“Logistics Coordinator – Sana’a/ Aden”

For our program in Yemen, we are looking for a (Logistics Coordinator), the position will be based in Sana’a & Aden.

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.

• Position: Logistics Coordinator  
• Status: Full-time
• Location: Sana’a & Aden - Yemen
• Reporting to: Deputy General Coordinator 
• Technical Line: HQ Logistics Adviser 

Job Purpose

The Logistics Coordinator is responsible for steering the mission's logistics strategy and ensuring its effective implementation. They coordinate and oversee all logistics functions: supply chain, vehicle fleet, stock management, equipment, buildings, IT infrastructure, communications systems and energy), build and strengthen the logistics team’s capacity, and support the Deputy/General Coordinator in monitoring the implementation of security procedures. 
They ensure compliance with MdM and donor procedures and help guarantee the quality, efficiency and compliance of logistics services within the mission, while contributing to the prevention of fraud and corruption. 
The Logistics Coordinator is responsible for planning, organizing, supervising the implementation, and reporting all logistics activities for the mission. Based on mission program needs and with respect to MDM logistics/security policies and procedures, the Logistics Coordinator sets the objectives for the mission logistics department within the projected time frame and budget and works towards their implementation.

TASKS DESCRIPTION:

1.    Logistics coordination: 

• Define/adapt and implement the logistic tools required to achieve the general objectives, according to MDM procedures. 
• Defines and implements logistics process and ensures that everyone is trained and respects these process 
• Assist fields on schedule all logistics activities needed, in order to reach projects objectives 
• Provide input on logistics matters to the Coordination Team for proposal and report writing 
• Ensures the good filling and follow-up of all the logistics tools for a good capitalization at the mission level (Park state, purchase follow-up, donation follow-up…) 
• Communicate regularly with the logisticians and Deputy/General Coordinator in order to ensure good understanding of the logistics activities and logistics priorities of each one, 
• Responsible for all communication related to logistic issues with the E Desk Referent Logistician. 

2.    Program activities: 

• Perform the role of technical adviser and take final responsibility for all logistical tasks of the Mission.
• Responsible for the appropriate selection (in collaboration with the Referent Logistician in HQ), installation, use, and maintenance of equipment across the following technical disciplines: Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain etc. 
• Manage and supervise the Construction/rehabilitation of the health Centres (including waste management and infrastructure) if needed. 
• Take part to any assessment as per required 
• Develop and maintain good network of contacts to facilitate emergency responses (customs, suppliers, other NGOs, etc.) and provide logistics support to any emergency responses as per needed 
• Support the medical team particularly on transportation: fleet management; contract etc. 

3.    Procurement & Supply Chain 

• Prepare the procurement plan and make sure with the relevant coordinators of the consistency with the grant chart. 
• Ensure the overall supply chain management for the response in the country (international & local purchases). 
• In charge of the implementation, follow up and respect of MdM Logistics procedures (purchase, communication, stock management, fleet management, park status) 
• Ensure active monitoring of the purchasing process including overseeing local customs clearance of imports, until delivery of the goods and the official handover of items against signature of receipt. 
• Ensure that the filing system to record and archive all procurements is rigorously maintained by the Logistic team. 
• Ensure the existence and maintenance of a supplier database and develop robust local supplier relationships at national level. 
• Ensure systems mitigate risks from corruption and insecurity. 

4.    Team management 

• Responsible for the line management of specified logistics staff in accordance with HR policies and procedures, including recruitment and performance management. 
• Facilitate the communication within the logistics component of the team and between the different members of the team on logistics issues. 
• Responsible for the technical support of all logistics staff. 
• Responsible for the capacity building and training of all logistics staff to improve efficiency, awareness of, and compliance with, logistics systems and procedures. 
• Brief and debrief staff on logistical and technical aspects of the Mission. 

5.    Implement the necessary logistics measures for safety and security 

• Contribute to the development and updating of the mission's security plan, in line with defined responsibilities (see Safety/Security RACI), and monitor logistics-related prevention and protection measures 
• Supervise the logistical implementation of safety and security measures in accordance with MdM internal policies 
• Participate, when requested, in analyses and lessons learned relating to security management 
• Ensure movement follow up by logistic team. 
• Ensure all safety means and measures are in place to prevent loss in lives or property damage in all MDM premises. 
• Ensure the logistic means linked to the Security Management are ready to deploy, reliable and appropriate.

Concretely: Telecommunication, transport, tracking, cartography & mapping, hibernation room and the package embedded on it, electricity, fuel, water and food 

• Ensure the safety of the MdM facilities (fence, surveillance camera system, fire extinguisher…) 
• Ensure the appropriate access to office/Guest House and management of MdM guards 
• Ensure availability of visibility material for the staff and vehicles (logos, MdM t-shirt and jacket, flags) 
• Planning & follow-up of team/vehicles/goods movement 

6.    Meetings, Representation and Reporting: 

• Attend MdM regular Coordination meetings 
• Represent MdM with relevant external organisations and networks at national level and actively networking. 
• Attend Logistic related external meetings (clusters, Humanitarian Forum, HULO meeting…) as per request by the General Coordinator. 
• Consolidate logistics reporting (assets, fleet, premises …) and prepare monthly logistic report. 
• Contribute to the be-monthly sitrep. 
• Organise regular meetings with the logistic team, in order to share all information and problems, finding solutions where necessary, 
• Contribute to the preparation of donor proposals and reports 
• Ensure that the monthly logistics report is completed to a high standard and submitted on time 
• Analyse reports, formulate recommendations where necessary, and incorporate them into the action plan for follow-up 
• Compile reports and escalate key issues to HQ and line management 
• Collect data and analyse relevant indicators to monitor activities in line with strategy and objectives 

REQUIRED (KNOWLEDGE, SKILLS, ABILITIES) & QUALIFICATIONS

• Bachelor’s Degree or equivalent in technical studies 
• Excellent knowledge of standard logistics procedures and practices. 
• Good understanding of financial and HR procedures. 
• Good level of technical skills in IT / Communications/construction or other desired. 
• Excellent analytical, communication, and representative skills. 
• Ability to adapt, multitask and deal with stressful situations. 
• Ability to work within and motivate the team. 
• Strong work ethic and rigor. 
• Strong sense of responsibility. 
• Strong organizational skills. 
• At least 2 years previous field experience in a relief NGO, ideally in a similar role. 
• Minimum of 3 years of previous experience in a managerial position. 
• Previous experience in security management