Logistic Manager at Medecins Du Monde

Location: Maiduguri, Borno

Main Responsibilities
The Logistics Manager oversees:

• Supporting the Logistics team to run the logistics affairs of the Maiduguri Base including management of the guesthouse, office / facilities, warehouse, supply chain of the base as well as supply chain support to MdM Damboa Base;
• Follow-up the logistics activities to facilitate the operational part of the project with the resources, procedures and tools as defined and/or directed by the Logistics Coordinator (LogCo).
• More specifically and in accordance with the priorities and action plan will be given by the Logistics Coordinator in close collaboration with the Field Coordinators.

Working Relationship

• Hierarchical link: Logistics Coordinator
• Functional link: Logistics Coordinator
• Team under his/her direct supervision: The Logistics Officers
• Team under his / her indirect supervision: The MdM Maiduguri logistics team

Roles
Supply for the Implementation of the Base and the Program:

• Ensure the follow-up of the supply for the base and the project: reception of orders, selection of the procedures needed, purchasing, packaging, organizing transport and delivery
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Receive, approve under supervision of the coordination and process requests for quotes and internal order forms
• Supervise the preparation of purchasing documents and draft the contracts in Coordination with the LogCo and FinCo
• Select suppliers and negotiate prices, deadlines, and delivery methods
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Ensure that purchasing documents are complete and archived in keeping with MDM procedures
• Regularized all purchases files (signature to have, derogation letter…)
• Update of price lists and supplier files
• Update the purchase follow-up tools
• Implement the risks management SOPs and take diligent measures to ensure potential supply chain risks are prevented and/or reported accordingly.

Vehicle Fleet Management:

• Negotiate vehicle rental contracts in line with existing framework
• Supervise the team of drivers, including scheduling in line with MDM HR policies
• Supervise the planning and execution of maintenance and repair work on mission vehicles
• Establish vehicle movement schedules
• Ensure that a complete vehicle breakdown repair kit is available on board all vehicles
• Ensure that drivers are aware of their obligation to adhere to MDM safety rules and procedures
• Check that vehicle logbooks and other mandatory or legal document are in place and are used correctly

Equipment & Asset Management:

• Ensure tagging of all MdM assets is done
• Ensuring proper repairs and maintenance of equipments and assets
• Organizing for disposal of obsolete equipments and assets using the recommended procedure
• Proper record keeping of all organizational equipments and assets.
• Ensure the equipments and assets register is well maintained and updated
• Follow up on incident reports for damaged or lost equipment and assets.

Warehouse / Stock Management:

• Ensuring warehouse security and personnel safety is observed
• Spot check on all warehouse records i.e., stack cards, ledgers and database are up to date and accurate daily
• Ensuring the management of contingency/ buffer stocks is well done
• Ensure warehouse management is done according to established SOPs and train the Warehouse Officers on same.

Compound and Facility Management (Office, Guesthouse, and Health Facilities):

• Ensuring safety of our staff within the compounds i.e., hazard free working environment
• Ensure firefighting equipment’s are placed on strategic positions
• Ensure clear accessibility to all areas of concern within the compounds
• Ensuring that we have lights, water and other compound necessities all through
• Conducting random checks within our compounds in the mornings and evenings

IT & Communication:

• Ensure there is stable and reliable internet by ensuing effective tracking systems of contractual obligations, etc.
• Support and ensure the rollout and use of VHF communication system
• Ensure there is proper management of the VHF radios i.e., repair, configuration, use etc.
• Support in the training of staff on VHF use and communication

Base Maintenance (Guesthouse / Office, Pharmacy):

• Ensure the regular orders for the guesthouse (food, water, cleaning products…)
• Ensure the maintenance of the base (electricity, repairs). Depending on the problems, fix it with or without the owner in keeping with provisions of the lease contract
• Upgrade and develop facilities for the leaving area of the expatriate
• Supervise the team of guards, including scheduling, in line with MDM HR policies

Construction Activities Management:

• Monitoring on the construction activities in case of anyone.
• Reviewing construction progress report.
• Reviewing certificate of completion
• Review tenders, BoQs, designs and drawing for construction
• Follow up to ensure the technical Plan and BoQ are strictly followed

Security:

• Support the Logistics Coordinator in all aspects of security measures for the mission
• Attend to security meetings if requested from the Field Coordinator
• Ensure implementation of the security protocols by the drivers and guards, as well as through procurement procedures and any other areas of work

Team Management:

• Recruit and monitor the performance of the logistics team through regular appraisals and action plan follow-up
• Provide technical support to the logistics team and if needed, training sessions
• Organize regular meetings, briefings and debriefings with the logistics team
• Assist the Deputy Log Base in maintaining good inter-team communications, engender good team dynamics, and take suitable action when problems occur

Reports:

• Mission Request Follow up to be shared to Logistics Coordinator
• Stocks/ inventory reports to be shared to Logistics Coordinator
• Equipment and Asset reports to be shared to Logistics Coordinator
• Fleet and generator reports to be shared to Logistics Coordinator
• Monthly narrative to be shared to Logistics Coordinator

Others:

• The list of missions is not exhaustive and may be changed to reflect developments and specific needs.

Conditions of the Job:

• Regular field visits to sites of intervention

Skills Required
Training & Experience:

• Degree in Logistic/Supply/ Management/Business Administration
• Qualification from a professional body (eg CIPS, ASCM, IPSCMI etc.)
• At least 6 years of professional experience in Logistics
• At least 4 previous experience with an INGO is required
• Experience in fleet management, supply chain and stock
• Experience dealing with suppliers and following procurement procedures

Skills:

• Excellent organizational skills
• Ability to work quickly, under pressure, with short deadlines
• Negotiation skills
• Flexibility, Reactivity, anticipation, and adaptability
• Respectful and integrity
• Able to work and live in challenging security context

Hard Skills:

• IT - Excellent knowledge of Windows environment (word, excel)
• Languages - English is mandatory (oral and written), and knowledge of country languages such as Hausa, Kanuri, would be an asset.