For more than 30 years, Médecins du Monde (MDM), a campaigning medical organization committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies. Those working for this independent organization do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations. MdM currently works in 44 countries across all continents where it focuses on 4 priority areas: caring for the health of migrants and displaced persons, promoting sexual and reproductive health, harm reduction associated with drug use, emergencies, and crisis.

Médecins du Monde is operating in Ethiopia since 1986 in different types of health projects from long-term interventions to emergency response.

MdM France has concentrated its efforts on projects related to basic access to primary health care (projects centered on rural health facilities and isolated populations), reduction of maternal mortality through improved quality of obstetric care, promotion of sexual and reproductive health rights including protection against gender-based violence, provision of Mental Health and Psychosocial Support (MHPSS) and reduction of malnutrition.

After a period of uncertainty, the mission has recently significantly grown. Although the Covid-19 pandemic was a challenge for the teams and the programming, in 2020 and 2021 it has expanded with its current programming in Semera (Afar) and Chinaksen (Oromia) where MdM France leads a consortium with COOPI and MdM Germany, and solid prospects for intervention in connection with the conflict in some parts of the country. The mission has also reshaped after the handover of its project in Somali region to MdM Germany in May 2021. Towards the end of 2022, security situation in Tigray region improved following peace agreement and in 2023, MdM plans to intervene in Tigray, to provide integrated primary healthcare services.

Position Title: Deputy Logistics Coordinator

Duty station:  Ethiopia, Addis Ababa    

Employment Term: 12 months contract with possibility of extension

Basic Salary: 67,392.00

Reported to:  Logistics Coordinator, 

The job holder has a close internal work relationship with the following departments/units and/or functions:  

• Finance department for facilitating payment for the service provider

• Programs and other functional departments for providing support

• Field teams to provide guidance and support matters related to logistics.

• HR for recruitment of team

External: The job holder has a close external work relationship with the following:  

• Rental vehicle service providers for seeking the required services 

• Hotels for seeking the required services and performance feedback 

• Ticketing agents for seeking the required services 

• Security service providers for payment and feedback on their performance

• Different Government Authorities

Required positions: 1 (One) 

Date of the announcement: 15/08/2023 

Deadline to apply: 31/08/2023.

Job Summary

The position holder will be responsible to coordinate and monitor transport services, inventory management services, office management, and administrative services for the Médecins du Monde country programs as per the organization’s policy manuals SOPs and standards. 

In addition, the job holder is responsible to manage and monitor rental vehicles, MEDECINS DU MONDE fleet utilization, logistics and administration-related budget utilization, allocation of office supplies, up-to-date general maintenance of MDM offices, lease contract preparation, processing payments of lease agreements, team management, conducting other related administrative activities.

Essential duties and responsibilities. 

Vehicle Fleet Management (20%)

• Perform effectively all vehicle fleet management activities including, technical inspection, vehicle scheduling and allocation, equipping the vehicles with all the necessary safety and recovery items, PO preparation and payment for rental vehicles and reporting, and other related activities. 

• Receive vehicle requests in a timely manner in the form of completed PR from different departments and projects areas

• Communicate timely and place orders to the vehicle suppliers to send vehicles for inspection. 

• Process payments for rental vehicles with all the necessary documentation. 

• Handle aptly replacement of rental vehicles when deemed necessary for different reasons. 

Coordinating the office operation (10%)

• Coordinate the front desk service and liaison activities effectively. 

• In collaboration with the procurement team, process the selection and contractual agreements with hotels, guesthouses, and air-ticketing organizations; maintain documentation and database of all agreements, amendments and other relevant documents

Asset Management (15%)

• Undertake successfully all asset management activities including regular updating of the asset master database with the right custodians, addition of new assets and disposal of assets, tagging of assets, facilitating asset disposals, and related activities.

• Ensure the appropriate recording of all the assets of the country office and all the necessary information is filled in the asset register sheet  

• Update regularly of the asset master data sheet

• Identify timely the assets for disposal and collaborate and provide assistance during disposal of the assets

• Follow-up on and ensure the proper functioning of office equipment and  telecommunications systems including office telephone, office fax, satellite telephones for all offices in consultation with ICT Unit

Stock Inventory Management and Distribution Management (15%)

• Conduct effectively all stock inventory management activities including having purchased items inspected, receiving and updating inventory balance, issuing and distribution per approved request, recording the inventory transaction by ensuring proper stacking and safety in the warehouse, and other related activities. 

• Ensure inspection of all supplies received from suppliers and appropriate documents are completed for issuing and dispatching

• Manage the effective and proper registering of the stock transactions are completed  

• Facilitate periodic inventory taking by ensuring proper handling of the stocks to avoid theft, spoilage, damage, etc. 

• Generate timely periodic stock reports by the end of every month. 

Office and Warehouse Lease Contract Administration (15%)

• Administer office and warehouse lease contracts effectively and efficiently.  

• Handle accurately the lease contract preparation and presenting for signature, processing payments of lease agreements as per the terms and conditions of the lease agreement

• Maintain an up-to-date file of all leases, including walk-through inventory lists, Médecins du Mondes of deeds, rental payments and other documents related to rented facilities. Maintain a spread sheet of details for all leases agreements, amendments and other relevant documents.

Supervision of Office Security and Cleaning Services (10%)

• Oversee and supervise office security service handlings efficiently and effectively. 

• Ensure that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed

• Provide guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement, etc.) and ensures their proper implementation

• Establish security guard schedule and provide training/orientation for new guards; weekly schedules and duty roaster for the guards in collaboration with the Senior Security Guard.

• Oversee and supervise the day-to-day and periodic office cleaning service handlings efficiently and effectively. 

Budget and Payment Handling and Facilitation (5 %)

• Collect budget on time from different projects and charging in coordination with budget holders and finance 

• Ensure the effective and timely handling of bills of  utilities including water, electricity, telephone, internet, and other utilities

• Collecting and charging overhead costs from different grant coordinators for telecom service, utility, office rent fee and other service payments  

• Ensure the administration-related budget is available and well-managed for effective and efficient operations 

Team Performance Management (5%)

• Manage effectively the team performance including coaching, motivating, assignment of tasks, providing guidance and feedback on their performance, and conducting performance appraisal, etc.  

• Manage and measure the performance of rental vehicle service provider and providing feedback on the gap against the contract

Reporting (5%)

• Providing monthly, quarterly, semi-annually and yearly logistical reports.  

Leadership and business Management Competencies  

Leadership Competencies 

• Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International's purpose.

• Set high standards for self and others' behavior, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.

• Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.

• Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.

• Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.

• Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them utilize their potential.

• Accept change and support others in adjusting to it, helping them understand.

Business Management competencies 

• Aware of the processes, institutions and organizations that shape the development and humanitarian context. Understands their local operating environment, demonstrating political, social and cultural awareness.

• Aware of the different structural and governing elements, including national organizations, global hub, regional hubs, country offices, liaison offices, members assembly, international board, and the leadership team

• Applies the Code of Conduct principles to their work activities.

• Understanding relevant sectoral context including how the sector operates in terms of funding and governance and awareness of organization values, and global strategy

• Regularly undertakes and interprets risk assessments, assigns ownership of risks, and manage oversight.

• Designs job roles in line with organizational need, considering the external labor market. Understands the current pay and grading system.

• Identifies current and future personnel needs aligned to the workforce plan. Manages risk by reviewing capability and capacity against future requirements.

• Understands the procurement cycle and supply chain, including the importance of good procurement planning.

Job Requirements

Educational Qualification and Professional Experience

• Education at BA Degree level such as Logistics, Supply Chain Management, Business Administration, Management, Economics and any other related field of studies

• 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

• Demonstrable driving qualification and experience 

• Demonstrated experience scheduling and managing service requests   from multiple departments

Skills and qualities required.

• Be able to prioritize.

• Team player

Languages

• Fluency in English language is required 

• Knowledge of local languages is a desirable

How to Apply

Interested applicants are required to fill the application form through the following link  CLICK HERE (Note: All the information that provided in the form is true and accurate) and submit your CV with Cover letter through mdmrecruitment2023@gmail.com with the subject Deputy Logistics Coordinator

NB:   *Only shortlisted candidates shall be contacted. 

*Female applicants are highly encouraged to apply

We will only accept applicants who agree on the salary and length contract mentioned above.

Early application is advantageous we will start the longlisting before end date of the vacancy