Logistics Officer for Coordination at Medecins Du Monde

The Coordination Logistics Officer works under the Supervision of the Logistic Coordinator. He/She supports the Base Logs for all support needed in the base (office and guest house) function including: Fleet management, Energy management, Facilities management, Equipment and stocks management, Procurement, Project team support, Monthly Logistic Reporting.

TASKS AND RESPONSIBILITIES

Objective 1 : Equipment and stock Management

• In collaboration with the Base Log/ Admin, anticipation for the need for equipment for the base.
• Ensure the good usage and maintenance of MDM equipment, (cleaning, security, protection; maintenance) with proper inventories.
• Keep a proper inventory of stocks where applicable and report regularly.
• Ensure tracking of equipment, labelling and update on monthly basis the asset equipment list;
• Ensure that each equipment has an ID Number if not must refer to his/her supervisor,
• Ensure the proper use and handling of VHF Radios by all users.

Objective 2:  Ensure Logistics Supply Chain, review and prepare all documentation

 

• Provide support in periodic market survey and analysis;
• Ensure best value for money by reviewing available prices & quality, quotation validity, leadtime;
• Verify new suppliers references, existence and conduct due diligence;
• Review and confirm all Mission request (MR) before processing ,ensure that MR includes all required specifications and supporting documents;
• Update and share the consolidated Procurement Follow Up (PFU) on weekly basis,
• Follow up the importation and clearance process of international shipments
• Support the Capital Liaison Officer in speedy processing of Expatriate VISA  and flight payments. 
• Prepare Request for Quote (RFQ) , prepare Evaluation Grid (EG) and get approval according to MdM standard procedures ;
• Prepare Purchase Contract or Supplier Purchase Order (PO) and coordinate suppliers during the delivery of the goods and services specific to the Mission.
• Participate in tender processes and take minutes;
• Support the LogCo in monitoring SharePoint procurement documents archiving and providing a report on gaps every quarter (March, June, September, December);
• Update the price catalogue with new purchase prices and/or suppliers or at least every two months;
• Maintain an updated supplier database for the Mission;

 

 

Objective 3:    Negotiating supplier framework agreements and contracts

• Support the Capital Liaison officer in sourcing for services (Hotel accommodations, repair and maintenance services)
• Support the ICT officer in the purchase of ICT related materials
• Prepare Procurement Dossiers for framework agreements and contract and update relevant monitoring tools (Procurement Follow Up and Contract Follow Up) ;
• Liaise with contractors/suppliers to ensure compliance with the contract, including initial meeting;
• Collect and prepare any supporting documents related to contract implementation or modification;
• Communicate to line manager any deviation from the initial contract.
• Ensure that all documentation required as per contract is provided by both parties;
• Collect and review all delivery documentation;
• Prepare payment transaction according to delivery and contract payment terms.

 

Objective 4: Facilities Management

• Ensure on time repair & maintenance of Generator
• Monitor the usage  of fuel for vehicles and generator
• Monitor local procurement of goods and services for the Base according to the MdM Procurement  procedures
• Assess the vehicle needs for a base in relation with project & office activities
• Ensure the rehabilitation of premises & regular check.
• Ensure the participation of logistics in the selection of premises for projects & offices
• In collaboration with the ICT officer, Ensure that communication means are available for professional work (internet, telephone etc.)
• In collaboration with the Base Log/Admin, conduct the logistics assessments in the field whenever required, and provide the support to the team in the field.

 

Objective 5: Fleet Management

• Responsible for supervising the logistic support Services in collaboration with the Base Log/Admin for all bases.
• Ensure the efficient management of resources (fleet, Assets, utilities)
• Ensure the good weekly vehicle planning
• In collaboration with the drivers and car, hire vehicle to ensure on-time repair & maintenance of the fleet vehicle.

Objective 6: Base Meeting and Report

• Participate meetings with logistics base staff or take meeting minutes for staff base meetings as required, in close collaboration with the log base
• Participate in logistics meetings and programs for the movement planning once a week,
• Participate with the Base Log/Admin at the monthly SITREP, each mast week of the month
• Participate with the Base Log/Admin at the Logistic monthly report each end of the month (vehicle and generator fuel and maintenance follow up, Asset equipment inventory, none asset inventory, purchase follow up) etc.
• Field visit report should be done in case of any clinic visit, and send it to the base Log/Admin.
• Collate and analyze reports from all bases and report to Logistics Coordinator
• Share consolidated Contracts and Procurement trackers with the Logistics Coordinator monthly.

Additional responsibilities

• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and responsible for reporting and communication of progress and achievement of the specific assigned task.
• The Logistics Officer should be flexible and adaptable with regards to the implementation of the daily work/activities.
• The Logistics Officer is expected to conduct all duties in a professional manner following MdM Nigeria mission staff regulations/code of conduct and humanitarian charter;

Internal & External relationships

Internal

• Logistic Coordinator :  Hierarchical relationship: integrated approach - Coordination - sharing of information - Technical Support -  exchange of information and collaboration on procurement  matters
• Supply officer:  exchange of information and collaboration on procurement matters.
• Finance Coordinator/ Base Admin: exchange of information and collaboration on procurement  matters
• Capital Liaison Officer: exchange of information and collaboration on procurement  and transport matters
• Others (Programme):  exchange of information and coordination validation of procurement through signature of Logistics and procurement flow documents.

External

• Service Providers & Vendors  : working relation ,  exchange of information, coordination,
• Local representatives of international aid organizations : exchange of information

POSITION REQUIREMENTS

QUALIFICATIONS

• A Higher National Diploma or Bachelor degree in Business Administration OR Logistics OR Purchasing and Supply.
• Certification in CIPS, Supply or Logistics desirable. 

SKILLS & EXPERIENCE

ESSENTIAL

• Min 3 years’ extensive experience in procurement and/or logistics capacity management and coordination, preferably in Humanitarian or development work.
• High level of Integrity and Transparency.
• Strong Organizational skills combined with the ability to coordinate a diverse range of people and responsibilities.
• Ability to organize and prioritize workload, using initiative when appropriate and demonstrate good judgement.
• Possess strong analytical, communication, interpersonal and negotiation skills.
• Effective multi-tasking skills with ability to coordinate and handle pressure/ stress well.
• Flexible, able to live and work in a stressful and insecure environment.

PREFERRED

• Previous experience working for NGOs an asset, particularly international and/or health related NGOs
• Fluency in one or more National/regional languages an asset