For our program in Yemen, we are looking for Logistics Officer, based in Marib, to start as of Nov 1st, 2022.

Médecins du Monde (MdM) is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

Job Reference Number: MDM/MRB/LOG/2909/043
Position: Logistics Officer
Status: Full-time
Location: Marib
Reporting to: Program Manager/Filed Coordinator
Technical Line: Logistics Coordinator- Sana’a

MAIN RESPONSIBILITIES 

Under the Line supervision of the Programme Manager/ Field Coordinator and technical supervision of Logistic Coordinator, the Logistic Officer will be responsible for the following main activities in accordance to national and MdM procedures:

• Purchase process 
• Stock management 
• Fleet Management
• Transportation Management
• Guest House/Office follow up
• Custom Clearance
• Security follow up
• Reporting
• Guard’s supervision

I.    TASKS DESCRIPTION:

Purchase Process:

• Ensure that procurement plans are in place for each project and that have been developed in a participatory manner and shared widely with all concerned teams.
• Provide support to the program teams in procurement planning to ensure timely delivery of project inputs and activities.
• Identify the suppliers, negotiate and implement contract and framework agreements in accordance with financial, forecasting and donors’ requirements.
• Responsible for all Invitation to bids at the Field office.
• Ensure weekly procurement tracker is shared with the field team and coordination level to enable a close follow up of the procurement status.
• Realize local purchasing of goods for the mission, according MdM Purchasing procedures and technical instructions 
• Purchase goods ensuring the optimum price/quality ratio on the market
• Ensure that the suppliers fill in all receipts/invoices for local purchases correctly
• Ensure the delivery of all purchased items to the requester, collects the proof of delivery and proceed to the validation of the invoices by the Finance team
• Support in the preparation of all kind of contracts for goods and services.
• Keep and update all logistic filing system hard copy and softcopy.
• Do not accept money, loans, credits, gifts, entertainment or commissions from past, present or future suppliers

Stock Management

• Regularly check inventory levels (physical counts).
• Receive orders: Check the number of packages, check packaging and content and inform the logistics Coordinator, Supplier and requester of any problems (missing or damaged goods, etc.). 
• Ensure that all items are well organised and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).

Fleet Management

• Responsible for the maintenance of the cars: be sure that the drivers realize daily/weekly maintenance.
• Supervise activities of driver for filling the logbook and explain them if there are some mistakes
• Fill the vehicle monthly follow-up document
• Organize movements of car following movements planned and affected the drivers to the movements
• Check and follows fuel consumption and spare parts. 
• Transmit a fuel consumption report to logistic Coordinator on a monthly basis

Transportation of goods

• With the support of Logistics Coordinator, analyses risks / access / delay and organizes deliveries to the bases and programs;
• Assess and follows all different transport suppliers
• Organize all transportation for MdM program.
• With the support of the Logistics Coordinator, follow up custom clearance process in collaboration with the liaison officer.

Guest House Office follow up

• Responsible for the follow up of all maintenance of the equipment in the whole office and Guest House.
• Directs the Logistics and Facility Assistant on what maintenance has to be done in the office and the quest house. 
• Follow up the repairs when needed: contact the repairers and buy material needed
• Make sure the Logistics and Facility Assistant follows all the process of repairs and maintenance and maintain records for each maintenance activities.

Security issues

• Support the LSO where needed to follow-up the security context and any deterioration in this that could affect operations and provide guidance to teams/sites as required under the responsibility of Field Coordinator.
• Report any security related issues to the Field Coordinator, then to the LSO.
• Supervise the compound and guest house guards and plan for the roster and schedules.

HR and management of MdM logistics teams

• Defining the tasks of each team member, supervising them on a daily basis and monitoring the quality of their work (punctuality, precision, quality, etc.)
• Realize regular (weekly/monthly) meeting with the drivers, and with the guards 
• Regular or weekly meetings with the logistics team with the support of the Logistics Coordinator.

Reporting and attendance to different meetings

• Prepare weekly activities report to submit to Field Coordinator & Logistics Coordinator.
• Participates in a pro-active way to MdM internal meetings (general, admin, security…)
• Participate in the working groups with others NGOs

II.    OTHERS:

• Be flexible in performing his/her duties 
• Inform immediately the security focal point in case of any security problem 
• Perform other additional duties on request of the logistics Coordinator and Field Coordinator.

PROFILE REQUIRED:

Qualification required: 

• Bachelor's degree in Business Administration, Supply Chain Management, or similar field of study.

Experience required: 

• Minimum 2 years’ experience in similar position, experience with INGO is an asset.  

Other skills required:

• Good Communication skills, 
• Fluent in both English and Arabic.
• Ability to work in a team as well with others, 
• Organization skills, Quality management skills,
• Knowledge of logistics systems and ability to meet with deadlines, 
• Understanding of transportation limitations and regulations, 
• Ability to contribute individually to greater goal.

CONDITIONS OF EMPLOYMENT

• Type of contract: fixed term contract  
• Reason: New position  
• Starting: 1st of Nov 2022
• Rhythm: full-time
• Location: Marib with some travels to the field office in Aden