Logistic Coordinator Assistant ODESSA

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Logistic Coordinator Assistant Odessa  - Ukraine - M/F 

THE ALIMA ASSOCIATION

ALIMA’S ETHOS: ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation, and the alliance of organizations and individuals. We act with humanity and impartiality in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner.

Our CHARTER defines the VALUES and PRINCIPLES of our action:

1. Patient First – Patient centered medical care

2. Revolutionizing humanitarian medicine through research

3. Responsibility and freedom: encourage decision-making by those closest to patients

4. Commitment to a dynamic of continuous quality improvement

5. Creating a climate of trust among colleagues

6. Collective intelligence

7. Environmental liability

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach to those guilty of acts of gender-based and sexual violence as well as to inaction in the face of alleged or proven acts of violence. Protecting the people who benefit and are impacted by our intervention is our top priority in everything we do. Anyone working with ALIMA is committed to :

• Respect the charter, the code of conduct, institutional policies including the policy of protection against abuses of power and gender-based and sexual violence, the policy of preventing corruption and fraud ; 

• Report any violations to policies, framework documents and proceedings to a superior, referral

CARING - INNOVATING - TOGETHER:

Since its creation in 2009, ALIMA has treated more than 7 million patients. Today ALIMA works in 12 countries in Western and Central Africa. In 2020, we developed 41 humanitarian medical response projects to meet the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects support national health authorities through nearly 357 health structures (including 45 hospitals and 312 health centers). We work in partnership, especially with local NGOs, whenever possible to ensure that our patients benefit from the expertise wherever it is, whether in their country or the rest of the world. In addition, to improve the humanitarian response, we are carrying out operational and clinical research projects, particularly in the field of the fight against malnutrition and hemorrhagic viral fevers. ALIMA is also leading operations in response to the covid-19 pandemic across all of our missions.

ALIMA’S TEAM: More than 2000 people currently work for ALIMA. The field teams, as close as possible to the patients, receive their support from the coordination teams generally based in the capitals of the countries of intervention. These receive support from the 4 desk teams and the emergency and opening service team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working on fundraising as well as representing ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams who work on behalf of other organizations such as medical NGOs BEFEN, ALERTE Sante, SOS Medecins / KEOOGO, AMCP, research organizations PACCI, INSERM, Universities of Bordeaux or Copenhagen, the NGO Solidarites International and many others.

COUNTRIES WHERE WE WORK: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea,South Sudan, Mauritania, Sudan and Ukraine.

THE WORK WE DO covers: Primary and Secondary Health Care, with a main focus on children and women - including treatment and prevention of acute malnutrition, maternal health, mental health, response to epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), surgery, displaced populations, and gender based violence, Covid 19.

ALIMA in Ukraine

Mission Location: Odessa and Mykolaiv

We will focus our efforts in the South of Ukraine to provide emergency primary health care and support to hospitals in the war zone of Mykolaiv Oblast and around. The main objective is to reduce the mortality and suffering among the population affected by the war in this area through 4 axes: 

• Reduce the morbidity and mortality associated with chronic diseases and communicable diseases among the isolated population in Mykolaiv Oblast

• Reduce the mental health burden through psychological care in Mykolaiv Oblast

• Support hospitals in delivering trauma and intensive health care in Mykolaiv City 

• Ensure a rapid response mechanism to deliver health care support to affected population

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 2: either the jobholder will have access to personal data concerning children and/or vulnerable adults in the course of his/her work, or he/she will occupy a "regulated" position (accountant, lawyer, legal executive); therefore, a criminal record check or a certificate of good conduct will be required. In situations where it is impossible to provide a criminal record or a certificate of good conduct, a declaration of honour will be requested.

FUNCTIONAL AND HIERARCHICAL LINKS

He/She reports to the Logistics Coordinator. He/she collaborates with the other capital coordinators and the project teams. He/she maintains a network of contacts in his field of expertise (suppliers, etc.).

He /She supervises the logistics team in Odessa

MAIN MISSION

The Logistics Assistant's mission is to guarantee technical and logistical support to the coordination base, but also to ensure the facilitation of all technical work needs in all project structures 

• Organizes and supervises the logistical and general service operations of the coordination base

• Facilitates the preparation of contracts for Project works and services

• Manages the physical and theoretical inventories of equipment and stocks Follows up on all the related administration. 

• Develops and maintains relationships with various contractors to ensure good service for all contracts, while ensuring the best profitability and price competitiveness.

• Manages the mission's inventory of materials, products and logistical equipment, as well as the vehicle fleet

• Monitors infrastructure and furniture; and supervises the teams under his/her responsibility.

MAIN ACTIVITIES

Purchasing Management 

• Receives purchase requests (local order sheets) from the line manager and/or the technical referent.

• Carries out product searches, giving priority to the quality/price ratio, negotiates the best prices, clarifies requests when necessary and completes the purchase orders.

• When a quotation is requested (noted on the order form), solicits a minimum of three prices (in a sealed envelope) from local merchants or artisans, with all necessary information: price, description of goods, name and address of supplier.

• If necessary, and based on the information provided by the line manager, calls for tenders in accordance with ALIMA procedures. Transmits the results of his actions to the technical referent and becomes responsible for any subsequent commercial relationship.

• Ask the supplier if possible to pack the goods in a professional way, ready to be sent.

• Delivers the goods to the stock, after checking (according to the purchase order) the quality and quantity, thus formalizing the delivery of the goods to the stock.

Track orders and manage inventory and stock levels

• Reports progress of purchases to supervisor (what remains to be done, what is completed and what is problematic or delayed),

• Follows up on backlogs according to deadlines and quantities available on the market,

• Checks the physical state of the order upon arrival (during supplier deliveries), compares with the order sheet for quantities, checks the quality of the items, and takes the necessary measures in case of non-conformity.

• Ensures the updating of the monitoring and stock management tools 

• Maintains and fills in the stock cards for each logistic item in stock in the capital. 

• Manages the entry and exit of materials under his/her responsibility by filling out, targeting, and archiving the stock exit request forms.

• Ensures proper packaging and expiration date tracking of items under his/her responsibility.

• Keeps track of stock movements.

• Performs a theoretical inventory once a month and a physical inventory of the stocks and the equipment under his/her responsibility, and corrects the computerized inventory if necessary. (Inventories - You Manage)

• Ensures the proper handling of packages and their storage in good conditions (on pallets, crossed packages, respect of weight and volume)

• Ensures that the doors and tarpaulins are properly closed and that they are of good quality. Cleanliness of the loading area

• Ensures that the project has sufficient inventories of the various materials, components, products and supplies necessary to support the efficient operation 

• Seeks to reduce stock-outs by making regular projections based on departmental needs.

Administration and infrastructure

• Manages the administrative and accounting steps related to the execution of contracts: completes purchase orders, verifies delivery orders (versus orders), etc.

• Requests invoices or receipts without delay for all purchases.

• Verifies that receipts/invoices are properly completed as recommended by the Finance Department, including: penciling in the final destination of the merchandise as per the purchase order sheet, translation when receipts/invoices are written in local language.

• Ensures that all administrative documents (purchase orders and deliveries, etc.) are verified and that their follow-up, filing and archiving (amendments, renewals, etc.) are ensured, under the supervision of the line manager and the administrative department for contracts. 

• Ensures formal validation and follow-up of invoices, as well as their correct recording in the accounts.

• Negotiates the conditions of the vehicle rental contracts, under the supervision of the administrative department and the technical referent.

• Ensures the follow-up of the consumption of mechanical and electrical equipment/machines/vehicles (fuel and spare parts), as well as the energy consumption (water, electricity, etc.).

• Ensures the technical validation of the rented infrastructure and buildings, as well as the drafting of the safety rules related to these areas (authorized visitors, etc.).

• Ensures that all documents related to the infrastructures, installations and equipment are filed and archived in an organized manner.

Follow-up of the infrastructures and furniture

• Ensures the proper maintenance of offices, houses rented by ALIMA. (Supervision of maintenance team and guards)

• Ensures the cleanliness of the premises and their surroundings (Living, working and storage areas)

• Ensures the storage of waste and its removal or destruction in accordance with ALIMA standards.

• Ensures the good general condition of the furniture.

• Ensures the good general condition of the equipment of the houses.

• Ensures a regular visit of the premises and reports any defects found. 

• Make identification of all the keys of the doors and management of key box.

• Guarantees the quality of materials purchased and services requested by ALIMA.

Management of the vehicle fleet ALIMA

• Follows the administrative obligations related to the vehicles (sticker-technical control-insurance-renewal of temporary admission) in collaboration with the drivers and the logistic teams on the field.

• Collects vehicle monitoring information (consumption and services) and records it in the computer file provided for this purpose 

• Ensures that vehicle maintenance is carried out adequately and on time.

• Is responsible for tracking the cost of repairs, as well as the history of each vehicle.

• Supervises and files weekly inspection reports, properly completed A.B.C. service records and maintenance records.

• Supervises the Coordo's drivers in filling up their vehicles' tanks in accordance with safety regulations (filling up the duty car on weekends).

• Equipment and needs, procedures, fleet management, anticipate, plan, renew, etc...

Communication

• Ensures the proper use and maintenance of the computer system (computers, software, backup, etc.) and communication equipment. 

• Establishes and maintains regular contact with the various service providers.

• Communicates all directives/information from the line manager to his/her teams.

• Organizes regular meetings with teams to share information and problems and find solutions.

• Update the mission contact list.

• Ensure the identification of all important coordination equipment.  

• In the absence of the line manager, acts as a source of information for internal contacts in collaboration with the mission manager.

• Ensures that all important information that has or may have an impact on the security of the mission and/or assets is transmitted to the line manager and/or technical contact.

• Transmits all relevant information and problems encountered to the line manager.

• Participates in the preparation of activity reports and ensures statistical follow-up of assigned departments.

• Regularly transmits to the line manager all information related to products or any changes that have occurred: names of suppliers, prices, addresses, delays in deliveries, etc.

Security

• Applies and follows up on ALIMA SoP of safety and security for the mission 

This job description can be modified according to the activities or the evolution of the Project 

EXPERIENCE AND SKILLS

Training:

• University Diploma of Technical/Professional Studies in Logistics/Supply chain

Experience:

• Minimum 3 years of relevant work experience in the same field

• Experience in humanitarian medical organizations is an asset

• Good knowledge of Excel and familiar with inventory management software

• Knowledge of the google drive environment is an asset

Qualifications:

• Ability to work independently and quickly

• Analytical and critical thinking skills

• Writing skills

• Sense of organization and rigor

• Ability to adapt, diplomacy and patience

• Strong listening skills

• Ability to work in a team

• Ability to work under pressure

• Ability to live and work in communities that are often far from capital cities, located in rural areas, and often lacking in security, medical, social and recreational facilities.

Languages :

• Ukrainian and English mandatory