Logistics Coordinator for Projects in Africa and Asia
MAIN OBJECTIVES OF POSITION Is responsible for all the logistics technical aspects of MSF operational response in the mission. Guarantees the appropriate implementation and management of logistics activities in MSF projects in the mission/country, ensuring the achievement of the objectives set.
FUNCTIONAL AND HIERARCHICAL LINES Reports hierarchically to Head of Mission and functionally to TELOCO Manages the Logistic staff in capital Collaborates with the Mission Coordination Team (MCT) members
TASKS Projects logistics activities planning & follow up • Participates actively in the definition and update of annual project planning and budgets. • Is responsible for preparation of all orders, in cooperation with medical department for the medical ones, ensuring that they are done according to guidelines and on time and that stock ruptures are avoided both in projects and in capital. • Provides support to field logistics staff in regards with logistics management related to medical issues. • Supervises and assess progress made in logistics area at capital and project level while visiting regularly the field ; proposes to Head of Mission reorientation strate-gies, when necessary. • Works in close collaboration with finance department for the planning and needs of all purchases. • Plans human and material logistic resources needed for the correct implementation of activities. • Produces, together with teams in field, all logistical reports according to Operations Manual. • Keep logistical documents in database updated and filed properly.
Emergency management • Participates in the periodical update of the Emergency Preparation Plan (EPP). • Works together with Head of Mission and the cell in HQ about on how to optimize the response to emergencies. • Organises exploratory missions based on detected medical or humanitarian needs
Security • Participates in the preparation of mission security guidelines. • Ensures that security is guaranteed to the highest level possible in the whole mis-sion by implementing all MSF guidelines and working closely with head of mission on all security issues. • Ensure that all necessary measures are taken in order to avoid theft, destruction or other type of damage of MSF material and property.
Supplies • Organises the mission supply chain system according to protocols and guidelines. • Ensures that local purchases are done according to supply system and that quality and services provided respond to MSF standards. • Ensures that logistics orders are done correctly, on the basis of consumptions and future needs. • Ensures that administrative procedures related to supply are done according to pro-tocols. • Ensures the good preparation of packages and freight to be sent from capital to the project.
Stocks • Ensures that storage, packing and management of stocks are done according to protocols • Provides logistical support to medical department to ensure adequate storing, pack-ing and pharmacy management. • Ensures that food for nutritional activities is stored and distributed according to needs and protocols. • Ensures there is a close monitoring and regular physical counting of the stocks in the mission
Communications • Ensures that communication means in the mission have the required level and qual-ity, always trying to find alternatives for cheaper communication .
• Ensures a permanent access to communication between capital and projects and between all bases • Ensures all staff benefits from proper training on how to use communications equipment available in the mission, i.e. satellite phones, HF and VHF radios, com-puters, etc. • Ensures that all numbers and frequencies are updated and available to all staff in the mission.
Water and Sanitation • Ensures there is a regular follow up and on-time diagnosis of the sanitary situation in MSF working areas and in the area where beneficiaries live. • Ensures that all water and sanitation logistical protocols are respected during treat-ment and use of water related activities.
Construction • Supervises the construction and rehabilitation of all buildings or structures related to MSF activities in the mission
Vehicles and Engines • Ensures that the fleet of vehicles meets the needs of the mission and complies with MSF standards. • Ensures the quality and efficiency of the service required for all vehicles and en-gines, according to MSF guidelines • Ensures the safety and the organisation of all MSF staff and materials transportation
Equipment • Ensures the safety, proper use, proper storage and maintenance of MSF material. • Ensure that inventories of all material and equipment used exist and are updated.
Team Management • Ensures the proper management of the staff under his/ her supervision according to OCBA HR vision, policies and values • Defines and update job profiles and descriptions of all logistics related staff and submits them on time to HRCO. • Participates in selection and follow up of all logistics related staff.
• Contributes to the proper induction of new staff, ensuring that logistics briefings are done with relevant staff. • Identifies people showing potential within the staff he/she manages directly • Assesses training needs for all Logistics staff proposing training courses to HRCO. • Undertakes regular evaluations of all Logistics related staff in capital and partici-pates in technical evaluation of Logistics activity managers in the field. • Promotes communication and active participation of all logistics staff in the devel-opment of mission as well as in MSF values and philosophy. • Ensures the good diffusion of information to all staff under his/her supervision. • Ensures in cooperation with medical coordinator and head of mission that living conditions of all mission staff is in good condition and do all necessary logistical work to help improve living situation.
Recording • Ensures all logistics recordings (logistics books, stock cards and maintenance cards and any other logistics related document) are performed correctly. • Ensures that all logistics management tools, i.e. Logistics 7, etc., are used and are updated properly.
Reporting • Produces together with field teams, monthly reports according to guidelines (Situa-tion Reports (SitReps), logistics statistical reports, etc.) • Is responsible for the proper production and on-time finalization of any other logis-tics related report • Keeps documents in database updated and properly filed
Emergencies • Participates in any emergency activity or exploratory visit in or out of the MSF area of work, being prepared to intervene directly and assume the management of logis-tics activities and staff
Maintenance • Keeps logistics coordinator office and files clean, tidy and safe giving special impor-tance to computer backups.
REQUIREMENTS What are we looking for? Essential working experience of at least two years in relevant jobs Essential experience with MSF or other NGOs. Essential degree on logistics or other related studies Demonstrated and valued experience in project and operational security management Fluent in English or French. Arabic is considered as an asset. Essential driving license for vehicles Essential knowledge of use of computer including processing of documents (Word, Excel) and Internet Leadership and ability to train and manage staff. Analytical skill and strategic vision. Demonstrated communication, reporting and organizational skills. Flexibility and ability to work under pressure. Ability to train, mobilizes, and manages both international and national staff.
What we are offering? Minimum duration of mission: 12 months – after that it will be reassessed if this position will continue open. Salary defined by the MSF-Spain salary grid Other benefits: Additional monthly living allowance. Lodging provided at the organization’s guesthouse/or housing allowance Transportation costs covered Provision of medical, life, and repatriation insurance Career plan / Training paid by MSF
Please send your Cover Letter, CV and references to: “LOGCO2012”: Médicos Sin Fronteras / Dpto. RRHH recruitment-bcn@barcelona.msf.org Closing date: 09th of March
Replies will only be sent to short-listed candidates.
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