Base Logisticians at Médecins du Monde

Location: Damboa

Contract Length: 6 months with possibility for renewal
Under the direct supervision of the Base Manager/Field Coordinator and under the technical supervision of the Logistics Coordinator, the Base Logistician will be mainly responsible for the below objectives.

Main Objectives

• Damboa Base Setting Up
• Supervising the supply chain – particularly pharmaceuticals
• Supervising the logistic support
• Support / Assist in Security Management
• No teamLogistics Reporting

Logistics Coordination

Objective 1: Base Setting Up/ Damboa

• Through the strong support of Maiduguri Logistics, set up the Damboa base which is currently under process
• Ensure proper contract is made with the landlord and Follow up the implementation of contracts accordingly
• Ensure the rehabilitation works of the new base under set up is done as per the agreement between MDM and the Landlord
• Ensure all the required standard is in place in the new base set up as per the agreed deadline with the immediate supervisor

Objective 2: Responsible for supervising the supply chain

Activities:

• Ensure the implementation of MDM supply procedure
• Monitor the supply team to follow the deadlines, delivery dates
• Make sure that all purchase done by following the financial plan, cash forecast
• Make sure that purchase  follows the quality control procedure
• Check the Purchase dossier before sending to Maiduguri, make sure the stores are managed according to MDM  standard (acceptable level)
• Make sure that supply team conducts Physical inventories for stock regularly
• Anticipate the transport needs for projects & office activities
• Make sure the safe & on time transportation of projects material to the field or between warehouses
• Anticipate the supply activities related to projects and convey to purchaser on time
• Participate in project assessments & planning as required

Objective 3: Responsible for supervising the logistic support

Activities:

• Ensure the efficient management of resources (fleet, IT, utilities)
• Ensure the good weekly vehicle planning
• Ensure the on time repair & maintenance of fleet (vehicle, generators,)
• Monitor the purchase of fuel for vehicles
• Anticipate the vehicle needs for base in relation with project & office activities
• Ensure the good usage of MDM equipment and update asset register regularly
• Ensure the tracking of equipment as per MDM procedures
• Anticipation for the need of equipment for the base
• Ensure the rehabilitation of premises & regular check
• Ensure the participation of logistics in selection of premises for projects & offices
• Ensure that communication means are available for professional work (internet, telephone etc.)
• Make sure proper utilization of IT equipment
• Conduct the logistics assessments in the field whenever required, and provide the support to team in the field.

Objective 4: Assist/Support in Security Management:

Activities:

• To ensure that security / safety rules followed by all staff during working time and use of MDM premises / facilities
• Information collection related to security situation in the area
• Incident reporting
• Implementation of security / safety rules (first aid kits, firefighting equipment etc.)
• Assist field coordinator in updating  security plan

Objective 5: Team management

Activities:

• Adaptation of team according to the workload (including daily labour & temporary recruitments) – specifically drivers and guards
• Support the team in making work plan & prioritizing of task and follow-up
• Provide technical support to team on logistics’ issues
• Make sure that JDs for staff under his/her supervision are updated
• Participate in the relevant recruitments
• Conduct the appraisal interview for staff under his/her supervision
• Participate in disciplinary actions
• Identify the training needs conduct/ arrange the training for them
• Make sure HR rules / guidelines followed in management of team with support from Head Office HR department

Objective 6: Reporting

• Make sure the information flow in terms of reporting
• Collect the data for reporting & analyse and give recommendations
• Send the monthly reports (Narrative Report, Procurement Tracking, Asset and Warehouse Report including Monthly Vehicle Summary) to the supervisor and his/her technical manager(Logistics Coordinator) at Maiduguri

Objective 7: Coordination

• Make sure the coordination among the Logistics team (sharing of information)
• Make sure the coordination between logistics & technical departments on logistics issues
• Ensure the submission of monthly cash forecast on time, coordinate with administration to finalize (participation in cash forecast meeting)
• Conduct the weekly logistics meeting (planning etc.)
• Participate in weekly base meeting

Objective 8: Programme Support

• Ensure the MDM clinics are able to access materials from either Damboa or Head Office
• Provide on-site logistical support to the MDM clinics in Damboa

Level of studies:

• University Degree / Diploma in Logistics Management, or close subject matter
• At least 2 years of experience in field of Logistics with INGO

Required skills Management experience - Good organizer - Diplomacy - Rigour (on procedures)- Experience in supervising a team - Team Spirit - Autonomy - Negotiation Skills - Honesty - Communication Skills, Diplomacy and Relational skills - Financial Management skills - Capacity to manage large quantities of products, activities and information - Good/Fluent English Knowledge - Computer knowledge (Word/Excel), security management