Médecins Sans Frontières-Holland

 Internal/External Vacancy Announcement

 Médecins Sans Frontières (also known as Doctors without Borders or MSF) is a private, non-profit, international humanitarian medical organization that intervenes in emergencies and crisis situations to relieve human suffering resulting from unmet medical needs. MSF observes strict neutrality with respect to politics and provides its assistance without discriminating on the basis of race, religion, ideology, or political affiliation. MSF’s members are required to respect humanitarian principles and principles of medical ethics at all times.

 MSF Holland is looking for: Deputy Logistics Coordinator (Technical)

 ·       Number of Position:  one·      

Place of work:      Addis Ababa·      

Terms of employment:  1 year  with a possibility of extension ·      

Remuneration and Benefits:-          Starting gross salary/month: 123,474.00 ETB-         

Medical Coverage : as per organizational scale-         

Transportation allowance: 2,200 ETB·      

Date of  application: December 27, 2023– January 6,  2024 

 Main Purpose Supporting the Logistics Coordinator or Logistics Coordinator-Tech or Logistics Coordinator-Supply - through delegated tasks and responsibilities – in the domain of technical logistics, replacing him/her in his/her absence. Supporting and collaborating with the Logistics Coordinator in designing, planning, and coordinating implementation of technical logistics strategies and support to the projects in accordance to and compliance with MSF technical standards and protocols in order to enable the development of the mission in perfect working conditions and optimize the impact of the medical projects.Works in close collaboration with the Logistics Coordinator, CMT, Technical logistics team, other departments and relevant HQ advisors in order to support implementation of medical activities in optimal working conditions to maximize the impact, ensuring adequacy of the means provided and compliance with MSF OCA’s technical logistics policies, standards, procedures and guidelines.

 Accountabilities 

•          PLANNING: STRATEGY & DESIGN

•          Supports Logistics Coordinator in defining mission-wide technical logistical strategies to support achieving strategic objectives as per country policy and control cycle plans, in line with OCA technical logistics policies, protocols and guidelines.    

•          Provides technical advice and input to technical logistics teams in coordination and projects for preparing activity resources plans and budgets for carrying out technical logistics support activities, as part of the control cycle planning & budgeting.   

•          Ensures that staff and management are aware of technical logistics strategies, ambitions and implementation plans.    

•          Collaborates with Logistics Coordinator in preparing mission emergency response scenarios and ensures adequate technical logistics/supply emergency response capacity is in place.          

•          Defines together with the Logistics Coordinator and technical logistics team, mission standard hardware and tools.  

•          IMPLEMENTATION: COORDINATION & STEERING

•          Supports Logistics Coordinator in implementation of MSF OCA's technical logistics activities in the mission: maintaining and implementing mission specific technical logistics strategies and tactics.             

R•          Supports Logistics Coordinator in coordinating technical logistics function in the mission, ensuring good quality of Biomed and Lab Logistics, Communication, Construction and shelter, Fleet management, ICT, Power and electricity, Air Operations (only if defined in “Mission specific Job accountabilities”), Water & Sanitation and Geographical Information systems, in line with relevant MSF OCA’s standards, policies and procedures.        

•          Supervises coordination technical logistics team and ensures good quality day-to-day support to the projects. 

•          Provides adequate technical logistics reference, advice, follow up and / or support for the projects in case of queries or issues.        

•          Supports Logistics Coordinator in preparing and implementing technical aspects of the risk reduction policy (applied security), transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, performing day-to day monitoring security rules observation and reporting to Logistics Coordinator in case of any problems.   Coordinates installation and maintenance of functional office space(s) and adequate lodging facilities as well as all the equipment required. 

•          Ensures proper use and maintenance of IT equipment and communication tools.            

•          Ensures working communication means in the mission, allowing permanent communication between capital, projects, other bases and HQ. Ensures all staff in the mission receive necessary training on how to use communications equipment available in the mission (e.g. satellite phones, HF/VHF radios, laptops, mobile phones, etc.).

•          Ensures adequate technical logistics reference, advice, follow up and / or support for the projects in case of queries or issues.        

•          Reviews and approves content and / or technical aspects of logistics related lease, purchase and service contracts, orders and expenses, in line with mission authorization table.    

•          Supports and coaches project technical logistics managers in training and guiding their teams to ensure good quality technical logistics support activities within the projects.    

•          Manages, coaches and develops direct reports in line with OCA human resource policies (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication).          

•          MONITORING REPORTING &  EVALUATION•

          Assists Logistics Coordinator in monitoring and evaluating the progress and outcomes of MSF OCA's technical logistics related activities in the mission on a regular basis to ensure that objectives are achieved and adequate support is provided to the medical team. 

•          Monitors alignment of technical logistics activities in the mission with relevant MSF-OCA’s policies, protocols and procedures and proposes adjustments / follows up in case of deviations.             

•          Monitors mission technical logistics activities, signals significant changes, issues and challenges to the Logistics Coordinator.       

•          Monitors and analyses developments in MSF OCA’s technical logistics policies, protocols and procedures and proposes changes to mission specific technical logistics strategies / approaches as needed.      

•          Supports Logistics Coordinator in reviewing and finalizing internal technical logistics (data) reporting as per standard OCA reporting requirements, including ACP, SCP, 4M/8M/12M reporting, departmental reporting, mission sitreps, and any specific additional reporting as agreed with the desk.

•          VOICE: NETWORKING – REPRESENTATION – COMMUNICATION – ADVOCACY

•          Supports Logistics Coordinator in maintaining good working relations with relevant external actors to create commitment for and negotiate technical logistics related terms and conditions of MSF operations.              

R•          Supports Logistics Coordinator in networking and collaborating with other MSF sections in country in development and implementation of logistics management strategies.                  

 MSF Section/Context Specific Accountabilities  

2b. Mission Specific Job Accountabilities (A) & Responsibilities (R) 

Technical Logistics management·      

Oversee and ensure all internal and external legal procedures are followed for construction and rehabilitation of facilities within the mission·      

Oversee and ensure Biomed and Energy equipment installation and maintenance·       Timely report of monthly technical logistic reports and Situation Report (Sitrep) for Coordination·      

Ensure 4M, 8M and 12M reports for Coordination are done on time·      

Ensures that staff and management are aware of technical logistics strategies, ambitions and implementation plans.·      

Defines together with the Logistics Coordinator and technical logistics team, mission standard hardware and tools·      

Ensures adequate technical logistics reference, advice, follow up and / or support for the projects in case of queries or issues.·      

Ensure the proper management of fixed assets and their disposal upon reaching end of life·      

Contribute to revision of logistics policies and standards

Staff management·      

Accountable for staff under supervisor·      

Participate in HR planning: integrate the work plan of the department with its HR supply and demand ·      

Recruitment: Coordinate with HR in JD development, employment  assessment and negotiation ·      

Performance management: cascade mission performance tool for staff under supervisor and ensure compliance, and implementation and close performance follow up and support.·      

Learning and development: coach and mentor subordinates on key competencies, champion the training and development philosophy of the mission and ensure training programs are impactful in the department. ·      

Ensure effective Employee relation management (e.g. grievance handling, disciplinary management etc).·      

Perform briefing and debriefing of staff – both local and international

Financial management·      

Participating in the preparation of project proposal and annual budget and all logistical support documents·      

Give feedback on Coordination office monthly financial expenses·      

Approves advance payment requests and procurement invoices according to the authorization matrix Supply management·      

Reviews and approves content and / or technical aspects of logistics related lease, purchase and service contracts, orders and expenses, in line with mission authorization table.·      

Review order overview for Coordination office and advise supply team on bottlenecks in consultation with the different function responsible.·      

Ensure that procurement procedures are followed and respected during service procurement for Coordination office·        

Field support and staff capacity building·       Coordinate support visits of the technical logistics department team members to the projects.·      

Visit the projects to support on key technical issues whenever needed.·      

Approach the field support in a mentoring and coaching spirit.·      

Regular field visits to support the team and as well for coaching, on job training.·       Mobility is requested from MSF staff, including assignments from their usual place of work 

 External and internal relations Internal:  - ·      

Holding meetings for technical logistic staff in coordination·      

 Holding meetings with other departments to facilitate smooth working environment.·      

Engage with other MSF sections to maintain a collaborative relationship External:·       Representing MSF in meetings with Authorities and other NGOs at the request or absence of the Technical Logistics Coordinator.

Other·      

Participate in explorations and assessments·      

Cover gaps in the field

• The responsibilities mentioned above are not exhaustive and other work can be required according to the needs of the mission.  

Job Requirements

Education

·         Essential technical/logistics degree/diploma.

• Computer literacy.

Experience

·         Essential working experience of at least two years in relevant jobs, experience with MSF or other NGOs in developing countries.

·         Desirable previous experience in emergencies.

Languages                      

·         Essential mission working language and good command of English.

Knowledge

·         Essential computer literacy (word, excel, power point and internet).

How to Apply

• Interested applicants should submit their CV and application of all supporting documents via THIS LINK