Resources Coordinator 95 views

For more than 40 years, Médecins du Monde, a campaigning medical organization committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies.

Those working for this independent organization do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations.

MdM currently works in 30 countries across all continents where it focuses on 5 priority areas: emergency and crisis, sexual and reproductive health, harm reduction, migrants, and displaced populations (health rights), health and environment.

Médecins du Monde is operating in Ethiopia since 1986 in different types of health projects from long-term interventions to emergency response.

Ethiopia grapples with multifaceted challenges arising from inter-communal and regional conflicts, drought, and famine, leading to protracted crises and recurrent humanitarian situations. This dire scenario has left millions displaced and vulnerable to various shocks, particularly in the northern regions of Afar, Amhara, and Tigray. The 2 years civil war in Tigray has left nearly 1 million internally displaced persons (IDPs), with pervasive food insecurity and malnutrition, alongside dysfunctional public infrastructure, and services due to resource limitations. The Afar region faces severe drought, with a heightened prevalence of malnutrition and famine-like conditions, compelling millions, especially women and children, to migrate, facing elevated risks to health, malnutrition, and gender-based violence (GBV). In response, MdM is currently executing four humanitarian responses in the Afar and Tigray regions, funded by diverse donors. Simultaneously, a long-term development harm-reduction project is underway, focusing on the well-being and rights of female sex workers. MdM, cognizant of the imperative for localized support, collaborates with various local NGOs for both humanitarian and developmental interventions. The mission of MdM in Ethiopia envisions maintaining the same intervention strategy in 2024, with an expanded humanitarian response in the Amhara region.

Employment Term:   6 months contract with possibility of extension

Basic Salary:  105,131.00ETB

Required positions: 1 (One)

The selected candidate will start:     July 1, 2024

Deadline to apply:  12/04/2024.

MAIN RESPONSIBILITIES:

The Logistics Coordinator will:

• Define, plan and implement all supply activities and technical logistics for a mission
• Ensure the appropriate balance between resources and needs, the budget, compliance with MdM standards, protocols and procedures in order to facilitate the establishment of the mission and projects
• Lead and manage a team, building cohesion and motivation

WORKING RELATIONSHIPS:

Hierarchical link: General Coordinator/Country Representative

Functional link: Logistics Advisor based in HQ

Team under his/her direct supervision: 1 Deputy Logistics Coordinator (National Staff)

ROLES:

Base opening/Maintenance:

• Ensure installations and maintenance of offices (new/functional office space), guest houses, warehouses/Pharmacy stores in the Ethiopia or in fields/new project areas (based on needs)
• Lead assessments in view to secure new premises
• Participate to the definition and implementation of the safety and security standards
• Manage fleet, safety standards definition and implementation, logbooks management, regular checks, etc.

Logistics coordination

• Define and implement the logistics tools required to achieve the general objectives, in close collaboration with the General Coordinator and HQ-based Logistics Advisor
• Define and implements the logistics processes and procedures according to MdM’s policies and donor’s guidelines and ensures that everyone is trained and comply with these processes
• Assist the field teams in scheduling all logistics activities required to reach projects objectives and deadlines
• Provide input on logistics matters to the coordination team for proposals and report writing
• Ensure that the monthly logistics reporting documents and forms are timely sent to HQ (Equipment inventory, procurement follow up, fuel follow up, etc.) and updated data on different tools
• Responsible for communicating proactively and in a timely manner with the HQ-based Logistics Advisor on all topics related to the mission logistics

Program activities

• Perform the role of technical advisor at country level and take final responsibility for all logistics tasks of the Mission
• Responsible for the appropriate selection (in collaboration with the Logistics Advisor in HQ), installation, use and maintenance of equipment across the following technical disciplines: Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain etc.
• Manage and supervise the setup of mobile clinics and/or the construction/rehabilitation of the health facilities (including waste management and infrastructure) according to program needs
• Take part in any project needs assessment as required
• Develop and maintain good network of contacts to facilitate emergency responses (customs, suppliers, other NGOs, etc.) and provide logistics support to any emergency responses as needed
• Support the programme teams, particularly on supply and transportation: fleet management, local medical supply etc.

Procurement, supply chain & asset management

• Oversee the full scope of the supply chain management for the mission (international & local purchases)
• Identify and setup the most efficient supply chain for medical equipment’s and drugs
• Clarify and manage drugs import processes, especially custom clearance
• Develop and regularly update the mission’s purchase plan
• Liaise with HQ purchasing department for international procurement by providing optimal upstream communication
• Ensure implementation and follow up of MdM Logistics procedures (purchase, communication, stock management, fleet management, park status) and more generally, donor compliance
• Ensure active monitoring of the purchasing process including overseeing local customs clearance of imports, until delivery of the goods to the requester and the official handover of items against signature of receipt
• Guarantee that all relevant documentation is available on the MdM file sharing platform and available without delay for remote revision
• Conduct a market assessment and ensure that a supplier database exists and is maintained up to date
• Maintain and reinforce local supplier relationships
• Ensure systems to mitigate risks from corruption, fraud and mismanagement
• Oversee the general fleet management processes; ensure check-up of vehicles and safety equipment’s and report on fuel consumptions for all vehicles
• Keep up to date all framework agreements for regular procurement and maintenance contracts
• Guarantee an uninterrupted energy supply on all bases through the setup and proper maintenance and use policies of the generators, batteries, solar panels and other energy backup options
• Maintain a continuously updated equipment list for the mission and ensure it’s timely updated with new, damaged, lost items, as required
• Maintain a continuously updated supplier lists in accordance with MDM rules
• Maintain a continuously updated The Procurement Plan & forecast

Team management

• Recruit staff under his/her direct or technical management
• Ensure proper induction and capacity building of the logistics staff
• Develop individual action plans and proceed to regular professional evaluations of the team under his/her direct or technical responsibility
• Organise and conduct regular team meetings
• Participate in Disciplinary processes

Safety and Security

• Participate in development, review, implementation, diffusion, and monitoring of MdM’s safety and security measures in-country
• Responsible for performing the security briefings to all national and foreign staff joining the mission on topics related to vehicle movements and communications, as well as safety and base management
• Responsible for the safeguarding of all MdM premises
• Immediately Report any safety/security incidents to the security focal point
• Participate to the identification and selection of premises
• Define and ensure the minimum security and safety standards for each premise (guesthouse, offices, warehouse, health facilities, etc.)
• Ensure that all premises are safe for staff occupation through active and passive features, such as fire prevention, alert and fighting system, proper energy management standards (electricity, fuel, gas, heaters etc.), sanitation (safe water and waste management) and/or anti-intrusion measures

Meetings, Representation and Reporting

• Attend weekly online meetings with HQ logistics advisor to discuss logistics related topics and issues
• Attend and contribute to the MdM weekly Coordination meetings
• Represent MdM and network with other organisations and coordination forums
• Attend national Logistic and/or Security related external meetings (log cluster etc.) as per the request of the General Coordinator
• Consolidate logistics reporting (assets, fleet, premises etc.) and prepare monthly logistics report
• Organise regular meetings with each logistics team in the field, in order to share all information and problems, finding solutions where necessary.
• The list of missions is not exhaustive and may be changed to reflect developments and specific needs.

Conditions of the job:

Position based in Ethiopia (Addis-Adeba) in collective housing (no family duty station). Regular field visits to sites of intervention or assessment.

SKILLS REQUIRED:

Education & Experience

• Bachelor’s degree or master’s degree in Logistic Management/Purchasing or other related field
• 5 years’ professional experience (including at least one year in a logistical coordination position in a humanitarian setting or two years’ logistician experience)
• Experience in fleet management, safety/security, supply chain and stock.
• Experience in working in a volatile security environment.
• Previous experience in importing medical equipment/drugs to Ethiopia is a strong asset.

Skills:

Technical

• Plan, implement and lead the supply chain.
• Negotiate with suppliers.
• Create and develop a network of logistical actors
• Analyse customs clearance procedures
• Identify and analyse a market
• Plan, adapt and budget for logistical activities
• Monitor and analyse an inventory
• Select appropriate technical equipment, set the frequency of maintenance and rules for use
• Identify and diagnose a breakdown of an installation and a piece of equipment (lighting, heating, sanitation, etc.) and the level of intervention required, resolve problems
• Adapt schedules according to priorities and unforeseen events
• Knowledge of NGO Logistic processes

Soft

• Excellent organizational skills
• Ability to work quickly, under pressure, and with short deadlines
• Ability to take effective decisions according to the context
• Good writing and communication skills
• Flexibility, reactivity, anticipation and adaptability
• Ability to communicate effectively with informants and contacts from widely varied organizations and agencies
• Leadership / team player
• Respectful and integrity
• Ability to work and live in a volatile security context

IT

• Excellent knowledge of Microsoft 365 environment
• Knowledge of radio systems, satellite connections and GPS trackers

Languages

• English is mandatory (oral and written)
• Knowledge of Amharic/Tigrinya/Oromifa languages are an asset