Logistics Coordinator - Nigeria at the Alliance for International Medical Action (ALIMA)

The Alliance for International Medical Action (ALIMA) is an independent humanitarian medical NGO that was created in 2009 by professionals of humanitarian medicine. ALIMA’s mission is to provide medical care in emergency situations or medical catastrophes.

We are recruiting to fill the position below:

Job Title: Logistics Coordinator - Nigeria

Location: Abuja
Employment Type: Full-time
Hierarchical link: Head of Mission
Functional link: Logistics Desk Manager

Protection of Beneficiaries and Community Members

• Level 3: As part of his/her duties, the job holder will visit programs and come into contact with children and/or vulnerable adults.
• Therefore, a criminal record check or a certificate of good conduct will be required. In situations where the impossibility of providing a criminal record or a certificate of good conduct is found, a declaration of honor will be requested.

Mission / Objectives

• Define and implement technical and logistics strategies and support to the field under the technical support and management of the Logistics Desk Manager, dedicated to the approval of the global logistics strategy, ensuring the pertinence and coherence of logistics planning & programs, adequacy of the means provided and the compliance with ALIMA standards and protocols in order to enable the development of the mission in perfect working conditions and optimize the impact of the medical projects activities.

Tasks & Responsibilities
Implement the Operational Logistics Strategy:

• Participate actively in the elaboration and update of project planning, budget proposals and any emergency operations, give support in strategies definition and provide advice to the Head Of Mission in the translation of the identified logistical/technical needs into objectives, priorities and resources needed for the mission.
• Establish a mission procurement plan in accordance with validation of the expenditures scale
• Liaise will all supply chain actors (government authorities, private companies, INGO partners and clusters) and insure procurement of Drugs; NFI and others in accordance with international and local laws. Both nationally and internationally.

Monitoring the Implementation of Logistics Activities and Procedures:

• Follow up the activities and support the mission in the different sectors, which involve logistics: construction and rehabilitation, warehousing and supply of medical and non-medical material, transport, communications, water and sanitation, fleet and engines management, assets control, security and reporting, etc.
• Implement and apply ALIMA harmonized validated procedures and documentation. Reinforce controls and enhance training on use.
• Accountable to ensure compliance of ALIMA standards, protocols and procedures. His role requests to report to the Head of Mission on the development of the ongoing programs and proposing reorientation strategies, with contribution and technical approval of the Logistics Desk Manager, when needed.

Management of Logistics Teams and HR Policies:

• Responsible for the proper application of HR policies and associated processes (recruitment, capacity building (induction, coaching, training), briefing/debriefing and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for.
• Develop activities planning, action plans, appraisal & evaluation for Logistics managers and other national positions.
• Review and adapt consequently and timely all jobs description for the national logistics staff.
• Responsible for ensuring technical reference, supporting logistics teams on all technical issues in the mission, and providing basic guidelines and knowledge to programs staff to follow procedures. He has to assume their implementation.

Management of Assets and Premises Structures and Equipment:

• Monitoring and follow up the registration, codification and tagging of all new assets, purchased or donated. Ensure that all in use equipment is recorded and tagged.
• Set and supervise a regular physical inventory of the assets list. Keep assets list updated.
• He is responsible for ensuring installation and maintenance of functional office space(s) and lodging facilities in an adequate living condition, as well as all the equipment required.
• Supervise the proper use and maintenance of IT (computers, software, backups, etc.), office, communication, transportation and energy equipment.
• Assume and raise reports on assets for each donor as references for audit and control. Proceed to inquiries/investigations in case of damages or lost on any asset for reporting.

Monitoring of Security and Risks Management:

• Elaborate, define and monitor technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, performing day-to day monitoring security rules observation and reporting of any problem to the HoM.
• Create an appropriate environment to facilitate exchange of information on security situations and will be the security back up in the absence of the HoM.
• Develop tools to proceed to elaborate a risk analysis report and update the different SOP’s (base, coordination and mission).
• Collect and compile all useful and right information from his network then to share timely within the mission or with dedicated staff.
• Establish good communication means in the Mission (including numbers & frequencies), allowing permanent communication between capital, projects, bases and HQ.
• Procure to all staff in the Mission benefits a welcome briefing on security SOP’s and from proper training on some topics like on how to use communications equipment (e.g. satellite phones, HF/VHF radios, computers, etc.),
• Manage plannings of trainings with organizations in charge of safety and security such as INSO or UNDSS
• The role of the logistics coordinator is to ensure the setup of security measures and their application by all ALIMA staff in the mission.

Settings and Improvement of Reporting:

• Analyze monthly projects reports, comments and send feedback to all logistics managers before consolidation of the monthly mission report.
• Provide, on weekly or monthly bases, reporting on activities from projects/mission evolution on the technical/logistics perspective and propose corrections if needed. Consult the logistics referent in case of amendment.
• Improve contents of report, monitor closely results of procurement follow up, stocks management and value, fuel consumptions and action points.
• Role and responsibility to ensure quality of reporting, exchanges and sharing of reliable information and data.

Representation:

• On request of the Head Of Mission, represent ALIMA in meetings with Authorities and other NGOs for technical/logistics or security related issues.

Experience and Skills
Experiences:

• Essential, Degree / Diploma: Degree and specialization in Humanitarian Logistics
• Minimum of 2 years of demonstrable relevant logistics experience.
• Medical logistics knowledge (biomed equipment, wash, etc..) is an asset
• Working experience at management positions is essential.
• Working experience with International medical NGO, an asset.
• Experience in emergency and degraded security contexts strongly preferred
• Computer skills, including advanced level of Excel and GSuite

Qualities of the Candidate:

• Professional rigor
• Discretion
• Calm, excellent stress management and composure
• Very good communication and listening skills
• Experience in team management and supervision
• Ability to adapt
• Excellent comprehension skills
• Training and coaching skills
• Analytical and critical thinking skills
• Organizational skills, rigor and autonomy
• Writing skills
• Negotiation skills.
• Ability to prioritize and work under pressure
• Ability to adapt and diplomacy
• Ability to work in a team in multicultural contexts
• Training and coaching skills

Languages:

• Fluency in English (oral and written) essential
• Fluency in French is an asset
   

Conditions

• Contract term: Contract under French law; contract length: 6 months, renewable.
• Position to be filled: November 2023
• Salary: depending on experience
• ALIMA pays for:
• Travel costs between the expatriate’s country of origin and the mission location accommodation costs
• Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee and his/her family
• Evacuation of the employee

Application Closing Date
Not Specified.