Logistics Manager

ABOUT THE COMPANY

Médecins du Monde (MdM – Doctor of the World) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.
For 20 years, Médecins du Monde has been involved in Harm Reduction, and is recognised globally for its work in this area. Since registration in Kenya, 2013, MDM has been working under Harm Reduction project with the aim to strengthen the capacity of Kenyan actors (voluntary organisations, healthcare professionals etc.) and to become a model project for the country

JOB SUMMARY

Bachelor's degree in relevant course / certificate in Logistic Management.At least 5 years of professional experience in Logistics.Experience in fleet management, supply chain and stock.Experience dealing with suppliers and following procurement procedures.Skills:Excellent organizational skills.Ability to work quickly, under pressure, with short deadlines.Negotiation skills.Flexibility, Reactivity, anticipation, and adaptability.Respectful and integrity.Able to work and live in specific security context.Hard Skills:Excellent knowledge of Windows environment (word, excel). English is mandatory (oral and written), and knowledge of country languages such as Hausa would be an asset.

RESPONSIBILITIES

The Logistics Manager is in charge to supervise the logistics team for managing a base (Office/Warehouse) and to follow-up the logistics activities to facilitate the operational part of the project with the resources, procedures and tools defined by MDM. Also, the Logistics Manager will fully support and follow up logistics activities in other MDM bases in collaboration with the logistics Officer. More specifically and in accordance with the priorities and action plan will be given by the Field Coordinator in close collaboration with the Logistics Coordinator.Working Relationship:Hierarchical link: Field Coordinator KatsinaFunctional link: Logistics CoordinatorTeam under his/her direct supervision: Logistics Officer, Supply Officer and Storekeeper.RolesSupervise supply team and support the supply of the base and the program:The list of missions is not exhaustive and may be changed to reflect developments and specific needs. The Logistics Manager based in Katsina will have to support other bases as much as necessary and may have to visit the other bases regularly.Ensure the follow-up of the supply for the base and the project: reception of orders, selection of the procedures needed, purchasing, packaging, organizing transport and delivery.Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints.Receive, approve under supervision of the coordination and process requests for quotes and internal order forms.Supervise the preparation of purchasing documents and draft the contracts in coordination with the Deputy LogCo and LogCo.Select suppliers and negotiate prices, deadlines, and delivery methods.Supervise purchasing, ensuring that approval rules and procedures are observed.Ensure that purchasing documents are complete and archived in keeping with MDM procedures.Regularized all purchases files (signature to have, derogation letter, SharePoint...).Update of price lists and supplier files.Update the purchase follow-up tools.Vehicle Fleet Management:Negotiate vehicle rental contracts in line with existing framework.Support the team of drivers, including scheduling, in line with MDM HR policies with Log Officer.Supervise the planning and execution of maintenance and repair work on mission vehicles policies with Log Officer and contractor.Establish vehicle movement schedules with Log Officer.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 logbooks are in place and are used correctly.Equipment & Asset management:Ensure tagging of assets is done.Ensuring proper repairs and maintenance of equipment and assets.Organizing for disposal of obsolete equipment and assets using the recommended procedure.Proper record keeping of all organizational equipment and assets.Ensure the equipment and assets register is well maintained and updated.Follow up on incident reports for damaged or lost equipment and assets.Warehouse/ stock management:Ensuring warehouse security and personnel safety is observed.Spot check on all warehouse records i.e., stack cards, ledgers and database are up to date and accurate on a daily basis.Ensuring the management of contingency/ buffer stocks is well done.Compound and facility management (office, Guesthouse and health facilities):Ensuring safety of our staff within the compounds i.e., hazard free working environment.Ensure firefighting equipment's are placed on strategic positions.Ensure clear accessibility to all areas of concern within the compounds.Ensuring that we have lights, water and other compound necessities all through.Conducting random checks within our compounds in the mornings and evenings.IT & Communication:Ensure there is stable and reliable internet.Support and ensure the rollout and use of VHF communication system.Ensure there is proper management of the VHF radios i.e., repair, configuration, use etc.Support in the training of staff on VHF use and communication.Base Maintenance (office, pharmacy, premises):Ensure the regular order for the guesthouse (food, water, cleaning products...).Ensure the maintenance of the base (electricity, repairs). Depending on the problems, fix it with or without the owner.Upgrade and develop facilities for the leaving area of the expatriate.Support Security with the team of guards.Construction activities management:Monitoring on the construction activities in case of anyone.Reviewing construction progress report.Reviewing certificate of completion.Review tenders, BoQs, designs and drawing for construction.Follow up to ensure the Plan and BoQ are strictly followed.Security:Support the Field Coordinator in all aspects of security measures for the mission.Attend to security meetings if requested from the Field Coordinator.Ensure implementation of the security protocols by the drivers and guards, as well as through procurement procedures and any other areas of work.Team management:Recruit and monitor the performance of the logistics team through regular appraisals and action plan follow-up.Provide technical support to the logistics team and if needed, training sessions.Organize regular meetings, briefings and debriefings with the logistics team.Assist the Field Coordinator in maintaining good inter-team communications, engender good team dynamics, and take suitable action when problems occur.Reports:Mission Request Follow up to be shared to Field Coordinator and Logistics Coordinator.Stocks/ inventory reports to be shared to Field Coordinator and Logistics Coordinator.Equipment and Asset reports to be shared to Field Coordinator and Logistics Coordinator.Fleet and generator reports to be shared to Field Coordinator and Logistics Coordinator.Monthly narrative to be shared to Field Coordinator and Logistics Coordinator.Condition of the Job:Regular field visits to sites of intervention.

REQUIRED SKILLS

Logistics planning and management, Security operations, Fleet management, Procurement

REQUIRED EDUCATION

Bachelor's degree