Logistic & Administration Supervisor MYKOLAIV

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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: 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 to deliver trauma and intensive health care in Mykolaiv City 

• Ensuring a rapid response mechanism to delivere 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 honor will be requested.

FUNCTIONAL AND HIERARCHICAL LINKS

Reports to Mykolaiv Project coordinator or Emergency Coordinator (if no project coordinator) and technically to the logistic and Administration coordinators in Odessa

MAIN MISSIONS AND ACTIVITIES

Provides logistical activities for the Mykolaiv base:

• Logistical management of the base (shared building office/house):

• Organizes and supervises the maintenance and upkeep of infrastructure and equipment.

• Ensures the follow-up of consumption, office supplies, fuel

• Ensures the good maintenance of the spaces and their cleanliness 

• Follow up the daily movements of the car(s), supervision of drivers and the team

• Supervision of small rehabilitation works at supported health facilities

• Ensures that standard services of leased vehicles are performed, as well as daily and weekly checks by lessees.

Ensures the follow-up and maintenance of the premises and the equipment:

• Ensures the safety of installations and buildings (good condition of fences and gates, lighting of open spaces, identification of buildings, presence of fire extinguishers, earthing of electrical installations, etc.),

• Follows up and establishes investment inventories (for energy equipment, computer equipment, communication equipment, etc)

• Inventory tracking of computer and communication equipment (sat phone, computer, etc)

• Ensures the maintenance of the various devices,

• Ensures rational consumption for all vehicles, generators and motorized equipment.

Ensures the supply of local purchases in Mykolaiv:

• Makes local purchases based on ALIMA’s procedure

• Maps main suppliers in the area

• Establishes logistical orders for his area of activity,

• Follows up on open orders and backlogs,

• Files and archives orders in hard and soft copies

• Ensures that orders are received correctly,

• Ensures the application and control of procedures

HUMAN RESOURCES

• Process documentation and prepare daily updates for the Admin Coordinator relating to personnel activities (data changes, absences, recruitment…)

• Make all administrative and HR information available to the staff.

• Supervise the team of cleaners and cooks in the base.

• Ensure that the working environment is kept clean and conducive for work.

ADMINISTRATION & FINANCES

• Ensure recordings of all financial transactions into the Cash book system on a daily basis.

• Ensure that all payments are made on time

• Oversee the management of petty cash at project level including bookkeeping.

• Account for all petty cash expenditures and prepare replenishment requests when two-thirds of the money is spent.

• Conduct regular controls of the operations of the cash, the book keeping and the filing systems.

• Ensure weekly cash count and inventories are done and file the signed copies.

• Ensure all documents are complete with the appropriate supporting documents, reviewed and approved before processing for payment.

• Review transaction-supporting documents to ensure that all are complete and filed accordingly.

Reporting

• Prepares weekly and monthly activity reports

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

EXPERIENCE AND SKILLS

Training:

• Essential degree in business administration and/or 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

Candidate 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