Call for applications – Médecins du Monde Switzerland (MdM-CH)
Job title Administrative and Logistics Officer

Line Supervisor Administrative, Financial and Logistics Coordinator
Contract Duration 12 Months, renewable Job
Location Yaoundé
Work Areas Central Region Cameroon
Type of Contract National contract, full-time fixed term (12 months) renewable depending on funding and employee performance
Publication date 28/12/2022
Contract start date February 2023

Medical humanitarian non-governmental organization (NGO) governed by Swiss law, Médecins du Monde Suisse (MdM-CH) works in the field to restore sustainable access to healthcare for excluded people. It has been present in Cameroon since 2013 and implements several projects, around three (03) main thematic axes: Sexual and Reproductive Health and Rights, Prevention and Management of Violence and Pediatric Palliative Care.

As part of the implementation of its interventions, MdM-CH is recruiting an Administration and Logistics Officer JOB

DESCRIPTION

Under the hierarchical supervision of the Financial and Logistics Administrative Coordinator, the Administration and Logistics Officer ensures the operational effectiveness of the logistics functions (purchasing, inventory and equipment management, transport and vehicle fleet management, management and maintenance of the office and residences, management of telecommunications) with a view to supporting all staff in achieving program objectives and in compliance with the procedures and policies of MdM and its donors.

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

Supervision:

This position supervises:
– The driver-Logistics Assistant of the Coordination

A- TASKS & RESPONSIBILITIES

I- ADMINISTRATION MANAGEMENT:

– Apart from staff contracts, prepare and/or check before validation any other contract drafted on the mission
– Participate in the choice of premises for Doctors of the World Switzerland in Cameroon
– Ensure administrative follow-up rentals, claims and insurance contracts
– Supervise the sending of administrative archives to the coordination
– Ensure the minimum replacement of members of the administrative service in the event of absence (holidays, illness, etc.)
– Provide operational support to others departments, if necessary, in updating monitoring materials
– Leading the contracting process for external service providers and monitoring their payment
– Participate in the process of monitoring and evaluating the staff under his/her responsibility
– He/She ensures the reservations of internal and external flights
– Ensures good management of the relationship with UNHAS: monthly UNHAS flight report, UNHAS account monitoring, etc…
– Provide visitors with the necessary logistical means (visa, residence permit, telephones, USD/Internet keys, card of useful numbers, copy of their identity documents, etc.)
– He/She manages hotel reservations
– Search for visas and all necessary procedures for employee travel abroad and for stays of international employees (including renewal deadlines for residence permits and exit visas)

II- LOGISTICS MANAGEMENT:

1- Purchasing
– Ensures the establishment of a directory of approved suppliers in each field of service / service
– Ensures compliance with the procedures in force in terms of purchases
– Provides support in the development of purchase plans – Provides
a support to the admin-end assistant of the bases for field purchases, ensures compliance with the quality and deadlines of purchases
– Manages the relationship with suppliers
– Ensures customs and tax procedures as needed

2- Inventories and management of Assets
– Ensures that equipment is in good working order
– Ensures that each asset is identified with an asset tag
– Ensures that an asset register is in place and updated regularly
– Provides maintenance and repairs as needed
– Organizes physical inventories according to the established schedule
– As needed, proposes an ”Asset disposal plan”

3- Transport and management of the vehicle fleet
– 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 monitors vehicle maintenance/repairs and services
– He/She manages supply and consumption fuel. He draws up a consumption report for vehicles and generators each month, identifies anomalies and proposes solutions

4- Inventory management
– Ensures inventory management at the coordination level
– Organizes physical inventories according to the established schedule
– Collects stock inventories and, by “spot-checks”, checks physical stocks in relation to stock cards as well as with the orders placed for the programs.

5- Maintenance of the database
– Ensures the proper functioning of the structures in general
– Ensures the follow-up of the lease contracts with the various lessors as well as any notices
– Ensures the follow-up of the contracts with the security companies
– Manages the relationship with maintenance service providers – electricians, plumbers, etc.

6- Logistics administration:
– Compiles and submits to the Admin Fin Log Coordinator the mission’s monthly logistics report (vehicle fleet report, fuel consumption report (including generators)), list of assets, inventories.

– Ensures the drafting of reports of accidents or other incidents of the coordination office and channels them to its hierarchy

– Drafts the coordination contracts relating to the logistics department and supervises the logisticians of the bases in the drafting of these same contracts relating to their bases

– Guarantee the archiving and security of the organization’s documents (paper and digital)

7- Team supervision:
– Supervise the work of the logistics assistant drivers
– With the support of the HR department, he/she participates in the choice of day laborers and/or trainees (necessary for the logistics department) and conducts their supervision in compliance with the Human Resources Policy of MDM Cameroon.

– Ensures the follow-up of the achievement of objectives, the performance evaluation, and the development plan of the staff under his supervision.

8- Management of the computer park and the means of communication:
– Manage the telephone park 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 (this is not an assignment/relocation);
• 12-month national contract, possibly renewable depending on the evolution of funding and the employee’s performance evaluation;
• Remuneration according to profile and MdM salary grid;
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:

– Justify at least 03 years of experience in a logistician position 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 show flexibility depending on the circumstances
– Ability to write quality reports
– Computer skills. (Windows, Word, Excel including formulas and TCD, Powerpoint)
– Knowledge of the humanitarian field
– Force of proposal, good listener, open-minded, sense of confidentiality and be 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 necessary)

TO APPLY:
Interested persons are requested to submit their complete application file by email in the form of a single pdf file no later than 01/18/2023 at 5:30 p.m. sharp. The complete application file includes the following elements:
• Letter of motivation addressed to the General Coordinator of Médecins du Monde Switzerland in Cameroon;
• Curriculum Vitae (03 PAGES MAXIMUM);
• Copy of the valid National Identity Card;
• Copy of work certificates and required diploma;
• Three reference persons (Name, First names, Position, Email address and Functional telephone number);

The complete file must be sent by email 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 CANDIDATURES WILL BE CONTACTED AND FILES NOT COMPLIANT WITH THE INDICATIONS SPECIFIED IN THIS OFFER WILL BE PURELY AND SIMPLY REJECTED.

WOMEN ARE ENCOURAGED TO APPLY

The successful candidate must present a criminal record check. Various tools will be used to screen and assess candidates, including curriculum vitae, diplomas, reference checks, written test and/or interview.

Médecins du Monde is an employer that promotes equal opportunities and implements a fair and transparent recruitment procedure. The procedure is open to all candidates who believe they meet the requirements of the position. No employee or individual at Médecins du Monde has the right to request cash payment or the exchange of favors of any kind in return for preferential treatment in the recruitment process.

ASSOGBA Toby Elvis Jean-Pegy
General Coordinator
Doctors of the World Switzerland
Delegation of Cameroon