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Epicentre International NGO Jobs – Logistic Coordinator
Job Title: Logistic Coordinator
Organization: Epicentre
Duty Station: Mbarara,
Uganda.
Uganda.
About Epicentre:
Epicentre is a non-profit
organization, created in 1987 by Médecins Sans Frontières, whose activities
include research, field epidemiology and training, which groups health
professionals specialised in public health and epidemiology. In 1996, Epicentre
became a World Health Organization Collaborating Centre for Research in Epidemiology
and Response to Emerging Diseases. Epicentre follows its activities from its
headquarters in Paris and from its offices in Geneva, Brussels, Barcelona,
New-York and research centres in Uganda and Niger.
organization, created in 1987 by Médecins Sans Frontières, whose activities
include research, field epidemiology and training, which groups health
professionals specialised in public health and epidemiology. In 1996, Epicentre
became a World Health Organization Collaborating Centre for Research in Epidemiology
and Response to Emerging Diseases. Epicentre follows its activities from its
headquarters in Paris and from its offices in Geneva, Brussels, Barcelona,
New-York and research centres in Uganda and Niger.
Job Summary: The
Logistic Coordinator offers timely quality logistical support to the structure
and to the studies by ensuring that his department delivers technical support
and necessary resources. The incumbent will also be responsible for all
logistical activities at Epicentre and supervises the logistics team, ensuring
that prevailing policies are applied and that the most appropriate techniques,
tools and equipment are used.
Logistic Coordinator offers timely quality logistical support to the structure
and to the studies by ensuring that his department delivers technical support
and necessary resources. The incumbent will also be responsible for all
logistical activities at Epicentre and supervises the logistics team, ensuring
that prevailing policies are applied and that the most appropriate techniques,
tools and equipment are used.
Key Duties and Responsibilities:
1. Coordination:
- Develop
and implement the logistic action plan in accordance with the Epicentre
strategic plan. - Implement
at logistic level all decisions of coordination team. - Report
timely to the Director and the coordination team all major challenges or
opportunities faced by Epicentre. - Ensure
good cooperation with all departments (through meeting with other
departments). - Actively
contribute to the monthly “SiteRep” with logistical activities during the
month. - Write
visit reports (field or Kampala visits). - Complete
indicators to monitor the quality of logistical activities.
2. Team/HR management:
- Provide
competent staff to perform logistical activities adapted to the studies
and the structure. - Provide
all tools (policy) and means to the logistic staff to perform their job. - Write
and update job description. - Explain
division of tasks including backup in case of absence. - Evaluate
results of logistic team and adapt skills and competence through regular
evaluation. - Plan
appropriate training program for capacity-building of logistic team. - Work
in liaison with HR coordinator on human resources matters.
3. Supply:
- -Provide
systems and procedures that supplies goods and services (medical and
non-medical) appropriate to the activities of Epicentre. - Work
in liaison with the Medical and Study Coordinator and the Pharmacist on
medical supply. - Ensure
accurate and up-to-date information on stocks – including expiry dates,
pipeline and lead times. - Oversee
and follows up all orders (medical and logistical) and freights. - Ensure
there are appropriate tools and procedures to facilitate smooth supply
management. - Works
closely with the Supply Unit of Kampala (Suka, MSF Swiss) for all
activities as outlined in the Service Level Agreement with them –
including Kampala purchases, international importation and exportation. - Write,
updates and ensure compliance with up to date supply guidelines. - Constantly
update and explain to the relevant person at Epicentre (and Suka) about
status of the orders (e.g. using a tool such as the Order Overview). - Make
(with the supply team) frequent supplier assessments of local (Mbarara)
suppliers. - Encourage
a good working relationships with collaborating partners such as Suka, the
MSF Swiss workshop, MSF France in Uganda, suppliers, government
authorities etc.
4. Cold chain Management:
- Ensure
that refrigeration and mobile equipment is adequate and operational for a
good cold chain management. - Actively
participate in the cold chain shipment policy of samples/reagents by linking
with appropriate partners, following-up the-said shipment - Actively
contribute in defining a cold chain management policy by considering the
different cold chain technique management and participating in the process
of back-up system.
5. Asset management and Stock
Control:
Control:
- Make
sure that there are up-to-date and accurate inventories of assets (in all
locations) and stock (in the warehouse). - Ensure
all equipment are in good working condition and well maintained ( in close
collaboration with the Logistic Advisor in Epicentre Paris and the biomedical
team in Bordeaux). - Ensure
a proper management of stock including a minimum stock serving as buffer. - Work
closely with Medical and Study Coordinator to validate and maintain an
appropriate Emergency stock and set up Hospital Isolation Unit in
emergency cases - Ensure
warehouse procedures are followed to MSF standard – distribution,
reception, delivery, storage, etc.
6. Finance:
- Establish
a logistics budget and carries out budgetary revisions in accordance with
the work in progress and planned future activities. - Work
in liaison with administrative managers and Finances Coordinator, follow
expenses per budget line. - Prepare
monthly cash requests for the logistics department.
7. Transportation and Energy:
- Be
responsible for quality supply in energy and water for all facilities. - Provide
appropriate and timely transportation for goods and persons for all
activities. - Ensure
Transport Policy and other standard practices (e.g. servicing) are
followed. - Ensure
that car maintenance and repair are fully performed in close collaboration
with MSF Swiss workshop services and the Transport Supervisor. - —Ensure
the car fuel consumption correspond to the activities through monthly
assessment of activities and consumption. - Ensure
the Transport Supervisor follows up the servicing and maintenance of
generators
8. Properties, construction
and WatSan:
and WatSan:
- Be
responsible of all the Epicentre properties building maintenance and
general services. - Be
responsible for all adaptation of facilities to the needs of the studies,
including extra facilities outside the existing ones. - Be
responsible for the whole waste management system. - Ensure
that the residential properties have a standard of comfort and have
functional amenities and utilities. - Keep
house Rules up-to-date. - Monitor
and approve service contracts and work orders.
9. Security:
- Implement
and control application of all security decisions taken by the Director. - Update
the security guideline when needed and ensures compliance. - Stay
aware of all security issues happening within the District and on the national
road to Kampala – also National Parks when visitors go there. - Ensure
that visitors and incoming expatriate staff are fully aware and understand
security guideline - Collect
information coming from national staff and establishes a security network
including all MSF sections and other authorities (local, embassies, etc.) - Ensure
that security-related resources (vehicles, communication means, etc.) are
available and in good operational condition. - Make
sure that teams are familiar with the use these resources.
10. Research and Quality
Management:
Management:
- Actively
participate in the study planning and preparation. - Participate
in the Research centre accreditation process (GCP/GCLP). - Write/update
standard operating procedures for the key logistic activities . - Follow-up
the quality management requirements in close collaboration with Quality management
team.
Qualifications, Skills and Experience:
- The
applicant should have substantial previous coordination and field
experience either with MSF or another recognized NGO - Detailed
knowledge of medical research - Significant
experience of cross cultural environment - Past
exposure and experience with developing and monitoring budgets - Excellent
communication and negotiation skills – and ability to pass on information - Strong
organizational and problem-solving skills - Professionalism,
Diplomacy, patience, an ability to cope with pressure - Strong
security experience is needed - Demonstrable
experience in supervising, managing and training others (people
management). - Prior
experience in Electricity/Energy is an added advantage - Possess
a Valid driver’s license is desired - Past
experience in water and sanitation, cold chain is also desired - Fluent
in English (written and oral)
How to Apply:
All candidates should send
their applications online at the web link below and completing the available form.
their applications online at the web link below and completing the available form.
For complementary information
about this position please contact: Nathalie
Guérineau : nathalie.guerineau@epicentre.msf.org
about this position please contact: Nathalie
Guérineau : nathalie.guerineau@epicentre.msf.org
Deadline: 16th November 2014
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