Logistics Officer at Medecins du Monde (MdM)

Medecins du Monde (MdM) is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over, including France. 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. MdM operating in Nigeria, Borno state since October 2016.

We are recruiting to fill the position below:

Job Title: Logistics Officer

Location: Damboa, Borno
Employment Type: Full-time

Job Description

• The Logistics Officer works under the Supervision of the field Coordinator, with technical support of the.
• He/She supports the field 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 field coordinator, anticipation for the need for equipment for the field office.
• 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,
• With the support of the Humanitarian and Access & Safety Officer (HASO), he/she ensures 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, lead-time;
• 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,
• 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 (catering, 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 timely repair & maintenance of field Generators
• Monitor the usage  of fuel for vehicles and generators
• 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 line managers
• 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 field staff staff or take meeting minutes for field meetings as required, in close collaboration with line manager
• Participate in logistics meetings and programs for the movement planning once a week,
• Prepare & submit the monthly SITREPs, each mast week of the month
• Participate with the logistics coordinator 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 field coordinator & logistics coordinator.
• Collate and analyze reports and report line manager
• 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
• Field Coordinator: exchange of information, field level approvals and collaboration on procurement matters
• Finance Coordinator: 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's 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
• This document is non-contractual and may be modified to reflect the changing needs of the service.

Salary Range
N310,000 Currency / month.

Application Closing Date
8th December, 2023.

Method of Application
Interested and qualified candidates should forward their CV to: recruitment.nigeria@medecinsdumonde.net using the position as the subject of the email.