Logistics Knowledge Management Unit Coordinator

Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 70 countries to populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation.

CONTEXT

Logistics at MSF aims at providing the best environment of care for MSF beneficiaries and medical teams activities through a pragmatic and solution-oriented approach. MSF operations are very diverse and constantly evolving, requiring Logs to continuously adapt to provide appropriate solutions[1].

The Logistics Department’s mission at MSF Operational Center Brussels (OCB) is twofold. Firstly, it is to provide the frame of action of Logs on the field. Secondly, it provides access to support (both in technical and intervention families), knowledge as well as learning & development opportunities for field Logs to be able to carry out their mission.

For these purposes, our Logistics department is composed of 3 main units:

• The Log Support Unit (LSU) provides direct support to Logs in Operations in intervention and technical families and identifies needs to be tackled by other Log entities.
• The Workforce Unit (WFU) ensures that the Log workforce is available and prepared to contribute to operational ambitions in their project/mission.
• The Knowledge Management Unit (KMU) aims at improving access to information, knowledge, and the variety of support means for Logs in the field.

The Knowledge Management Unit (KMU) intends to empower the Log community to capture, access, and share information and know-how. It provides means for diverse and transversal support, ultimately enabling more autonomy, informed decision-making for Logs and equal access to the opportunities information and knowledge can offer. The unit has 7 main domains of activities: data, information and knowledge management, internal communication, asset management, GIS (Geographical Information System), and field support systems (including Sherlog, the platform for Log field support, including the Knowledge Base, Community and Helpdesk). The unit represents the department on several transversal topics and platforms such as ICT, IKM (Information & Knowledge management), and Data Protection.

As KMU Coordinator, you are part of the management team of the Logistics department (Log Committee), under the line management of the Logistics Director.

MAIN RESPONSIBILITIES

Team management

• Lead, supervise (line management) and support his/ her team, composed of the Log information manager, Sherlog project manager and OCB GIS referent
• Define, prioritize, and coordinate the unit’s activities, considering the OCB Log orientations, global Log department objectives, and with a clear focus on capturing and addressing field needs
• Plan and follow up the unit’s resources regarding HR and budget
• Grow and sustain safe spaces within the team for feedback, exchanges, and discussions
• Ensure adequate information management within the team: clear repositories for working documents/publication of documents, follow-up of activities, and dissemination of achievements

Coordination of the unit’s activities

1. Considering the rationale of the unit, its current objectives, and the needs expressed by the Log Support Unit (LSU), define, prioritize, plan, and ensure implementation and dissemination of the unit’s activities, in the different domains:
   1. Data, information & knowledge management:
      • Coordinate the development and implementation of the Log IKM strategy, in line with the OCB IKM strategy. Define and prioritize initiatives to achieve the strategy
      • Coordinate the development of dashboards for analytics, monitoring, and overview of activities, providing means for field Logs to make data-driven decisions, to monitor minimal requirements, and enable the Log department to adapt its support
      • Establish, raise awareness of, and monitor usage of the information management processes, for HQ or field staff, to ensure global coherence and clarity between the different tools and platforms (Department Teams, Ops Digital Desk, global Log project repository, Sherlog, I drive, intranet, etc.). Go towards simplification and rationalization of these platforms
      • Provide opportunities for knowledge capture and sharing, to value Log experiences at all levels of the organization, provide learning opportunities, contribute to operations effectiveness, and foster a culture of knowledge-sharing. This includes but is not limited to, supporting capitalization efforts, growing and sustaining communities of practices, organizing knowledge-sharing events, and serving as a reference to leverage and facilitate collective intelligence during meetings, workshops and events
      • Ensure coherence and alignment throughout the Log knowledge base (reference documents and tools), to simplify the access and usage for all Logs
      • In accordance with OCB’s data protection policies, oversee Logistics’ data collection, validation, and storage processes across various sources. Ensure data accuracy, integrity, and security
   2. Internal communications: create a dynamic and interactive environment within the Log community, lowering HQ/Field communication barriers. This involves sharing information, experiences and events, considering diverse perspectives, and providing opportunities for reflection and discussion
   3. Asset management: ensure the availability of a clear framework for OCB asset management, including the definition and implementation of a roadmap for future developments of tools and modules linked to the thematic. Develop, expand, and sustain mechanisms for the continuity and sustainability of asset management activities in the field. Collaborate with the LSU to monitor data quality
   4. Field Support Model: Ensure coherence, awareness, ownership, maintenance and development of the 3 pillars of the Log field support model: Knowledge Base, Community and Helpdesk. Ensure a clear framework for field visits, and associated means to disseminate visit reports and follow-up on recommendations
   5. GIS – Geographical Information Systems: Together with GIS referent, keep a global overview of GIS activities in OCB. Provide inputs, challenges, and ideas to the intersectional GIS Strategic committee (where the Logistics Director attends)
2. Ensure a close collaboration with the Log Support Unit (LSU) coordination and with the Logs in operations (LogCells, RST Logs, LogCos) to gather field needs and build ownership of the developments, products and services of the unit
3. Ensure that the unit’s objectives and activities are aligned with the global Log department objectives, the Log orientations, OCB’s IKM Strategy and OCB’s strategic orientations. Together with the team, ensure that these objectives and activities are translated into actionable/measurable/visible steps with clear deliverables

Organizational goals, transversal platforms and initiatives:

1. Contribute actively to the management platform of the Log department (Log committee) on transversal initiatives and events coordination
2. On demand, coordinate transversal initiatives (intra or inter-departmental), acting as project manager or facilitator
3. Contribute to OCB inter-departmental platforms linked to Information & Knowledge Management:
   • IKM- Information & Knowledge Management Steering Committee & related Working groups – participation & contribution to this transversal platform; ensure coherence & alignment of Log initiatives, share perspectives, ongoing initiatives and developments
   • Log focal point in the ICT Project Portfolio Committee
   • OCB Privacy, in collaboration with the DPO (Data Protection Officer)
   • Be an active member of steering committees of transversal projects linked to IKM
4. Contribute actively to OCB’s organizational changes, fostering field autonomy and accountability (in line with the Field Recentralization programme), contextualized solutions (in line with the Networked OD), equal opportunities (in line with the DARA- Diversity and Anti-Racism), environmental footprint reduction and climate change adaptation (in line with the CEH- Climate, Environment & Health program) and towards becoming a learning organization (Learning & Development strategy)
5. Proactively stay informed and benchmark internal and external initiatives in all domains linked to the position to get inspired

REQUIREMENTS

Education & Experience

• Education or proven record in information and knowledge management/change management initiatives mandatory
• MSF experience in Logistics, with a minimum of 4 years international experience in our contexts of intervention mandatory
• Minimum 2 years of experience in coordination positions is an asset

Competencies

• Proven people management skills and proven experience in a leadership role, favoring ownership and engagement
• Proven strategic skills in MSF operations
• Strong ability to adapt to different context, people and environment
• Demonstrate problem-solving aptitude, creativity and initiative
• Strong communication skills (both oral and written) at various levels
• Strong ability to lead and organise teamwork, promoting trust and enthusiasm

Languages

• Proficient level in English and French, both spoken and written mandatory
• Other commonly used languages in MSF (Spanish, Arabic, Portuguese) are an asset

CONDITIONS

• Expected starting date: As soon as possible
• Location: Brussels (Belgium)
• Mobility: willing to travel 2 – 3 times per year to MSF projects, meetings, etc.
• Contract type: Open-ended contract – Full-time – Homeworking maximum 50% per week
• Salary according to MSF-OCB HQ grid
• Meal Vouchers – Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs
• Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
• Adhere to the MSF Behavioral Commitments

Deadline for applications: 14th of January 2024

[1] Logs in Operations – 2020-2023 Orientations – Click to download or available upon request.