Doctors of the World Switzerland MdM-CH is recruiting an Administration and Logistics Officer

As part of the implementation of its interventions, Médecins du Monde Suisse MdM-CH is recruiting an Administration and Logistics Officer

Line Supervisor: Administrative, Financial and Logistics
Coordinator Contract duration: 12 months, renewable Position location: Yaoundé
Work areas: Central Cameroon Region

Type of Contract: National contract, full-time fixed-term (12 months) renewable
depending on funding and employee performance
Start date Contract: February 2023

JOB BRIEF

Under the hierarchical supervision of the Financial and Logistics Administrative Coordinator, the Administration and Logistics Officer ensures the operational effectiveness of logistics functions (purchasing, inventory and equipment management, transport and fleet management, inventory management, office and residence management and maintenance, telecommunications management) in order to support all staff in achieving program objectives and in compliance with procedures and policy of MoM and its funders.

He/She strives on a daily basis to respect the imperatives of segregation of tasks and continuity of services.

Supervision:

This position oversees: The Logistics Assistant Driver of the Coordination

A- TASKS & RESPONSIBILITIES
I- MANAGEMENT ADMINISTRATION:

• • Apart from staff contracts, prepare and/or verify before validation any other contract drawn up on the mission
  • Participate in the choice of Doctors of the World Switzerland premises in Cameroon

• Ensure the administrative follow-up of rentals, claims and insurance contracts
• Supervise the sending of administrative files to the coordination
• Ensure the minimum replacement of members of the administrative service in case of absence (leave, illness …)
• Provide operational support to other departments as necessary in updating monitoring materials
• Conduct the contracting process of external service providers and monitor their payment
• Participate in the process of monitoring and evaluating staff under his/her responsibility
• He/She ensures the booking of internal and external flights
• Ensures a good management of the relationship with UNHAS: monthly UNHAS flight report, UNHAS account follow-up, etc …
• Provide visitors with the necessary logistical means (visa, residence permit, telephones, USD/Internet keys, useful number card, copy of their identity documents …)
• He/She manages hotel reservations
• Search for visas and all necessary procedures for the travel of employees abroad and for the stays of international employees (including deadlines for renewal of residence permits and exit visas)

 

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II- LOGISTICS MANAGEMENT:
1- Purchasing

• Ensures the establishment of an approved supplier directory in each delivery/service area
• Ensures compliance with current procurement procedures
• Provides support in the development of procurement plans
• Provides support to the bases’ administrative assistants for field procurement, ensures compliance with the quality and timeliness of procurement
• Manages the relationship with suppliers
• Ensures customs and tax procedures as required

2- Inventories and asset management

• Ensures the proper working condition of equipment
• Ensures that each asset is identified with an asset tag
• Ensures that a register of assets is in place and updated regularly
• Provides maintenance and repairs as needed
• Organizes physical inventories according to the established schedule
• As needed, offers an “Asset disposal plan”

3- Transport and fleet management

• He/she supervises the coordination drivers
• Manages the movement of people and goods, ensures dispatch of mission vehicles
• In collaboration with the driver, he/she ensures the follow-up of the maintenance/repairs and services of the vehicles
• He/She manages the supply and consumption of fuel. It prepares a monthly vehicle and generator consumption report, identifies anomalies and proposes solutions

4- Inventory management

• Provides inventory management at the coordination level
• Organizes physical inventories according to the established schedule
• Collects stock inventories and, through spot checks, checks physical stocks in relation to stock sheets as well as orders placed for programs.

5- Maintenance of the base

• Ensures proper functioning of structures in general
• Ensures the follow-up of lease contracts with the various lessors as well as any notices
• Monitors contracts with security companies
• Manages the relationship with maintenance service providers – electricians, plumbers, …

6- Logistics administration:

• Compiles and submits to the Fin Log Admin Coordinator the monthly logistics report of the mission (Fleet Report, fuel consumption report (generators included)), list of assets, inventories.
• Ensures the drafting of accident or other incident reports from the coordination office and channels them to his/her hierarchy
• Draft coordination contracts relating to the logistics department and supervise the logistics officers of the bases in the drafting of these same contracts relating to their bases
• Ensure the archiving and security of the organization’s documents (paper and digital)

7- Supervision of teams:

• Supervises the work of logistic assistant drivers
• With the support of the HR department, he/she participates in the choice of day labourers and/or trainees (necessary for the logistics department) and supervises them in accordance with MDM Cameroon’s Human Resources Policy.
• Ensures the monitoring of the achievement of objectives, the evaluation of performances, and the development plan of the staff under his supervision.

8- Management of computer equipment and means of communication:

• Manage the telephone fleet and the relationship with the main supplier
• Ensure the management of the telephone fleet including the distribution of project consumption and the monitoring of personal line consumption in close collaboration with HR.
• Ensure the proper functioning of the servers and the Internet connection of the offices, manage the fleet of Internet keys and modems.

CONDITIONS OF EMPLOYMENT:

• Full-time position, based in Yaoundé (not an assignment/relocation);
• National contract of 12 months, possibly renewable depending on the evolution of funding and the performance evaluation of the employee;
• Remuneration according to profile and salary grid MdM;

RESEARCH PROFILE:

1- DIPLOMAS, LEVEL OF STUDY

• BAC + 3 minimum, diploma in the field of Logistics and Transport …
• Additional training in Administration, Secretariat is a great asset

2- KEY SKILLS:

• Have at least 03 years of experience as a logistician in an international NGO
• Having additional experience as an administrative assistant, in charge of administration in an NGO will be a great asset,
• Be organized, methodical, rigorous, proactive, dynamic, versatile and autonomous
• Be honest/honest and able to work under pressure and be flexible depending on circumstances
• Ability to write quality reports
• Computer skills. (Windows, Word, Excel including formulas and TCD, Powerpoint)
• Knowledge of the humanitarian field
• Proactive, attentive, open-minded, sense of confidentiality and being able to work under pressure;
• Proven ability to manage and maintain a good team spirit
• Experience in negotiation and communication
• Oral and written knowledge of the French language. Knowledge of English (professional level is required)

TO APPLY:

Interested persons are requested to submit their complete application file by email as a single pdf file. The complete application package includes the following:

• Letter of motivation addressed to the General Coordinator of Médecins du Monde Suisse in Cameroon;
• Curriculum Vitae (03 PAGES MAXIMUM);
• Copy of the valid National Identity Card;
• Copy of the required certificates of work and diploma;
• Three reference persons (Surname, First names, Function, Email address and Functional telephone);

The complete file must be sent by e-mail to the

address recrutement.cameroun@medecinsdumonde.ch

with the reference in the subject of the email: CHARGE. E ADMIN LOG_YDE 2023

NB: ONLY SELECTED APPLICATIONS WILL BE CONTACTED AND FILES THAT DO NOT COMPLY WITH THE PRECISE INDICATIONS IN THIS OFFER WILL BE REJECTED OUTRIGHT.

FEMALE APPLICATIONS ARE ENCOURAGED

The successful candidate must submit an extract from the criminal record. A variety of tools will be used to screen and assess candidates, including resumes, diplomas, reference checks, written tests and/or interviews.

Deadline: 18/01/2023 at 17:30 sharp