Logistician / Administrator (M/F) at Medecins Du Monde

TASKS AND RESPONSIBILITIES:

Under the responsibility of the field coordinator, you will carry out administrative, accounting, financial and logistics management of Damboa base, supervise the log/admin team and support the field coordinator in the management of security.

More specifically, you will be in charge of:

Logistics

• Ensure procurement in the respect of MdM procedures, guidelines and policies
• Follow the operational implementation of the stock and assets procedure
• Suggest, develop and implement tailor-made trainings to key staff together with the coordination team
• Supervise the log/admin team and provide guidance and technical support
• Provide regular reporting on activities to the logistics coordinator especially through standard monthly reporting tools
• Attend to meetings in line with logistics in Damboa, or on delegation of the field coordinator
• Ensure the regular order for the compound (food, water, cleaning products…)
• Ensure the maintenance of the base (electricity, repairs) and good living / working conditions. Depending on the problems, fix it with or without the owner
• Supervise the team of guards, including scheduling, in line with MdM HR policies
• Provide support in implementations of the water and sanitation (WASH) activities as well the Infection prevention and Control (IPC) in MdM premises
• Follow up vehicle rental framework contract
• 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 breakdown 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 log books are in place and are used correctly

Security

• Support the field coordinator in all aspects of security management for Damboa base
• Make sure that all communication means are in place and well used by the team
• Attend to security meetings on delegation of the field coordinator and network closely with logistics departments of other humanitarian actors
• Collect security reports and follow up
• Support the field coordinator in the update, dissemination, adherence of the security pack by the team

Administrative, human resources and finance

• Support the HR coordinator in ensuring the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, staff's development and internal communication…)
• Fill and ensuring all staff files are up-to-date including the staff database for Damboa
• Manage the filing, storage and security of documents
• Support the finance coordination in the review of MRs, evaluation grids by ensuring the donor and saga code are completed
• Supervise all disbursements, payments at the base level (in respect of donors’ budgets) and ensure the security of funds and safety of staff
• Work with admin officer in ensuring all entries in Saga are adequately supported
• Be responsible for the book keeping (accounting) of the base under the line management of finance coordinator. Prepare and supervise the monthly closing, review and integration of the accounting for their base
• Be responsible for the management of the base treasury and sending of cash forecast to country office on bi monthly bases; ensure the smooth transfer and security of funds at the base level
• Prepare and finalize the base fund forecast with Field coordinator and program managers
• Update the budget follow-up and forecast on monthly bases and conduct a meeting to share the results with the team in Damboa
• Participate and assist the finance coordinator in provision of data, preparation and timely submission of financial reports to donor/HQ and etc.

CONDITIONS OF EMPLOYMENT:
Status : Employee
Fixed-term contract
Duration : 6 months

• Starting date: As soon as possible
• Gross monthly salary: 2.548 euros
• Premium equal to one month salary paid in two instalments - minimum of 6 months seniority required
• Expatriation bonus (10% gross salary per month)
• Transportation cost, vaccines and visas covered
• Guesthouse housing
• 22.5 RTT (recovery days) per year
• 5 weeks of paid leaves per year
• Break policy every 3 months
• Health insurance (60% covered by MdM, 40% by the employee)
• Insurance (repatriation…)
• Médecins du Monde promotes trainings and internal mobility
• Single posting

SKILLS AND EXPERIENCE NEEDED:

• Experience in working in an international NGO in emergency contexts
• Experience in logistics, administrative, finance, and HR
• Essential working experience in developing countries and conflict / post conflict context
• Strong interpersonal and intercultural skills
• Able to prioritize and anticipate; reactive and flexible
• Ability to work under stressful situation
• Good communication skills
• Excellent Organizational skills
• Excellent knowledge of Windows environment (word, excel)
• Languages: English is mandatory, knowledge of Hausa, Fulani or French would be an asset.
• You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.

TELEPHONE APPLICATIONS WILL NOT BE ACCEPTED

• Médecins du Monde reserves the right to fill the vacancy before the closing date for applications.
• MdM stands up for the integration of people living with disabilities and fights against discrimination.