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.

In June 2017, MdM had conducted an exploratory mission in corridor AA- Djibouti, focused on the Afar part (zone 1) on Sex Work/GBV/SGBV for 3 years project under title: “Reducing SGBV against Sex Workers on AA to Djibouti Corridor focused in Afar region Zone 1. The project is implemented in collaboration with regional authorities and our local partner Nikat association, 1 local NGO partnering with MdM in the implementation of the project.

MEDECINS DU MONDE (MDM) invites you, the qualified candidates, to apply for the following position

 Job Summary 

Essential Duties and responsibilities

The main responsibilities of the Administration and Logistic Field Officer are:

 Finance

•  Managing the petty cash
• Verifies that all the documents respect MDM financial procedures before payment
• Make payments relating to the operation of the mission according to MdM procedures and finance policy after the authorized approval,
• Does daily cash control of the cashbox, make a cash count on monthly bases and send to the cash control to the coordination office
• Follow up and balances the operational advances given to any member of the team
• Prepare the monthly HR database and send to Addis Coordination on monthly basis
• Follow up and Ensures timely payment of staff income tax, pension contributions and withholding tax for the authorized government office
• Prepare check payments
• Keeps update the bank ledger,
• Collects bank statement on monthly basis and proceed to the bank reconciliation,
• Verifies the bank costs and the exchange rates.
• Encodes the expenses in SAGA cash and bank books according to the budget line and allocation
• Elaborates the monthly cash forecast / Monthly Fund Advance according to the needs of the base
• Scan accountancy documents and send the soft copy with the original to the coordination office
• Support the Administration Manager for the monthly accountancy closure
• Ensure that MDM and donor procurement policies and procedures are strictly followed.

HUMAN RESOURCE

•  Supervises and follow the cleaner and the guards according to schedule
• Facilitate accommodation and lodging for visiting national and international staff
• Follow and manage time sheet for staffs
• Follow leave balance and request of staffs and manage accordingly
• Send approved leave requests to head office
• Follow medical expenses and send required documents to coordination office
• Get employment contracts signed and forward to coordination office
• Send periodic performance evaluations to coordination office
• Make sure guesthouse & office are well cleaned
• Execute all recruitment process at the base as per the directive from coordination office  

 Logistics

• Ensures procurement is made in accordance to MDM procurement procedures and filing necessary documents
• Ensures the distribution of donations of items to partner
• Plans and coordinates MdM staff movements in Afar and between Addis and Semera (car, plane, hotels, per diems, etc.)
• Support and organize the logistics aspects of activities in Semera (trainings, distributions, etc.)
• Ensure maintenance of the office /GH: water tank, generator, AC etc
• Responsible to make request to logistic department in AA according to the field needs
• 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.
• Follow up utilization of office materials, 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

Security

•  Support FC to monitor the security situation locally – Field area
• Check the security before any movements within the targeted area and outside
• To immediately inform security focal point in the case of any security problem.
• Be the security back up when the security focal point is out of the office.
• Support FieldCo in ensuring security and safety procedures in relation to premises/transport/travel are implemented.
• Responsible to ensure that recommendations for improvements are implement in a timely manner.

Vehicle management

•  Supervises Drivers regarding all security measures during transport of goods or people.
• Responsible for the reporting and follow up of the vehicle service and fuel consumption.
• Ensure staffs and driver respect MDM vehicle management procedure;
• Contribute to the renting of vehicles for the programmed activities
• Implementing rules for the management of vehicles and other means of transport
• Managing the scheduling and reservation of other means of transport
• Managing the allocation and loan of vehicles
• Supervise the hired vehicles ensuring that they are in good working condition all the time.
• Ensure that vehicle contractors carry out maintenance of the vehicles
• Makes sure that the Drivers are carrying out weekly vehicle checks.
• Be responsible of fuel stocks and making sure that the buffer stock is maintained.
• Responsible for the transport and movement of goods in the project and to other projects (loading and offloading goods).
• Supervise the drivers in all issues related to cars (license reports, accidents, police)
• Supervise drivers regarding all security measures during transport of goods or people.
• Responsible for the reporting and follow up of the vehicle service and fuel consumption.

Stock Management

• 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 Log Manager 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.

 Partner Management

• Checks the invoices and other supporting documents of the local partners (quality, amount, eligibility according to the signed budget plan with MdM), signs a list of expenses once checked with the partner
• Closely supports the partner in all admin/fin/log aspects (capacity building of their staff)

REPORTING

• Compile and share monthly report (into the proper reporting form) to the Field Coordinator, Admin coordinator & Log Coordinator
• Provide Field coordinator & Log Coordinator with a mission report and/or handover document at the end of your contract or before annual leaves.
• Ensure that all purchases files are fully scanned and properly archived (physically, SharePoint)

Others

• Coordinates with local authorities upon delegation or on request
• Coordination with other actors working in the Afar region
•  Any other tasks required or needed for the smooth running of the projects.

The Logadmin officer directly supervises Guards and cleaners at the base and other project facilities. This job description may be subject to permanent modifications following the evolution of the activities. These modifications will be defined and discussed between the employee and MdM.

Required Number: One

Employment Term : 6 month with possibility of extension, start immediately

Transportation allowance : ETB 1,300

Salary: 19,100.00 ETB

Hard ship Allowance -30% of Basic salary  

Reports to : Under the direct supervision Field Coordinator and technical link with Log manager and Admin manager in Addis. 

Job Requirements

  Educational Qualification 

• BA degree in Management, Accounting and Supply chain management and related fields.

Work Experience

• Minimum of 2 years experience as Administration and/or logistics officer

Skills and qualities required

• Experience on organizing and facilitating work shops and trainings
• Regional experience preferred.
• Familiarity with international humanitarian operations, coordination structures, and the mandates of donors, UN agencies, and other NGOs
• Good communication and interpersonal skills including negotiation and conflict resolution
• Strong organizational and team working skills
• Good cultural awareness and sensitivity
• Excellent command of English, both written and spoken, working knowledge of local language is an asset
• Ability to work under pressure and with limited supervision.

How to Apply

Interested applicants are required to fill the application form of the following link Application Form or in person at our semera officer and submit their CV with cover letter through mdm.recruitment2022@gmail.com with the subject Logistics & Administration Field Officer

Note : All the information that provided in the form must be true and accurate.