Logistician / Administrator at Medecins Du Monde

Location: Damboa, Borno

Main Responsibilities
The Logistician / administrator is in charge of:

• Logistics
• Finance / Admin
• Human Resource
• Support Field Coordinator on matters of Security

Working Relationships:

• Hierarchical link: Field coordinator
• Functional link: Logistics coordinator, HR coordinator and Finance coordinator all based in Maiduguri

Roles
Logistics:

Procurement and Logistics compliance:

• Ensure procurement in its area of responsibility and in the respect of the MDM procedures, guidelines and policies.

Asset and stock Management:

• Follows the operational implementation of the stock, equipment and assets management as per MDM procedures, guideline and policies.

Technical Support & Capacity Building:

• If needed, and in coordination with Maiduguri support coordination team and Damboa Field Coordinator, suggests / develop / implement tailor-made trainings to key staff.
• Supervise the log / admin team and provide guidance / technical support.

Communication and representation:

• Suggest, where needed and identified, introduction of simple management tools to logistics Coordinator.
• Provide regular reporting on his / her activities to the Logistic coordinator upon his / her solicitation (coordination meeting, bilateral meeting, etc.), especially through MDM standard monthly reporting tools;
• Attend to meetings in line with Logistics in Damboa, or on delegation of the Field Coordinator.

Base Maintenance (guest house / office, pharmacy):

• 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.

Water and Sanitation Activities

• Provide support in implementations of the water and sanitation (WASH) activities as well the Infection prevention and Control (IPC) in MdM premises.

Vehicle Fleet / Generator Management:

• 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 for both gensets/ vehicles
• Ensure proper and timely servicing and maintenance of vehicles and gensets
• Proper management of fuel

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 Co and network closely with logistic 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.

Reports:

• Share with the Logistics Coordinator logistical report on monthly basis as per agreed timelines using the correct templates.

Human Resource:
Human Resources and Administrative:

• Supporting 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…).
• Filing and ensuring all staff files are up-to-date including the staff database for Damboa.
• Manage the filing, storage and security of documents

Finance / Admin:
Finance:

• Support the Finance Co 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 and keyed in.
• Responsible for the bookkeeping (Accounting) of the base under the line management of Finance Coordinator. Prepare and supervise the monthly closing, review and integration of the accounting for his / her base before sending to the coordination.
• 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.

NB: This list of activities is not exhaustive and may change depending on the situation.

Conditions of the job:

• Regular field visits to sites of intervention or assessment.

Job Requirements
Qualification:

• Candidates should possess a Bachelor's degree with at least 5 years work experience.

Skills Required:
Training & Experience:

• Experience in working in an international NGO in emergency contexts.
• Experience in logistics, administrative, finance, and HR

Soft skills:

• 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.

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 or French would be an Asset