Epicentre International NGO Jobs – Logistic Coordinator

Organization: Epicentre
Duty Station: Mbarara,
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.
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.
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:
  • 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:
  • 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:
  • 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.
For complementary information
about this position please contact:  Nathalie
Guérineau : nathalie.guerineau@epicentre.msf.org
Deadline: 16th November 2014

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