CONTEXT
The Hospital Management Support Unit (HMSU) is a multidisciplinary, interdepartmental team, set up within the Medical Department of MSF Operational Center Brussels (OCB). This team includes the Referent for Hospital Facilities Management, Human Resources Management, Nursing Management and Pharmacy Management.
The HMSU develops expertise in hospital management and, in close collaboration with supporting departments, provides specialized support to the teams managing the hospitals. For all specific hospital management issues this Unit is the direct interface between HQ and the project. Each member has responsibility for a specific domain, here Hospital/Health Facilities Management (HFM). Within the HMSU, the Logistics Department is represented by the Hospital Facility Management Referent.
Logistics at MSF aims at providing a safe, functional and effective environment of care for our patients, the populations we assist and our teams through a pragmatic and solution-oriented approach. The Logistics Department’s mission is twofold. First, it provides the frame of action for Logs on the field. Second, it provides access to support (both in technical and intervention families), knowledge, and learning and development opportunities for field Logs to carry out their mission.
As MIO for Hospital Facilities Management, you are a member of the Hospital Management Support Unit under the line management of the Hospital Facility Management Referent. You work in close collaboration with colleagues from the Logistics department.
MAIN RESPONSIBILITIES
Overall support the integration of people, place, process, and technology to meet the following requirements: effectiveness & functionality of the premises, safety of the occupants, safety of the equipment and efficiency.
In line with the Log Orientations, the Frame of Log Action and the HMSU objectives, and through regular visits of projects, your role as MIO HFM is to*:*
Implement, improve, and integrate MSF processes
- Implement and support in improving Health Facilities management practices in the field for effective and efficient management and functioning of the Health Facilities
- Oversee the implementation of the HFM (Health Facility Management) Toolkit and provide support to project teams for its improvement. Ensure the foundation for its implementation are implemented and followed up (inventories, etc.)
- Support the development and implementation of the Maintenance Strategy (i.e. job request system, preventive maintenance plan, maintenance protocols), guidance on preventive maintenance, corrective maintenance, and performance indicators.
- Provide support to the project teams for the implementation of policies, tools and strategies related to the logistical components of Hospital Management
- Contribute actively to the implementation of CEH roadmap and logistics priorities linked with the carbon footprint reduction
- Contribute to defining and improving HFM tools and policies through recommendations based on your experience and projects’ feedbacks. Capitalize on useful tools or procedures encountered at project level relaying relevant information to the relevant technical domain/Log Department Unit
- Support in the definition and implementation of health facilities hygiene, IPC and waste management strategies in collaboration with the relevant technical domains and the health facilities management teams
- Provide support for the implementation, maintenance and regular revision of health facilities safety systems (e.g. fire safety including emergency planning, hospital access and security).
- Follow-up of the implementation of the Log Basics and their assessment as per the Frame of Log Action minimum requirements.
- Support in ensuring the regular performance of Health Facilities assets inventories on Track My Stuff (TMS) and the improvement of the data quality as part of the assets maintenance plans pre-requisites
- Contribute to the revision of the HFM toolkit, provide insight for tools improvements and/or technical aspects
Evaluate and support projects’ HFM strategies:
- Ensuring coherence and quality of HFM responses to the operational requirements of hospitals in OCB
- Carry out assessments on existing structures and/or future structures in the view of proposing adapted HFM implementation strategies to the project teams
- Support the Logistics Team on the evaluation of external suppliers, maintenance contracts and outsourced services through performance of market assessments
- Support the health facilities management and Logistics teams in defining the yearly planning, budget and the hospital activities through recommendations on hospital improvements, and HR maintenance requirements
- In coordination with the Logistics & Medical project responsible support in the review of health facilities logistical management strategies, tools and procedures and recommending possible amendments or revisions
Contribute to knowledge management activities:
- Contribute actively to the Community of Practice initiatives, through experience sharing and capitalization of project initiatives creating learning opportunities Logistics Community
- Provide support for trainings: participate in the preparation/development and facilitation of training Modules HMTT (Hospital Management Team Training module on Infrastructure Management, TLB, online inter OC HFM trainings).
REQUIREMENTS
Education & Experience
- Technical diploma and/ or university degree, preferably as an engineer and/or experience in technical logistics management.
- Minimum 2 years of experience in technical project management and/or project management of hospital facilities
- Minimum 1 year of relevant MSF (or other NGO) project experience within the last 3 years
- Experience in team management, coaching & training is an asset.
- Experience in health technology management in hospitals, including safety, maintenance, planning, procurement, legal and financial aspects is an asset
Competencies
- Management skills: Analyzing, planning, organization, negotiation, and communication skills
- Skillful writing and reporting skills
- Demonstrated ability to establish and maintain effective relationships with key stakeholders.
- Behavioral flexibility: ability to work in a team, high level of maturity in interpersonal relationships, flexibility.
- Proactive and willing to propose innovative ideas and solutions
- Mentoring, coaching and mirroring skills
- Result, quality & service oriented
- Good Teamwork and cooperation capacity
- Good and patient listener
- Proficient user of Microsoft suite & software applications; experience with project management tools and applications and/or data analysis tools
Languages
- Fluent in English and French
- Knowledge of Spanish, Arabic or Portuguese is an asset
CONDITIONS
- Expected starting date: 16th of September
- Location*: Abidjan (Ivory Coast) or Brussels (Belgium), but mainly carried out in the projects worldwide
- *****Due to administrative constraints, given the duration of the contract, candidates might already need to have the permanent right and/or a valid work permit to work in some of the mentioned locations.
- *Other location/s where there is an MSF entity could be exceptionally discussed. The outcome depends on the residency of the candidate, the local legal limitations (residency, work permit, etc.) and on agreement with the hosting MSF entity of the location.
- Mobility: 75% carried out in MSF OCB projects
- Contract type: Fixed-term contract – 1 year – Full time
- Salary according to MSF-OCB field grid
- Medical Insurance 100% covered as per international package – 45 days of paid annual leave
- The contractual conditions will be established based on the official residence of the candidate, the station, on administrative / legal constraints and in respect of MSF function grids and salary policies
- Not a family position
- Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
- Adhere to the MSF Behavioral Commitments
- Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
Deadline for applications: 15th of August 2024
How to apply
How to apply?
Please, send your CV and motivation letter to Recruit-HQ-Log@brussels.msf.org and mention “MIO HFM” in the subject of your email.
Only shortlisted candidates will be contacted.
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