Logistics Officer @ Medecins Du Monde (MdM)

Job Description

Jobs in Abuja, Nigeria.

Job Description

• The Coordination Logistics Officer works under the Supervision of the Logistic Coordinator with a particular focus on Supply Chain. He/She supports the collaboration between Coordination and Base Logistics team for all procurement as well as fleet management, energy management, facilities management, equipment and stocks management, while the majority of the tasks will be related to Supply Chain.

Responsibilities
Objective 1: Ensure Logistics Supply Chain, review and prepare all documentation

• Provide support in periodic market survey and analysis;
• Ensure best value for money by reviewing available prices & quality, quotation validity, leadtime; 
• Verify new suppliers references, existence and conduct due diligence;
• Review and confirm all Mission request (MR) before processing ,ensure that MR includes all required specifications and supporting documents;
• Update and share the consolidated Procurement Follow Up (PFU) on weekly basis,
• Follow up the importation and clearance process of international shipments
• Support the Capital Liaison Officer in speedy processing of Expatriate VISA  and flight payments. 
• Prepare Request for Quote (RFQ) , prepare Evaluation Grid (EG) and get approval according to MdM standard procedures ;
• Prepare Purchase Contract or Supplier Purchase Order (PO) and coordinate suppliers during the delivery of the goods and services specific to the Mission. 
• Participate in tender processes and take minutes;
• Support the LogCo in monitoring SharePoint procurement documents archiving and providing a report on gaps every quarter (March, June, September, December); 
• Update the price catalogue with new purchase prices and/or suppliers or at least every two months;
• Maintain an updated supplier database for the Mission;

Objective 2 : Negotiating supplier framework agreements and contracts

• Support the Deputy Logistics Coordinator in sourcing for services (Hotel accommodations, repair and maintenance services)
• Prepare Procurement Dossiers for framework agreements and contract and update relevant monitoring tools (Procurement Follow Up and Contract Follow Up) ;
• Liaise with contractors/suppliers to ensure compliance with the contract, including initial meeting;
• Collect and prepare any supporting documents related to contract implementation or modification;
• Communicate to line manager any deviation from the initial contract.
• Ensure that all documentation required as per contract is provided by both parties;
• Collect and review all delivery documentation;
• Prepare payment transaction according to delivery and contract payment terms.

Objective 3 : Equipment and stock Management 

• In collaboration with the Base Log/ Admin, anticipation for the need for equipment for the base.
• Ensure the good usage and maintenance of MDM equipment, (cleaning, security, protection; maintenance) with proper inventories.
• Keep a proper inventory of stocks where applicable and report regularly. 
• Ensure tracking of equipment, labelling and update on monthly basis the asset equipment list;
• Ensure that each equipment has an ID Number if not must refer to his/her supervisor,

Objective 4: Facilities Management

• In case of absence of the Logistics assistant in charge of the Abuja facilities management, support in office maintenance, generator maintenance, minor rehabilitation.
• In collaboration with the ICT officer, Ensure that communication means are available for professional work (internet, telephone etc.)
• In collaboration with the Base Log/Admin, conduct the logistics assessments in the field whenever required, and provide the support to the team in the field.

Objective 5: Fleet Management

• In case of absence of the Logistics assistant in charge of the Abuja in charge of fleet management, support for drivers planning and vehicle maintenance.

Objective 6: Coordination and Report

• Participate in meetings with logistics team and other departments
• Participate with the Base Log/Admin at the Logistic monthly report each end of the month (vehicle and generator fuel and maintenance follow up, Asset equipment inventory, none asset inventory, purchase follow up) etc.
• Conduct field visit and draft report with recommendations to base team
• Collate and analyze reports from all bases and report to Logistics Coordinator and deputy Logistics Coordinator
• Share consolidated Contracts and Procurement trackers with the Logistics Coordinator monthly.

others:

• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and responsible for reporting and communication of progress and achievement of the specific assigned task. 
• The Logistics Officer should be flexible and adaptable with regards to the implementation of the daily work/activities.
• The Logistics Officer is expected to conduct all duties in a professional manner following MdM Nigeria mission staff regulations/code of conduct and humanitarian charter;

Internal & External relationships
Internal    

• Logistic Coordinator :  Hierarchical relationship: integrated approach – Coordination – sharing of information – Technical Support –  exchange of information and collaboration on procurement  matters
• Deputy Logistic Coordinator :  Technical Support –  exchange of information and collaboration on procurement  matters
• Supply officer:  exchange of information and collaboration on procurement matters.
• Finance Coordinator/ Base Admin: exchange of information and collaboration on procurement   matters 
• Others (Programme):  exchange of information and coordination validation of procurement through signature of Logistics and procurement flow documents.

External    

• Service Providers & Vendors  : working relation ,  exchange of information, coordination, 
• Local representatives of international aid organizations : exchange of information

Requirements

• A Higher National Diploma or Bachelor degree in Business Administration OR Logistics OR Purchasing and Supply.
• Certification in CIPS, Supply or Logistics desirable. 
•  Min 3 years’ extensive experience in procurement and/or logistics capacity management and coordination, preferably in Humanitarian or development work.
• High level of Integrity and Transparency.
• Strong Organizational skills combined with the ability to coordinate a diverse range of people and responsibilities.
• Ability to organize and prioritize workload, using initiative when appropriate and demonstrate good judgement.
• Possess strong analytical, communication, interpersonal and negotiation skills.
• Effective multi-tasking skills with ability to coordinate and handle pressure/ stress well.
• Flexible, able to live and work in a stressful and insecure environment.
• Previous experience working for NGOs an asset, particularly international and/or health related NGOs
• Fluency in one or more National/regional languages an asset.

Source: From Company Career Portal/Other Job Boards.