Base Logistics Officer

Médecins du monde or Doctors of the World, is an international humanitarian organization which provides emergency and long-term medical care to the world's most vulnerable people.

Médecins du Monde (MDM) is operating in Ethiopia since 1986 in different types of health projects. MDM–France invites qualified candidates to apply for the following position:

 Job Summary

The Base Logistics Officer will play a vital role withing MDM’s functioning. He will carry out logistics activities in the base, ensures the maintenance and follow up of premises and infrastructures, ensures maintenance and follow up of equipment, ensures the fleet management and stock follow-up.

He/she will be base in Addis Ababa under the direct supervision of Logistics Manager and will have a technical reporting line to the logistics coordinator.  She/he will be the direct manager of the guards and the drivers

Essential duties and responsibilities

I. Fleet management and trip planning

• Supervise drivers and mechanics
• Organise the monthly schedule of drivers. Monitor and plan drivers' holidays and organise their replacement if necessary.
• Plan vehicle movements with MDM cars or Feres. Monitor the trips, applying the safety and security framework.
• Organise vehicles maintenance (A/B/C services). Supervise the daily and weekly maintenance of the vehicles done by the drivers.
• Ensure a minimum stock of spare parts and vehicle maintenance materials. Ensure that lubricants and spare parts are used appropriately.
• Monitor vehicle registration and insurance.
• Monitor vehicle logbooks and check fuel consumption.
• Check that the logbook and other monitoring tools are correctly completed. Report any inconsistencies.
• Complete the fleet tracking file on a monthly basis
• Continuously inform the line manager of the status of the vehicles.

II. National Freight

• Organise freight to and from Addis Ababa
• Collect the necessary information on the freight to be organised
• Organise and coordinate freight, including loading and unloading.
• Prepare transport documents for inbound and outbound freight 
• Physically inspect the shipments and the quality of the necessary documents
• Ensure that freight is properly shipped and received  
• Report any problems

III. Stock

• Is responsible for the warehouse in coordination
• Maintain the stock in good condition (clean and tidy)
• Responsible for the overview of the general material needs for the office and house and to order the necessary material
• Monitor the consumption of hygiene and stationaries supplies, used in the different facilities (office, house, warehouse, etc.).
• Manage receiving and shipping (in-transit storage, re- dispatch).
• Responsible for the movement of stock in and out and update the stock cards accordingly.
• Organize a physical inventory on a 4-month basis
• Update stock follow-up tool on a monthly basis

IV. Equipment and maintenance

• Ensure the proper functioning of all equipment in the base and guest house, and ensure the correct use of all materials.
• Maintain and repair generators and the emergency power back-up system as well as cold chain equipment, water pumps and other technical equipment used or stored. Checks the quality of work carried out on generators, water supply systems and electrical installations.
• Informs the line manager of the need for spare parts and fuel for cars, generators and water for the water tank in case of shortage.
• Ensure that computer equipment is in good condition. Configure the office pack on laptops, ensure that computers are regularly updated, install printer drivers, check consumables, etc. Report any IT malfunctions or needs.
• Responsible for the inventory of the equipment in the mission, recording in park status (physical verification, labels, equipment registration documents, handover/user responsibility documents, feedback...).
• Organize a physical inventory on a 4-month basis (office and guest house).

V. Logistics management of premises:

• Ensures the maintenance of all premises (offices, houses, stores, etc.) and checks the general condition of the facilities (walls, roofs, electrical installations, water supply and quality, etc.)
• Monitor the consumption of office materials, fuel and lubricants used in the different facilities (office, house, shop, etc.).
• Checking the cleanliness of the different open spaces (gardens, courtyards, etc.)
• Checks the correct disposal of domestic waste in the different facilities and the good maintenance of the waste treatment facilities.
• Carry out regular visits to each facility, assess the need for rehabilitation and repair, and report any problems to his/her manager
• Follows up on minor rehabilitation works in buildings
• Checking compliance with safety standards in the premises

VII. Safety and security

• Responsible for the implementation of safety and security management procedures for the office and guest house.
• Manage the functionality and renewal of the safety and security equipment of the base and the guest house. 
• Supervise the head of security guards,
• Collaborate as necessary in the preparation and monitoring of the security guard schedule, control the leave schedule, ensure the replacement of agents on leave if necessary.
• Responsible for the enforcement of general hygiene, sanitation and IPC practices in the office and guest house.
• Follow up with the head of security guards to ensure cleanliness and maintenance in the office and guest house.
• Reporting to the line manager any information related to security and safety

VIII. Reports

• Ensure that the line manager is informed of any problems
• Update monthly the fleet follow-up (cars and generators) for consumption and maintenance.
• Update monthly stock follow-up and park status

Miscellaneous

• Review any documents concerning the detailed responsibilities of the Base Logistician Officer
• Make small purchases upon request
• Pay for various MdM subscriptions: landline phone, water, electricity, post-paid mobile phone, internet and dongles, postal services, scratch cards, etc.
• Managing keys to the premises
• Collecting letters at MDM post box
• Participate in meetings and trainings as required.
• Participate in the recruitment process of drivers and guards, carry out the welcome of new staff under your responsibility, ensure the regular evaluation/appraisals of the staffs under your responsibility.
• Identify the needs and provide technical support and training to his/her team,
• Carry out any other tasks assigned by the supervisor

Employment Term: 12 months with possibility of extension, starting date on 01/01/2023

Reported to: Capital Logistics Manager.  He/ She will work in collaboration with the logistics and procurement officer, Logistics Coordinator, and the administrative and finance team in Addis

Educational Qualification

• At least a secondary education diploma
• Preferably a higher technical education

Work Experience

• At least 2 years of work as a logistician in humanitarian context

Skills and qualities required

• Essential experienced in Microsoft Word, Excel, and Outlook
• Perfect knowledge of calculation (Addition, subtraction, multiplication, division)
• Strong organizational skills in emergency situations and autonomous in daily operations
• Competencies in mechanics, IT, electricity, handwork
• Good communication and interpersonal skills, including negotiation and conflict resolution skills
• Ability to work under pressure and with limited supervision.
• Experience in working with international humanitarian organizations is a plus.
• Being available within short period will be considered.
• Female’s candidates are highly encouraged to apply.
• Strong organizational and team working skills

Languages

• English: Fluent
• Amharic: Fluent