Field Laf (Logistic, Administration And Finance)

1.       Main Activities   Logistic and Supply   Supply chain management Management and follow-up of all orders using Logistics software and other tools. At all times, is in search of the best quality and available options, according to MSF standards Receives order requests from each department Monitors orders, purchases, screening of orders and availability of commonly used items in the local market Is responsible for taking delivery of all cargo materials supplied from the coordination In charge of stock management, stock inventory and proper storage of all materials at the project In charge of making proper reception of goods, encoding stocks in LX7 and conducting monthly Q4.   Fleet and other equipment management Supervises the well maintenance of the transport means, including vehicle services follow-ups Is responsible for maintenance of office and clinic space and lodging facilities in the project and all equipment Is responsible for all office IT materials, back-up of all computers, virus scan and updates Is responsible for proper usage and follow up of all energy equipment Is responsible for all sub-contracted work that might be needed on the project (electrician, plumber etc...)     Cold Chain Is responsible for the proper storage and transport of all cold chain material according to MSF standards, Ensures that enough Ice packs are available at all times for proper storage and transport of vaccines and other temperature sensitive products.   Office Administration   Management of Contracts Ensures that all contracts are validated by coordination and that they follow the validated templates before they are signed. Follow-up all contracts and agreements in the project: lease agreements for houses, office, clinic, vehicles, staff employment contracts, consultancy agreements, office equipment maintenance contracts, insurances, gas station, etc. Send to the Coordination all original contracts and file copies at the project level. Assists in maintain and monitor the day to day running of the office. Assists in setting up a proper filing and archiving system and file accordingly all administration, financial, legal, and logistical or other documents. Takes initiatives, which aim to improve the administrative management of the mission, after approval of the Field Coordinator   Management of Recruitment Responsible for the Administration of recruiting new members of staff by ensuring the professionalism in the recruitment procedures for all positions (med, log…) in cooperation with the Field Coordinator. Hires the personnel following all MSF procedures.   Management of National Staff Implement and then monitors the application of the internal regulation articles (work schedule, disciplinary process, social, extra hours, leaves…) Responsible for disciplinary process in coordination with the HRCo and FC. Ensures the implementation of all the staff-related policies: Health policy, Evaluation, Training, etc. Responsible for keeping records and updating the individual files of the national staff: ID sheet, job description, contract, leaves, medical expenses, evaluation schedule, and salary increments. Assists in the daily management of the national staff. Participates in the Admin Fin briefing and debriefing of the employees, the internal regulation, contract, job profiles, etc. Follow up and up-date staff movements. Responsible for Daily worker Management: monitors time sheet records, number of days worked,   Translate documents Arabic / English as required Taking meeting minutes as required   Homere Management Is responsible for the Homere software: ensures that the database is perfectly filled-in and updated, and reflects the paper filing. Participates in the monthly Homere report sent to coordination   Accountancy and Finance Management   Accounting Responsible for the encoding of all transactions in SAGA Responsible for the follow-up of internal transfers and advances in the project. Responsible for the closure of accounts, by the 5th of the following month. Carries out the stages of the monthly closure (SAGA, vouchers, reconciliation statements…). Responsible for follow up of project advances. Checks that all vouchers are labelled and filed according to the rules and procedures. Responsible for archiving the financial documents of the Project. Checks that all vouchers are labelled and filed according to the rules and procedures. Ensure all Invoices are original invoices translated in English & validated by the concerned person according to MSF Policy   Management of cash Elaborates the monthly checklist to ensure sufficient cash coverage for the projects and constantly ensures that there is a sufficient amount of cash for smooth transactions. Respects the rules of the guideline for management and security of funds (funds transfers, cashbox, safe, loss of money…). Makes sure the purchasing procedures are respected (systematic use of purchase orders signed by authorized persons). Organization of the payment system for suppliers.   Budgetary control Follows the project budget (budget vs actual) and reports any problems to the Field Coordinator and HRCo.   Reporting Prepares the monthly HR and Fin Reports Update of organigram and contact list monthly sent to Coordination. Update the tracking sheet of administration premises including rent contracts, telephone invoices, DSL, etc   2.       Additional tasks   On request perform any other additional duties given by the immediate supervisor in order to allow the organisation to function optimal