Logistics Assistant at Medecins Du Monde

SUPERVISOR: Deputy Logistics Coordinator

MAIN RESPONSIBILITIES

Under the supervision of the Deputy Logistics Coordinator, the Logistics Assistant will be responsible for the following activities:

• Realize purchasing at the better prices and qualities
• Realize the purchasing files
• Maintenance of Guesthouse / Office / Warehouse

TASKS DESCRIPTION:

  Purchasing          

• Realize local purchasing of goods for the mission, upon instruction of the Logistician and according to the MdM Purchasing procedures
• Purchase goods ensuring the optimum price/quality ratio on the market
• Collecting quotations and checking prices for purchase of goods and services
• Ensure that the suppliers fill in all receipts/invoices for local purchases correctly
• Upon request by the Logistic Coordinator carriers out a market survey in collaboration with the Admin team
• Ensure the delivery of all purchased items to the requester, collects the proof of delivery and proceeds to the validation of the invoices by the Admin team
• Keeping and updating all logistic filing system
• Responsible of a weekly allowance: ask the advance to the admin and justify them before the end of the weekend the end of the month following MDM procedures (preforms, invoices, purchases files, contracts…).
• Do not accept money, loans, credits, gifts, entertainment or commissions from past, present or future suppliers.

 Stock Management

• Check, record and put away goods received, under the supervision of the Logistician
• Regularly check inventory levels (physical counts).
• When an order is received: Check the number of packages, check packaging and content and inform the log-admin of any problems (missing or damaged goods, etc.).
• After receipt, puts the goods away following instructions of the log-admin
• After receipt, immediately update the stock cards, recording the reference number of the receipt document, and put the goods away.
• Ensure that all items are well organised and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).

Vehicles:

• Responsible for the maintenance of the cars: be sure that the drivers realize daily/weekly maintenance and give feedback to the referent of maintenance needs
• Supervise activities of driver for filling the logbook and explain them if there is some mistakes
• Fill the vehicle monthly follow-up document
• Organise movements of car following movements planned and affected the drivers to the movements

Guest House, Office:

• Responsible for the maintenance of the equipment in the whole office & GH
• Follow up the repairs when needed: contact the repairers and buy material needed

OTHERS:

• Establish good relationship with the different departments in order to have a smooth implementation of MdM project.
• Be flexible in performing his/her duties to ensure that beneficiaries are getting good quality services.
• Inform immediately the security focal point in case of any security problem.
• Perform other duties on request of the Deputy Logistics Coordinator and coordination team.

PROFILE:

• Education: Bachelor degree and above
• Professional Experience 2 Years
• Additional Skills: Ability to work in low resource field environments.
• Language Skills: Fluent in English (Speaking, Reading, Writing)
• Kanuri and Hausa are added advantage.
• French an asset
• Personal Skills: Ability to work under tight deadlines, team-work, negotiation skills and flexible working hours

Because of the emergency relief nature of MDM’s work, working hours may be irregular and employees are expected to be flexible in their approach to working hours under emergency conditions.

He/she works under the supervision of the Logistics Coordinator.

The employee shall respect Médecins du Monde - France’s schedule and Terms and Conditions of Engagement for National Staff and is expected to be available anytime in order to answer to an emergency situation and be flexible and available beyond normal working hours if requested.

This job description can be modified according to changes in MDM activities or in the context. It can be amended at any time after mutual consultation, in order to fit the requirements of the programs.