Job Description

Context of the mission 

Médecins du Monde (MDM) France 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 responses.

The mission in Ethiopia is undergoing structural changes in 2021 with previous bases and activities in Somali Region being handed over to Medecins du Monde Germany. In addition, the geographical coverage of Medecins du Monde France in Ethiopia is expanding. In addition to continuous operations in Afar region, new bases and projects being set up in other parts of Afar Region (Around Yalo), & Oromia Region (Chinaksen).

In response to the conflict that started in the Tigray Region and that has spread to both the Amhara and Afar Regional states, MdM is setting up an emergency response project in Yalo Woreda, Afar Region. The Field Coordinator is a key position in this project supporting the different departments and working in partnership with the regional Health Bureau (RHB). The intervention will be based in both Gubidora and Udeyle Health Facilities and one mobile clinic.

This job description may be subject to modification following the evolution of the activities. These modifications will be defined and discussed between the employee and MdM. 

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

 Job Summary 

 He will have a technical reporting line to the log manager Addis Ababa. S/he will be the direct manager of the guards and the cook/cleaner

Essential Duties and responsibilities

• Implement all logistics operations at the Base level, ensuring that procurement policies and procedures are strictly followed.
• Ensure the principles for awarding contracts are observed (equity, transparency) and the desired quality of services, supplies, or works is obtained at the best price.
• Work closely with program and administrative departments and provide logistics support to the field sites;
• Act as Focal Point for the Logistics Department at Jigjiga level.

PROCUREMENT MANAGEMENT

• In coordination with FieldCo and Finance Officer, prepare on a monthly basis the forecasts of purchases.
• Be responsible to ask financial advances to Finance Administration Officer in the beginning of the week and then justify the expenses at the end of the week following MDM procedures.
• Ensure that MDM and donor procurement policies and procedures are strictly followed.
• Manage 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.
• Optimize all logistics operations to increase cost effectiveness including setting up longer-term supply contracts in collaboration with Finance Administration Officer.
• 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.

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.

 TRANSPORT MANAGEMENT

•  Contribute to the renting of vehicles for the programme activities
• Ensure the respect of MDM vehicle management procedure;
• 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.

 PREMISES MANAGEMENT: 

• 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 premise

COMMUNICATIONS

• Ensures all staff benefits from proper training on how to use communications equipment available in the mission, i.e. satellite phones, GSM, smartphones, computers, etc.
• Ensures that all numbers and E-mail address are updated and available to all staff in the mission.
• Ensure that the computers and network maintenance is followed.
• Ensure the security and the follow up of the communication and IT equipment (and supplies) on the mission (identification, inventory, affectation) ;
• Assures the good maintenance of all communication equipment (phones: landlines, mobiles, sat phones, etc.…) in the project.
• Briefs all new arrived staff (international and national) about the communications in the project and the equipment functioning.
• Supervise the work of computer maintenance personnel keep the field coordinator informed about all related issues
• Supervises the well maintenance of Internet (provider, server, consumption, service, etc.…) contracted by the project.

EMERGENCIES

• Participates in any emergency activity or exploratory visit in or out of the MDM area of work, being prepared to intervene directly and assume the management of logistics activities and staff

SECURITY MANAGEMENT

• 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.
• Ensure systems mitigation risks from fraud, corruption and insecurity.

TEAM MANAGEMENT AND NETWORKING

• Management of assigned team (Drivers and Guards) ensuring all duties are carried out and HR guidelines followed.
• Responsible for capacity building and appraisals of assigned staff.
• Ensure that all new staff are trained on logistics procedures.
• Actively participate in base meetings.

REPORTING

• Centralize all logistics information available on the mission and consolidate a monthly report (into the proper reporting form) to be delivered to the Field Coordinator & the Log Manager
• Provide the Field Coordinator & the Log Manager with mission reports 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)

This job description can be modified according to changes in MdM activities or in the context.

Employment Term: 4 month with possibility of extension, start immediately

Transportation allowance -1,300

Hard ship Allowance -30% of Basic salary 

Reported to: under the direct supervision of the field coordinator

Job Requirements

Educational Qualification

• BA Degree in procurement and supply management ,Logistics and supply chain management 

 Work Experience

• At least 3 years of work experience in logistics and supply position  

 Skills and qualities required

• Strong organizational skills in emergency situations and autonomous in daily operations
• Previous experience of working in logistics for INGOs
• Excellent reporting skills
• Good communication skills
• Working knowledge of English is essential
• Fluent in Microsoft Word, Excel, and PowerPoint
• Showing flexibility, reactivity, anticipation, adaptability;
• Capacity to work and to live in a remote and isolated area
•  Experience/knowledge of the Somali region is a plus

How to Apply

Interested applicants are required to fill the application form at the following link https://forms.gle/5LJJbKYpxT47rdmTA (Note : All the information that provided in this form is true and accurate) and submit their CV with cover letter through mdm.recruitment2022@gmail.com with the subject Logistics Officer.

We are expecting the final approval of Afar National Regional State Health Bureau to proceed with the hiring process; however, we are confident that the MoU will be signed in a short period of time. Hence, it is subject to approval of funding.