Position: Logistics manager, Chinaksen

Status: Salaried

Starting date: 1^st of July, 2021

Contract duration: 1 year

Country: Ethiopia

Field based position: Chinaksen, Oromia region

Context of the mission

Médecins du Monde (MDM) is an International Non-Governmental Organization (INGO) involved in humanitarian interventions, operating in Ethiopia since 1986 in different types of health projects from long-term interventions to emergency response. The Country Head Office and Coordination team are based in Addis Abeba. The MdM Oromia Regional Office is based in Chinaksen.

Starting in June 2021 Medecins du Monde is opening a base in Chinaksen to lead an ECHO funded project in the area. The project is implemented by a multi-sectoral consortium (health, and WASH) composed of three international non-governmental organizations (MdM-France, MdM-Germany, COOPI). The objective is to contribute to the reduction of morbidity and mortality of populations affected by inter-community conflicts and humanitarian crises in Oromia and Somali regions in Ethiopia. The woredas (health districts) targeted are the Chinaksen woreda in Oromia region (MdM-F and COOPI) and the Tuliguled woreda (MdM-Ge and COOPI). The consortium will support health centers and Health Post in the catchment areas of the health centers supported by the action. For populations with difficulties in accessing functional health facilities, mobile clinics will be deployed offering a minimum package of activities. The health centers covered by the action will benefit from reinforced support in terms of training, drugs, medical equipment, as well as hygiene materials and equipment in order to meet the hygiene and safety standards required for the proper implementation of the consortium’s medical activities. Particular attention will also be paid to strengthening infectious protection and control (IPC) measures in this challenging period of Covid-19 pandemic. Finally, as part of the rapid response mechanisms, MdM-F will set up emergency response capacity development activities in the supported woredas (population displacement and outbreaks – measles, cholera, covid-19, …). 

Essential Duties

Under the direct management of the Field Coordinator, and with the technical support of MdM France Logistics Coordinator in Addis Ababa, you will be responsible for:

Supporting 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 Project, 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 Mission
• Report on regular basis about all logistics activities within the mission to the Program Coordinator and Logistics Coordinator.

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.
• 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 Program 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.
• Manages all purchasing processes at base level in accordance with requirements and guidelines, ensuring not split purchases and following the financial thresholds and associated procedures.
• Liaise with managers and officers on all logistics issues to ensure efficient and effective delivery of operations.
• 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 cost effectiveness of the purchases, guaranteeing the best options (regarding quality and prices).
• Responsible for the respect of MdM’s ethics procedures regarding purchases.
• 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.
• 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) of materials to be shipped.
• Establish and maintain good professional working relationships with suppliers, service providers and contractors whilst strictly adhering to MdM anti-corruption guidelines and code of conduct.
• In coordination with ProgCo and Finance Officer, prepare on a monthly basis the forecasts of purchases.
• Correctly maintain the tracking and filing system to record and archive all procurements. Archive the purchase file originals documents (including copy of the invoice) in the base office and ensure that soft copies are archived on the logistics SharePoint.
• Responsible for the follow-up of the ongoing contracts: lessor, service providers, insurance/ housing/ Office/ Car rental etc.

STOCKS MANAGEMENT

• Oversee the storage, packing and management of stocks (logistics materials, stationery 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 regular 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.).
• Maintain and be responsible for management for all stocks at base level.
• Responsible for registration, maintenance, repairs-maintenance & disposal of MdM assets, ensuring full control of items at all stages.
• Upon reception of the goods, responsible for checking the quantity, state and content of packages received in comparison with the Order or Goods Received.
• If irregularities upon reception (missing or damaged packages or products, product errors, etc.) appeared, note them and inform promptly the LogManager and FieldCo.
• Ensure that all goods are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
• Produce all stock documents according to MdM policy and formats.
• Ensuring all assets are tagged and listed at the time of procurement, and that records are up-to-date at all times.
• Be responsible for the vector control and the good state of stocks.
• Be responsible to keep the stocks clean and in good order.

LOGISTICS MANAGEMENT OF THE PREMISES:

• Follows up the consumption of office material, fuel and lubricants used in the different facilities (office, house, store, etc.)
• Checks cleanliness of different open spaces (gardens, courtyards, etc.)
• Ensures the maintenance of all MDM premises (office, houses, stores, etc.) and checks on the general state of facilities (walls, roofs, electrical installations, water supply and quality…)
• Follows up minor building rehabilitation work
• Checks the conformity of security norms in MDM premises

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.
• Organize 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.
• Assures that the car park is functional, being responsible for the vehicles and making sure they are in good working conditions all the time.
• Ensure the security of persons and goods during transportation.
• Supervise and train the teams of drivers, guards and any other staff involved
• Ensure the respect of MDM vehicle management procedure
• Makes sure that the drivers are carrying out weekly vehicle checks.
• Responsible for the transport and movement of goods in the project and to other projects (loading and offloading goods).
• Responsible for the reporting and follow up of the vehicle service and fuel consumption.

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 equipment (phones, sat phones, computers, 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

• Supervise, monitor and assess the members of the logistics team in Chinaksen, including drivers, guards and stock keeper.
• Prepare schedule and follow guards and cleaners
• With the line manager, propose and organize 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.
• Responsible for capacity building and appraisals of assigned staff.
• Ensures that all new staff are trained on logistics procedures.

ADMINISTRATION

• Negotiate the conditions of vehicle hire contracts, under the supervision the FC and LogCo
• 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

INFORMATION

• Maintain a network of contacts in the area of operations and within logistics sector (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 after, 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.
• Ensure that all purchases files are fully scanned and properly archived (physically, SharePoint)

Job Requirements

Expected profile

• Experience in logistics implementation for INGOs, minimum 2 years
• Working knowledge of English language is mandatory (speaking and writing) and Oromia language is an asset
• Good skills in Microsoft Word, Excel, and PowerPoint
• Willing to be located in Chinaksen
• Strong organizational skills in emergency situations and autonomous in daily operations
• Excellent reporting skills
• Good communication skills
• Showing flexibility, reactivity, anticipation, adaptability;
• Capacity to work and to live in a remote and isolated area
• Experience/knowledge of the Oromia region is a plus

How to Apply

Please send a mail to mdm.recruitment2021@gmail.com with title "Apply for Logistic Manager for Medecin du Monde - Chinaksen (Oromia)" adding your CV. 

An HR team will review you CV and share shortlist with line Manager. Would you be selected you will pass a written test and interview alongside others good profile. 

It's important to notice that an availability begining of July, a experience of 2 years within similar position and fluent knowledge of English are required. The position is based in Chinaksen.