Logistics Coordinator Assistant

Main Purpose

Assisting the Logistics Coordinator in specific activities and assuming some delegated tasks, according to his/her instructions and MSF standards and protocols, in order to ensure a proper logistics management in the capital and providing support to logistic activities in the projects

Accountabilities

•       Planning and supervising the logistics within the coordination base (repairs, equipment maintenance, stock management, cleanliness…), in order to ensure the best operational working conditions in the capital.

•       Supporting the Logistics Coordinator and/or the Mission Supply Chain Manager in organizing the ordering and transport of goods to the different projects, in order to comply with their needs in terms of quality and timelines

•       Organizing and supervising the fleet of vehicles in the coordination base (driver’s schedules, vehicles maintenance, vehicles registration and insurance, fuel consumptions, etc.), in order to ensure coping with the transportation and movement needs.

•       Assisting the Logistics Coordinator with the checkup and supervision of the proper functioning of the computers and other communication and IT equipment, in order to ensure a continuous and appropriate flow of information and communication.

•       Ensuring repair and maintenance of generators and power back-up systems as well as cold chain equipment, water pumps and other technical equipment used or stocked in capital and informing the Logistic Coordinator in case of any further needs concerning technical equipment, in order to have everything running adequately

•       Supporting the LogCo in the planning and ensuring an appropriate emergency preparedness and response capacity (stocks, contacts, transport means, staff training), and participating in any emergency activity or exploratory visit, in order to ensure giving appropriate assistance to the population.

•       Informing the Logistics Coordinator in case of any major issue and draws-up all required reporting, in order to keep updated and reliable information that will ease decision-making

•       Act as movement controller, sharing progress and incidents with stakeholders, prepare and share movement sheets to stakeholders based on the NES mission movement plan

•       Responsible for organizing and following up as per MSF SoP and Local requirements, International Staff movements between Erbil and border and vice versa (including all permits)                                                                                                                                                                                                                                                                                                                      

•       Support the Base responsible in context and security analysis, and cover for base responsible in case of absence. As second in line for local security responsibility, need to be reachable 24/7

•       Be responsive/flexible to urgent repairs and issues, even outside standard working hours when needed

•       Supervising the technical logistical staff, planning and coordinating their tasks and proactively scheduling maintenance and repair activities

•       Leading the team development, through effective work planning, performance management, coaching, and capacity building.

•       Proposing logistic plans, place timelines and support with budget requirements, when needed

•       Supervising the drivers, prepare monthly rosters, and facilitate movement requests

•       Ensuring the fleet management and transportation for movements (items and passenger) are in line with MSF standards

•       Identifying contractors for repairs/rehabilitation purposes, ensure adequate supervision contractors and daily workers while performing the assigned work/tasks

•       Ensuring the preparation of required support documents for different types of payments before submitting to Finance department including receipts, copies of service agreements,  contracts, daily worker worksheet, MSF staff per diem, etc. in timely manner

•       Coordinating specific tasks in regards to the mission’s needs, covering the absence of admin transit and act as an interpreter when required  

•       Coordinating with mission ICT to ensure all IT equipment list in the base is up to date and identify the needs to update and maintain IT devices/equipment (computers, printers, smart phones, scanner, CCTV) and plan replacement in cooperation with Base Responsible

•       Following up on recurrent (rental) contracts (vehicles, premises, suppliers) with the respective owner, and ensure the renewal of contracts and/or addendum is timely planned    

•       Coordinating and preparing in cooperation with admin transit visitor phones and house keys for new arrivals, sharing international staff visitors’ phone list, update on duty drivers for international staff flights (arrival and departure times)

•       Ensuring the facilities/infrastructure is running to MSF standards and protocols, for instance, electricity system (city power, community generator, back up) water system (city water, tanks, drinking water), sufficient internet packages in different MSF premises according to the monthly consumption, regular weekly check to all premises identifying areas to improve 

•       Organizes at least weekly coordination meetings with Logistic department team, ensuring drivers’ adherence to movements SOP’s

•       Conduct fire safety trainings

•       Ensure security measures are in place, including regular check-up (external lights, CCTV, door and gate locks, smoke detectors, protection) 

•       Proactively brief new arrivals, newly recruited local staff about the base essential logistics, communication, and IT aspects 

•       Supporting supply team in the purchase of technical items

•       Ensuring timely submission of the base monthly activity report (LRT)

•       Ensuring MSF assets (furniture, IT, electric items, tools) are well maintained and updated in 3A inventory assets tool.

Requirements

Education

Essential secondary education plus further training

Experience

•       Essential two years of previous experience in similar jobs

•       Desirable with MSF or other NGOs, in developing countries

Languages                   

Mission language essential (English). Local language desirable (Arabic, Kurdish)

Knowledge

Essential computer literacy (word, excel, internet)

Competencies

•       Results and Quality Orientation L2

•       Teamwork and Cooperation L2

•       Behavioural Flexibility L2

•       Commitment to MSF Principles L2

•       Stress Management L3