Technique And Logistics Coordinator Assistant

Scope of responsibilities: Oversee a correct implementation of  logistical standards (rules, policies, procedures and tools) of MSF CH in the capital.. Support the line manager in the assigned tasks. Monitor the service /unit under his/her responsibility, manage and follow-up his/her team (10-15 employees): maintenance of structures and materials, security of premises, management of vehicles, supplies for the capital and projects. Centralize information related to the implementation of  the essentials and report to the T&L Coordinator. Foresee the needs in the medical team and propose the T&L Coordinator organizational systems and/or equipments in order to improve the quality of the logistical support to the projects. Responsibilities of the position: General Supervision: If the If the service/unit does not have a supervisor, he/she guarantees its supervision If the service/unit does not have any other staff, he/she guarantees the compliance of assigned tasks. Know the role of all services/units assigned to him/her. Through the implementation of standard procedures, guarantee the “essential” qualitiy of technical families under his/her responsibility. Proposes to the Logistics Coordinator modifications in the service fonctioning or its organisation in order to improve the quality of service given to users Technical Supervision: Ensure that procedures of  monitoring and maintenance of infrastructures, installations and equipment, are properly implemented, according to MSF CH standards and essentials. Guarantee that repairing and maintenance are done within deadlines. Along the ASS, ensure the contact with users and suggest alternatives if necessary. Is responsible for the administrative follow-up of the teams in the capital and in the projects (inventories and identification files). Ensure the proper running of technical means related to security rules of the project(s) / Mission. Administrative Supervision: Ensure the check up, follow-up, and filing of administrative documents (purchase orders, deliveries, etc), under the line manager supervison and the administration department’s supervision for the contracts. Monitor the consumption of mechanical and electrical vehicles/machines/devices (fuel and spare parts), as well as energy consumption (water, electricity, etc). Ensure formal validation and follow-up of invoices, and their correct accounting registration. Supplies: Following the procedures set up by the Logistics Coordinator or the Supply Manager, ensure the administrative management of procurement in the capital and projects. Make local purchases following MSF supply procedures. Guarantee the quality of products, services, datelines and price competitiveness (several quotations), respecting ethical rules. Prepare purchase orders for purchases according to logistical, medical and administrative needs, according to the procedures (use of Logistiques, signature of orders, etc.) Ensure the administrative follow-up of internal and external orders ; ensure that all documents related to them (way-bill, packing list, etc) are filed. Ensure reception conditions of freight or arriving material, as well as the organization and setting up (packaging and documentation) of material before its shipment. Ensure communication with the field concerning the follow-up of their orders. HR Management: Supervise his/her team making sure that everyone complies with his/her  job description, in good working conditions Ensure regular assessments for members of the team, and takes correct measures in case of sanction. Draw up and follow up a team planning (vacations, replacements, etc) Ensure that daily workers are properly recruited, monitored and previously validated. Evaluate training needs, participate in the identification of candidates and take part in on-going training, in conjunction with the line manager.  Information: Informs his/her team about guidelines/informations coming from the line manager. In the absence of the line manager, he/she is an information referent for internal counterparts.  Reporting: Immediately inform the line manager and or technical adviser of information that has or could have an impact on the security of MSF staff and /or properties. Informs the line manager on any relevant matter and arising problems. Takes part in the preparation of activity reports, and ensure statistical assessment of the assigned departments