Log Base/outreach/supply Officer – Based in Zuwara area – Libya - MSF-OCP-WESTCOST PROJECT

Médecins Sans Frontières (MSF) is an International Humanitarian Organization providing medical aid to populations in distress, victims of natural and man-made disasters, and victims of armed conflict regardless of race, religion, and political belief. For more information, visit our Arabic website, http://www.msf-me.org

MAIN RESPONSIBILITIES

• Carrying out or supervising all setup, monitoring, and maintenance logistics activities in the base (vehicles, fuel consumption, and local infrastructure) according to MSF standards and protocols in order to have the material, infrastructure, and vehicles in optimal running conditions. Base means an office, warehouse, pharmacy
• Carrying out or supervising all setup and maintenance logistics activities in our outreach activities locations (plumbing, construction, refurbishing, electricity, …) according to MSF standards and protocols in order to operate properly MSF programs for the benefit of our beneficiaries
• Carrying out operational staff management (drivers, watchmen in particular, and log staff/contractors, daily workers in a more general way)
• Performing the day to day implementation of supply procedures and ensuring efficient administrative processes of the supply program in the Zuwara area (Order Processing, purchasing, etc.) according to MSF protocols, standards, and procedures in order to ensure the optimal running of the project
• Executing the stock management activities (receipt, storage, and issuance to projects or other departments of medical supplies, food items, NFI items, spare parts, tools, equipment and/or other logistics materials), according to the line manager’s instructions and MSF standards and protocols, in order to ensure the overall functioning of MSF activities in Zuwara area
• Performing the day to day activities ensuring an efficient running of the administration processes of the supply activities following the supply procedures according to MSF standards and protocols
• Performing the day to day order processing activities in the local market, in Zuwara area
• Performing the day to day purchasing activities in the local market, in Zuwara area
• Performing the day to day procedures and administrative processes for the clearance and transportation of goods in the Zuwara area ensuring an efficient shipment of goods
• Performing and coordinating administrative procedures related to his/her supply activity(ies), verifying the compliance to MSF procedures, standards, and protocols
• Ensuring that all necessary tools and management procedures are followed to avoid stock ruptures, losses and excess stocks in the mission
• Performing delegated tasks according to his / her activity(ies) and as specified in his/her job description

ACCOUNTABILITIES

• Planning vehicles movements, tracking individual trips, and ensuring implementation of security measures
• Implementing and managing drivers and watchmen rosters in order to ensure proper and continuous support to the project
• Monitoring consumption of supplies, fuel, lubricants, used in different facilities (office, store, etc…).
• Checking the maintenance of the various open spaces (gardens, courtyards…) and ensuring that domestic waste is correctly discarded
• Carrying out all construction, refurbishing, water supply work + managing contractors in our intervention areas (communities, medical facilities, …), , to ensure proper running of our programs
• Carrying out or manage all facilities equipment supply, purchasing, and setup, for office, warehouse, pharmacy …
• Checking and ensuring the maintenance of MSF premises, facilities, and vehicles, as well as the general water supply, electrical, commendations items, walls, ceilings, etc., and security conditions. In this sense, making inspection visits to assess the rehabilitation needs of facilities.

Performing maintenance of logistics equipment for cold chain, energy, IT, and radio communications, in particular :

1. Inventories and the reallocation of equipment.
2. Checking the quality of the work carried out on generators and electrical installations
3. Managing regular maintenance on AC equipment

• Constantly assessing the local market, seeking products and suppliers that offer the best value for money and negotiating prices in order to guarantee the best quality and pricing for MSF goods and commodities. Regularly updating the supplier-item-price data on the local market and informing the Supply (Activity) Supervisor / Logistics Supervisor of all information or modifications to the data i.e. price, address, items available
• At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing policy and placing purchase orders to pre-selected suppliers with whom prices have been agreed
• Requesting invoices or receipts, without delay, for all purchases, checking they are correctly filled and translating information written in local language before approval
• Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), managing advances issued by the Finance Department, etc. Updating information on purchase lists after purchases are made
• Reception control process
  • Supervising materials and goods orders and dispatch in order to ensure its rational use.
  • Receiving orders and deliveries, identifying and reporting potential discrepancies
  • Stores materials in accordance with the system in force in order to ensure continuous availability.
  • Updating and/or creating stock cards for all stock items immediately after reception of goods. Checking the received cold boxes and controlling the cold chain-monitoring card
  • Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organized and correctly stored, well protected, fully identified, and easily accessible (cleanliness, security, access, etc.).
  • Monitoring the store temperature and ensuring Cold Chain items are stored at an adequate temperature. Keeping a special control of “sensitive” goods: numbers of lots, expiry dates, packaging, and special storage conditions
  • Preparing orders on time before sending goods, and packs (according to transport means)
  • In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarm thresholds, stock out, and expiry dates.
  • Controlling warehouse limited access to authorized personnel and ensuring doors and other exits are secured. Immediately informing the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins, or theft in the warehouse
  • Assisting the line manager with preparation of the stock reports
  • Performing delegated tasks according to his / her activity and as specified in his/her job description

QUALIFICATIONS AND SKILLS REQUIREMENTS

JOB ADVANTAGES

• Medical health policy
• Regular salary and regular working hours
• Paid leaves policy

WORK LOCATION

Zuwara and potentially other places in the Westcoast

WORKING HOURS

48 hours per week – 1-day rest

Each person interested in this position must send his CV (in English), cover letter (in English), diplomas, and work certificates by e-mail titled (Log Base/outreach/supply Officer Zuwara)

msff-nafusa-recruitment@paris.msf.org

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