Logistics Manager (Re-advertised)

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: Afar -Semera Field Office,

Starting date: Immediately

Hardship allowance 30% of basic salary

Reported to: Field Coordinator –Afar Semera and work closely with Logistics Coordinator of Addis Coordination Office

Job Summary

Under the direct supervision 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.

LOGISTICS AND SECURITY

• Participate in the implementation of the technical choices, policies and logistics procedures defined by the line manager, and ensure compliance with them; ensure the correct use of tools and documents for logistical monitoring.
• Ensure implementation of the technical aspects of the Project risk reduction policy and the technical feasibility of the evacuation plan.
• Participate in preparing and/or updating the Project security policy.
• Participate in evaluating the material and human resources needed to carry out the logistical activities of the Project, in conjunction with the line manager and technical adviser.
• Assist the line manager and technical adviser with responding to emergencies, by:
• Keeping his emergency stocks replenished.
• Helping update the emergency preparedness plan.
• Providing a detachment of logistics staff without compromising normal activities.
• Participate in the preparation, updating and monitoring of the logistics budget, in conjunction with the filed coordinator.
• Ensure the proper use, monitoring, regular maintenance (in accordance with the MDM standards) and protection of all Project infrastructures, installations, and equipment, particularly by establishing and supervising security measures/rules (theft, fire, etc.).
• Ensure the upkeep and maintenance of logistics buildings, office buildings, and residential premises of the MDM teams.
• Ensure good living conditions for the teams and compliance with the health and safety measures defined by the line manager, in close collaboration with the medical adviser.
• In the absence of the field Coordinator and at the request of the General Coordinator, oversee security.

PURCHASE MANAGEMENT

• Organize the procurement system in line with local or regional procedures, or in direct agreement with the line manager, depending on the facilities for importing materials and/or medicines.
• Make local purchases, in accordance with the MDM procurement rules. Ensure the quality of the products and services provided, timeframes and the competitiveness of prices, in line with the code of professional conduct.
• Prepare purchase orders for purchases in line with logistical, medical and administrative needs, in compliance with procedures (logistics use, signing orders, etc.).
• Responsible for the administrative supervision of internal and external orders; ensure that all documents relating to orders (waybills, packing lists, etc.) are correctly filed.
• Oversee the conditions of acceptance of freight or materials arriving by truck and the organisation and preparation (including packing and documentation) or materials to be shipped.
• Support the Field Logistics Officer and the WASH Officer in the preparation of procurement documents, procurement and proper archiving of documentation
• Follow up & update all local  purchases process & give early feedback on the procurement process.

STOCKS MANAGEMENT

• Oversee the storage, packing and management of stocks (logistics materials, stationeries, and maintenance products), and provide the medical teams with technical support for the pharmacy.
• Comply with the storage rules for stored products (food, hazardous substances, etc.).
• Perform daily consumption checks and update stock cards.
• Take a physical inventory of all MDM stocks and goods, in accordance with the frequency defined with the line manager.
• Regularly evaluate the storage areas used compared with the needs of the Project (volume, security, etc.); propose possible adaptations to the line manager (new organization, etc.).
• Check quantity & quality of purchased items before &  during  storage
• Check the field storage system.
• Support the field team to adhere to the MDM stock management system.

VEHICLE MANAGEMENT AND MAINTENANCE

• Ensure that a fleet of vehicles that meets the needs of the Project in terms of size and quality is maintained; propose any necessary changes to the line manager.
• Oversee the effective management and regular maintenance of the vehicle fleet and correct completion of the logbook.
• Organise transport (daily movement of vehicles), in conjunction with the line manager, taking into account the needs of the Project and security considerations.
• Monitor the fuel consumption of vehicles and mechanical equipment (generators + moto pump), and the use of spare parts.
• Ensure the security of persons and goods during transportation.
• Supervise and train the teams of drivers, guards and any other staff involved.
• Ensure all vehicles have technical capacity to do activities.
• Train drivers in MDM’s safety and security rules and ensure that all vehicles have a first aid kit and fire extinguishers.

COMMUNICATIONS AND IT

• Guarantee sufficient means of communication to meet communication needs; propose a new set-up if necessary.
• Guarantee access to an emergency means of communication 24/7.
• Ensure the proper operation, use, maintenance and management of communication and IT equipment (phones, sat phones, computers, printers, etc.).
• Update the list of email and telephone contacts.
• Brief the project teams on the operation and rules of use of the means of communication.

HUMAN RESOURCES

• Ensure that the national logistics team is of an appropriate size to provide day-to-day (basic) logistical support for the Project during his periods of absence.
• Brief international staff and national managers on logistical, technical security and communication aspects of the project.
• In accordance with the rules of ethics and procedures established by the Mission Administrator, recruit the members of the logistics team (vehicles, stocks, purchasing, security, etc.).
• Supervise, monitor and assess the members of the logistics team & WASH team. Set objectives, perform appraisals…
• With the line manager, propose and organise training sessions for the logistics team.
• Ensure that the logistics team is supervised in compliance with the MDM rules and procedures and the laws of Ethiopia.

ADMINISTRATION

• Negotiate the conditions of vehicle hire contracts, under the supervision the line manager.
• Perform technical approval of rented infrastructures and buildings and draft security rules for them (authorized visitors, etc.).
• Ensure that all documents related to infrastructures, installations, equipment, purchases are filed in an organized manner, scanned and putted on the SharePoint.
• Support staff administration together with Filed coordinator & Admin & finance officer

INFORMATION

• Maintain a network of contacts in his area of competence (partners, other NGOs, local authorities, suppliers, etc.); participate in logistics meetings with partners.
• Organize regular meetings with the logistics teams, in order to share all information and problems, finding solutions where necessary.
• Communicate daily in order to ensure good understanding of each other’s activities and priorities.

REPORTING

• Prepare activity reports every month, share it before the 3th 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.
• Immediately inform the line manager of any problems arising within the Project, particularly with regard to damage, loss, attempted break-ins or theft

OTHER

• He/ She will work any activity assigned by line manager.

The employee shall respect Médecins du Monde – France’s schedule and Terms and Conditions of Employment and is expected to be available anytime in order to answer to an emergency situation and be flexible and available beyond normal working hours if requested.

Educational Qualification

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

Work Experience

• At least 5+ years’ relevant experience out of which 3 years on a senior level experience (not necessarily gained in an NGO or INGO) or demonstrated equivalent combination.
• Significant experience in large scale logistical function both emergency and development programs in NGO.

Skills and qualities required

• Competencies in mechanics, IT, electricity, handwork
• Essential experienced in Microsoft Word, Excel, and Outlook
• Perfect knowledge of calculation (Addition, subtraction, multiplication, division)
• Strong organizational skills in emergency situations and autonomous in daily operations
• Good communication and interpersonal skills, including negotiation and conflict resolution skills.
• Strong organizational and team working skills.
• Ability to work under pressure and with limited supervision.
• Showing flexibility, reactivity, anticipation
• Capacity to respect short terms deadlines.
• Willing to travel to the field for logistics support.
• Being available within short period will be considered.
• Female’s candidates are highly encouraged to apply.

Languages

• English: Fluent
• Amharic: Fluent
• Afar language is an asset.