Procurement and Logistics Officer Full Time NEW

Médecins du Monde (MdM) or Doctors of the World is an international humanitarian organization that provides medical care and support to vulnerable populations around the world. Founded in 1980, the organization’s mission is to ensure access to healthcare for all, regardless of race, religion, or political affiliation. MdM operates in over 40 countries including Ethiopia, delivering medical aid in crisis zones, conflict-affected areas, and areas of extreme poverty. Our teams of healthcare professionals, including doctors, nurses, and support staff, work tirelessly to provide essential medical services, emergency relief, and long-term healthcare programs.MDM–France invites qualified candidates to apply for the following position : Procurement and Logistics Officer

Job Summary

The field procurement and Logistics Officer will play a vital role in Procurement Management, Stock Management, Transport Management and Premises management. He/she will be base in Yalo under the direct supervision of field coordinator, and He/she will have a technical reporting line to the log manager Afar / Semera. She/he will be the direct manager of the guards and the cook/cleaner

TASKS & RESPONSIBILITIES

Procurement Management

• Coordinate with the Field Coordinator and Finance Officer to prepare monthly purchase forecasts.
• Request financial advances from the Finance Administration Officer at the beginning of the week and justify expenses by the end of the week following MDM procedures.
• Ensure strict adherence to MDM and donor procurement policies and procedures.
• Manage all purchasing processes at the base level, avoiding split purchases and adhering to financial thresholds and associated procedures.
• Collaborate with managers and officers to ensure efficient and effective logistics operations.
• Optimize logistics operations to increase cost-effectiveness, including establishing long-term supply contracts.
• Maintain and archive procurement records, both physical and digital, on the logistics SharePoint.
• Oversee and manage all stocks at the base level.
• Register, maintain, repair, and dispose of MDM assets while maintaining full control over all items.
• Verify the quantity, condition, and contents of received goods against orders or goods received notes.
• Report any irregularities, such as missing or damaged items, to the Log Manager and Field Coordinator.

Stock Management

• Oversee and manage all stocks at the base level.
• Register, maintain, repair, and dispose of MDM assets while maintaining full control over all items.
• Verify the quantity, condition, and contents of received goods against orders or goods received notes.
• Report any irregularities, such as missing or damaged items, to the Log Manager and Field Coordinator.
• Ensure proper organization, protection, identification, and accessibility of goods in storage.
• Produce stock documentation by MDM policies and formats.
• Tag and list all assets during procurement and keep records up to date.
• Maintain cleanliness and good condition of stocks.

Transport Management

• Assist in renting vehicles for program activities.
• Ensure compliance with MDM vehicle management procedures.
• Implement rules for vehicle and transport management.
• Schedule and reserve transport as needed.
• Allocate and loan vehicles appropriately.
• Supervise hired vehicles to ensure they are in good condition.
• Ensure vehicle contractors perform regular maintenance.
• Oversee weekly vehicle checks by drivers.
• Manage fuel stocks and maintain buffer stock.
• Handle the transport and movement of goods and supervise loading and unloading.
• Supervise drivers on license reporting, accident handling, and security measures.
• Report and track vehicle service and fuel consumption.

Premises Management

• Monitor the use of office materials, fuel, and lubricants.
• Inspect the cleanliness of open spaces (gardens, courtyards, etc.).
• Ensure maintenance of MDM premises and facilities (walls, roofs, electrical installations, water supply, etc.).
• Oversee minor building rehabilitation work.
• Ensure compliance with security norms in MDM premises.

Communications Management

• Train staff on using communications equipment (satellite phones, GSM, smartphones, computers, etc.).
• Keep contact numbers and email addresses updated and accessible.
• Ensure maintenance of computers and network systems.
• Secure and track communication and IT equipment.
• Maintain and service communication equipment (phones, landlines, mobiles, sat phones, etc.).
• Brief new staff on communication protocols and equipment usage.
• Supervise computer maintenance personnel and inform the Field Coordinator of issues.
• Oversee internet service providers, server performance, and data consumption.

Emergency Response

• Participate in emergency activities and exploratory visits.
• Manage logistics activities and staff during emergencies.

Security Management

• Report security issues to the security focal point.
• Serve as a backup for the security focal point when needed.
• Support the Field Coordinator in implementing security and safety procedures.
• Ensure timely implementation of security improvements.
• Mitigate risks related to fraud, corruption, and insecurity.

Team Management and Networking

• Manage assigned team members (Drivers, Cleaners, and Guards).
• Conduct capacity building and appraisals for staff.
• Train new staff in logistics procedures.
• Actively participate in base meetings.

Reporting

• Consolidate and submit monthly logistics reports to the Field Coordinator and Log coordinator.
• Provide mission reports and handover documents at the end of contracts or before annual leave.
• Fully scan and archive purchase files physically and on SharePoint.

Skills required:

• Essential, secondary education; Degree in Logistics Supply Chain Management Or Business administration .
• Experience: Two years previous experience in Logistics , INGO environment is a plus.

Skills Required:

• Essential knowledge of use of computer including processing of documents (Word, Excel) ,
• good driving skill with renewed driving license, very good communication, negotiation and organizational skills,
• flexibility, versatility, attention to detail, ability to work in a multi-disciplinary and multi-cultural environment
• quick decision-making and prompt action,
• open-mindedness, curiosity, openness to new ideas, creativity, smart appearance, dynamism.

Languages

• English and Amharic/Fluent