Logistic Manager And Security Focal Point

MEDECINS DU MONDE FRANCE seeks     Logistic manager and security focal point   For more than 30 years, Médecins du Monde, a campaigning medical organization committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies. Those working for this independent organisation do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations. MdM currently works in 46 countries across all continents where it focuses on 4 priority areas: caring for the health of migrants and displaced persons, promoting sexual and reproductive health, combating HIV and reducing the harm and risks associated with drug use, crises and conflicts.     OBJECTIVE AND RESPONSABILITIES:   Main objective:         Under the supervision of the Logistic and Administrative Coordinator, the logistic manager and security focal point is responsible for the overall management of MDM Logistics functions, which comprise of Procurement, facilities, assets, and Fleet. Under the supervision of the General Coordinator, the logistic manager and security focal point is the security referent in the mission.    Main activities:                                             -       Responsible for the efficient operation of the supply chain & procurement within the country -       To provide technical, mechanical, electrical, and logistical support to all MdM activities -       To give technical advice and support to the project -       Asset and fleet responsibility -       To manage the logistic assistant and the driver/purchaser. -          Along with the General Coordinator work on security issues -       Designing, supervising and monitoring costs of any new construction, rehabilitation or maintenance to buildings and structures within project sites. Ensure workmanship is of high quality.                        Main responsibilities and activities of the logistic officer can change according to the organization of the work and to the composition of the team                        1. Supply & procurement - Generates and prepares PO (Purchase Orders), MO (Mission Orders), QR (Quotation Requests) and EG (Evaluation Grids) -  Ensure that all logistic files are correct and up to date - Ensure an efficient, transparent and cost-savings purchase system in accordance with the program’s needs and the MdM and donors’ procedures (vehicle, lease, supply, etc…) - Set up long term supplier contracts for commonly purchased items to reduce procurement lead times and administration. - Draft contracts for vehicle rental, premises rental, maintenance, suppliers or tenders - Follow contract time frames with the Administrator - Ensure the correct application of MDM internal procurement procedures and check that the requests have all necessary information for processing - Oversee the set up and maintenance of a preferred supplier database, and conduct regular evaluation of existing suppliers. -          Validates the invoices from suppliers and transfer the file for payment after checking: Goods are physically received (delivery note is signed or entry in stock are done) and corresponding to what was ordered in term of quantity and quality.  The prices negotiated are respected   2. Fleet management -          Final responsible for the transport of staff and goods according to the needs of the Program (efficiency in transport, analysis of consumption…) -          Review the weekly vehicle allocation prepared by the logistic officer. -          Review fuel consumption rates of all individual fleet vehicles over time and present results to the Logistic and Administrative Coordinator on a monthly basis. -          Oversee the usage of vehicles. -          Regularly review vehicle provider provision in Lebanon and if suitable suggest improvements.   3. Coordination -          Act as the focal point for queries between departmental managers and the logistics department. -          Participate to MDM coordination meetings. -          If required, participate to logistic meetings with other NGOs. -          Taking over responsibility as deputy Logistic and Administrative Coordinator when required by the Logistic and administrative Coordinator and the General Coordinator.   4. Security: -          In close coordination with the General Coordinator ensures a proper information flow on security matters. -          He is the focal point referent in the security information flow and security decision flow.  -          Attend meetings security issues with UN agencies or NGOs. -          Ensure the contact list is up to date and communicated to the other department. -          Ensure security briefing for new staff and visitor and necessary minimum equipment (phone, security companion, cash sealed envelope) -          Responsible for the security weekly update and clearance -          He is the decision maker in terms of security matters in the absence of the general coordinator                 5. Facilities and asset management   -       Ensure a proper and transparent stock management system for the equipment and the logistic stock (inventory control, equipment sheets…) -       Conduct full fixed asset verification on a trimestral basis and update the fixed asset register for any discrepancies. -       Ensure assets issued to and received back from staff are correctly recorded. -       Ensure all assets are labelled and easily traceable from and to the fixed asset register. -       Ensure a good and regularly maintenance of the program’s premises (office, clinics, warehouse & guesthouse) and vehicles. -       Ensure an efficient communication system (computers, internet, and telephone) -       Ensure maintenance of computers, and ITC equipment along with the maintenance company.   6. Human ressources -       Plan annual leave for departmental staff to ensure there is sufficient logistical resource available at all times. -       Carry out performance appraisals for all staff managed every year and ensure that this staffs appraise their direct reports to the same timescale.     7. Other -       Translate verbally and by written when necessary -       Perform any other additional duty on request of his/her supervisor -       Respect MDM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers -       Prepare the monthly report on logistic activities     CONDITIONS OF EMPLOYMENT: Starting: ASAP Contract: Employment Contract Duration: End January Full time: 8 am till 5 pm / MONDAY-FRIDAY If you are interested, please send the following application documents: CV.   SKILLS AND EXPERIENCE NEEDED: Bachelors level qualification in relevant field, or equivalent in supply chain management, or academic qualification in engineering with strong knowledge of logistics procedures. 2 to 3 years of experience. Experience of managing staff. Experience in NGO will be valued Leadership skills with the ability to lead and motivate a team. Excellent interpersonal and negotiation skills. Ability to act as part of a multi-cultural and multi-disciplinary team Ability to organize and prioritize workload, using initiative when appropriate Ability to cope with stress, work under pressure often to strict deadlines Flexibility, adaptability, and patience Ability to motivate and develop skills of others Analytical and problem solving skills Ability to assess problems and recommend solutions Proficient spoken and written English and Arabic. Cross cultural awareness and sensitivity to cultural differences Good computer skills on MS Office programs, especially in MS Excel.     Behaviour:   To behave with self-restraint at all times and respect the dignity of the beneficiaries. To believe in concepts of equity, human rights, neutrality and impartiality. Demonstrate willingness to improve own knowledge and skills by participating in any capacity building activities. Respect each team member’s position, work and specialty. Adapt to special situations or demands from supervisor.