB

Reported to: Field Coordinator

Job Summary

Under the direct responsibility of the field Coordinator and with the support of Logistics Coordinator in Addis Ababa, you will be responsible for:

• Support the activities of the Project with the resources, MDM’s procedures and tools, in order to facilitate achievement of the operational objectives:
• Oversee the implementation of and compliance with MDM logistics procedures, policies and management tools; when necessary, propose improvements.
• Responsible for logistical and medical supplies to the Project.
• Manage and monitor the logistics of the material resources for the Projects, under the supervision of the line manager and the technical adviser.
• Implement support activities (communications, electricity, transport) and any other logistical activities required to achieve the medical objectives (construction/restoration, water & sanitation, etc.).

• Coordinate the work of all the logistics teams, supervise their training and assessment.
• Provides leadership on logistics aspects of any emergency response undertaken by the filed office & Ethiopia Mission
• Report on regular basis about all logistics activities within the mission to the field Coordinator and Logistics Coordinator.

Essential duties and responsibilities.

Management

• Recruiting, training, managing, and leading a team (writing job descriptions, written tests, interviews, induction, setting objectives, monitoring activities, managing leave, discipline, safety, training, skills management).
• Plan and monitor activities and implement corrective action where necessary.
• Advise, arbitrate, and support measures to be taken in the event of difficulties, malfunctions and/or incidents

Logistics activities planning & follow-up

• Define the direction, objectives and action plans of the logistics department: assess achievements (achievements, strengths and weaknesses, operating methods, needs and expectations, etc.), determine and propose priorities and broad lines of action for the department.
• Provide advice on organizing logistics.
• Coordinate with other departments and participates in meetings in order to ensure smooth collaboration of all departments and the coherence of the activities developed in the project.
• Develop and monitor budgets allocated to the department.
• Establish and monitor logistics management indicators.
• Carry out specific studies in the field of activity and/or guide internal or subcontracted studies
• Control conformity of processes relating to the specialist area, adapt and validate new processes and procedures
• Monitor logistics products and services.
• Prepare activity reports every month, share it before the 5th of the months, and ensure that statistical data is regularly updated.

• Immediately inform the line manager and/or technical adviser of any information that has or could have an impact on the security of MDM staff and/or property.

Supplies and Stocks Management

• Organizes supply chain system according to protocols and guidelines.
• Plans and performs purchases according to the activities, office and Guesthouse’s needs.
• Ensures that local purchases are done according to supply system and that quality and services provided respond to MDM standards.
• Ensures that administrative procedures related to supply are done according to protocols.
• Ensures that storage is done according to protocols.
• Ensures good preparation of packages and freight to be sent to the project.
• Liaises with the Logistics Cluster to ensure the transport of purchased goods to the project, as well as transporters if necessary.
• Provides logistical support to medical staffs to ensure adequate storing, packing and pharmacy management.
• Ensures that food for nutritional activities is stored and distributed according to needs and protocols.
• Ensures that regular physical counting is done and that all stock cards are updated upon arrival or when sending items.

Fleet Management

• Set up vehicle rental contracts, respecting the purchase procedures
• Train the field logistics manager in the organization of movements, the daily monitoring of the vehicle fleet, the use of monitoring tools,
• Supervise the management of the vehicle fleet: maintenance, daily planning, administration (rental, insurance and documents).
• Ensure the availability of fuel for the project through contracts with fuel stations or supply through Logistics Cluster.
• Ensure that all MDM vehicles are equipped with the necessary functional safety equipment such as first aid kits, fire extinguishers and other equipment.

Equipment and premises 

• Ensure each MDM property has identification number in accordance with MDM procedures.
• Ensure the maintenance and the safety of all MDM equipment’s and properties (Offices, Guesthouses, vehicles, computers, printers, communication tools etc.) in the respect of MdM procedures
• Upkeep the records of MDM equipment and identification material entrusted to each person in the team.
• Contract Maintenance suppliers for needed equipment such as IT equipment insuring the proper use of the service and the equipment.
• File and conserve documents of the logistic department (guidelines, purchase files, donation certificates, contracts with suppliers, manuals of instructions of MDM equipment, reports etc.

 Communications

• Ensures that communication means within project have the required level and quality.
• Ensures that all the project staff has a permanent access to communication with the project base and, from the base to the capital for all security related issues.
• Ensures proper training on how to use communications equipment available in the project, i.e., satellite phones, computers, etc.
• Ensures that all phones’ numbers and email addresses are updated and available to all staff upon arrival.

Educational Qualification

• BA/MA in supply chain management, procurement, and other related field of study with the combination of relevant training and Certification

Work Experience

•  At least 2 years’ experience in similar positions
• Experience in an international NGO

Personal Skills and qualities required

•  Develop, adapt, and formalize tools, technical solutions and procedures related to the specialist area.
• Draft notes, reports, minutes, and documents in the relevant field
• Negotiate with service providers, suppliers, and various internal and external partners.
• Analyze and research technical logistics information.
• Experience in planning logistical activities for a mission.
• Use the Microsoft Office Pack
• Take decisions and arbitrate.
• Draft action plans and follow-up indicators and results in a given area.
• Assess and develop colleagues’ skills.
• Capacity to work and to live in a multicultural environment
• Ability to cope with last minutes changes and solution oriented
• Listening and diplomacy skills
• Team manager with a strong leadership
•  Independence, ability to take the initiative and of responsibility
• Ability to work under stressful situation
• Good analysis, objective, able to take a step back and analyse
• Communication – listens and communicates clearly, adapting delivery to the audience
• Capacity to delegate and to supervise and coach the work
• Strong problem solving and organisational skills in day to day and crisis situations
• Ability to plan, organise and meet deadlines
• Adaptability to changing priorities

Languages

•  Fluent English essential, including good English writing skills
• Amharic and Tigrinya is essential
• French: an asset