Logistics Coordinator – Ethiopia – M/F

ALIMA, the international medical NGO with a human face, which places the co-construction of projects and career paths at the heart of its model

THE ALIMA ASSOCIATION

The ALIMA SPIRIT: 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 Santé, SOS Médecins / KEOOGO, AMCP, research organizations PACCI, INSERM, Universities of Bordeaux or Copenhagen, the NGO Solidarités 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.

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 ETHIOPIA

At the end of March 2022, ALIMA visited Ethiopia for the first time to develop official contacts and gather enough information to set up an ALIMA mission in the country.

At the end of May 2022, ALIMA conducted an exploratory mission in the Afder zone in order to better understand the context, and to assess the health and nutrition needs, to identify the need for a humanitarian intervention. Three woredas were targeted: Hargele, Barey and Elkare. The selection was based on; the latest national hotspot classification (all three are priority one), several health indicators shared by the Regional Health Bureau (RHB), recent data from the regional nutrition cluster showing rising acute malnutrition levels, the Famine Early Warning Systems Network forecasts on food security (all three would be IPC level 4 – Emergency phase), displacement data (IOM), and last but not least the low presence of other actors and partners.

As a reminder, after four consecutive failed rainy seasons over the past two years, communities in parts of southeastern Ethiopia, including the Somali region, have been severely affected by a prolonged drought. In general, in Ethiopia and the rest of the Horn of Africa, climate change is leading to an increase in the frequency, magnitude, and impact of extreme weather events, including droughts. Prior to 1999, little or no rainfall occurred once every five to six years. However, in subsequent years, insufficient precipitation was reported every two to three years. This resulted in significant economic losses, mainly due to the effect on agricultural productivity. In the Somali Region, the population is highly dependent on natural resource-based livelihoods and is very vulnerable to drought. The combination of poor harvests, inflation, and rising prices on international markets has led to an increase in the price of stable foodstuffs, reducing the purchasing power of households and further fueling the crisis. In addition, the effects of the war in Ukraine on energy prices and global food systems threaten to worsen food security in Ethiopia.

With drought destroying crops and decimating livestock, the livelihoods of millions of agro-pastoralists and pastoralists are at risk in the Somali region. More than one million livestock have already died and 3.3 million people in the region, or 59 percent of the population, are in need of food assistance (WFP). Due to poor animal health and low demand, livestock prices have dropped significantly. With livestock playing a crucial role for the population, particularly as a source of livelihoods and nutrition, the drought is exacerbating the food security crisis and worsening malnutrition, with escalating levels of acute malnutrition reported. In the first quarter of 2022, the number of new cases of severe acute malnutrition (SAM) increased by 37% compared to the same period last year (Nutrition Cluster). Prior to this drought, the Somali Region was documented to have the highest percentage of children under five years old suffering from wasting in Ethiopia (21% according to EDHS 2019), and very high infant and neonatal mortality rates. Given that half of all child deaths have malnutrition as an underlying factor (Maternal and Child Nutrition, Lancer 2013), there is growing concern about child mortality. The shortage of water for domestic use and sanitation activities has also exposed the population to water-related diseases. At the same time, more than 183,000 people in the region have migrated in search of water, pasture, or aid, not including the internally displaced persons (IDPs) who are also affected. This has increased the risk of communicable disease transmission, while in the region only 18.2% of children had received all basic vaccines and 48.8% of children had not received any vaccines (EMDHS 2019). The risk is particularly high among children whose immunity has been weakened by malnutrition. The increase in the number of people displaced by the drought also raises the question of their access to basic services, including health care.

The main data collected during this assessment conducted by ALIMA are as follows :

A significantly higher number of severely malnourished children in the Elkare woreda. The SMART survey and recent screenings in the woredas revealed critical levels of global acute malnutrition (GAM). As a result, there is a high demand for prevention and treatment of acute malnutrition, and nutrition services in health facilities and at the community level are not sufficient to meet the need.

Many people have been displaced due to the drought, mainly from other kebeles in the area, in addition to other IDPs who have remained for long periods in collective sites. IDPs are very vulnerable as they have lost their livelihoods and receive very limited support, mainly from the government (limited food and NFI distribution, WASH, poor shelter…). The increase in the number of new IDPs, particularly in Elkare, makes it difficult to provide health and nutrition services through fixed health facilities. There is also a lack of a mental health program. The WASH situation in the collective sites is critical.

Sexual and reproductive health (SRH) is a concern, with limited services at the health post (HP) level, which lacks capacity to perform deliveries and refer cases. Deliveries are mainly performed at the community level by unqualified personnel. Maternal mortality is very high in the Elkare woreda.

Hospitalization capacity is low in Elkare and Barey, in terms of number of beds, qualified staff, equipment, WASH.

Elkare: The high number of referrals to Hargele Hospital underscores the low case management capacity. The number of SAM cases with complications managed at the woreda level is very low: most are referred to Hargele hospital, which is 2.5 hours away and expensive.

In Barey: there is only one functioning hospital serving 28 HP and a population of 116,000. It is difficult to refer cases to the zone hospital (Hargele), especially from Barey. Referrals from the HPs to the Health Center (HC) are poor due to the limited number of ambulances for each woreda, the time spent for referrals at the Hargele hospital, and the lack of transportation. This results in late referrals and/or people consulting traditional healers.

Most of the community resides around the HPs, which are not sufficiently supported by the health system and not well used by the population. Limited access to and utilization of PHC services is due to lack of road access, lack of transportation, long distances for patients to reach health facilities (HFs) in a timely manner, the lifestyle of the population, scattered HPs, financial barriers, shortages of pharmaceuticals and nutrition, and lack of trained health personnel. Mobile clinics are needed to reach displaced populations and communities living in hard-to-reach areas.

Drought exacerbates the risk of epidemics, which is high especially in Barey, and there is no preparedness and response plan available at the woreda level.

The main activities to come will consist of :

In the short term :

August 2022 : obtain registration / immigration process / bank account and HR…

September 2022 : open and implement a take-off project for the mission.

In response to the drought and nutrition crisis -> Somali region (needs + access)

Assessment done in May-June. Nutritional screening in August if agreement can be obtained from PPN and the Ministry of Health.

Reduce mortality and morbidity associated with AM and pediatric diseases and maternal

In the mid-to-long term

Start an anchor project in the Northern Region (Ahmara / Afar or Tigray) including conducting new assessments.

Mission Location: Ethiopia, Addis Ababa with frequent travels to the project areas.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record or character reference is not available, a statement of good character will be required.

FUNCTIONAL AND HIERARCHICAL LINKS

He/she reports to the head of the mission

He/she refers technically to the logistics desk referent.

He/she is the referent for the project logistics managers and the mission logistics teams

He/she works in close collaboration with the coordinators (medical, logistics and projects and other staff).

MISSION AND MAIN ACTIVITIES

The Logistic coordinator must define the objectives and technical orientations of the mission, propose strategies consistent to support the medical and humanitarian needs of the areas of intervention and provide technical support to all the mission’s logistics teams.

IMPLEMENT THE OPERATIONAL LOGISTICS STRATEGY

• Participate actively in the elaboration and update of project planning, budgets proposals and any emergency operations, give support in strategies definition and providing advice to the HoM in the translation of the identified logistical / technical needs into objectives, priorities and resources needed for the mission.
• Establish a mission procurement plan in accordance with validation of expenditures scale
• Liaise will all supply chain actors (government authorities, private companies, INGO partners and clusters) and insure procurement of Drugs; NFI and others in accordance with international and local laws. Both nationally and internationally.

MONITORING THE IMPLEMENTATION OF LOGISTICS ACTIVITIES AND PROCEDURES

• Follow up the activities and support the mission in the different sectors, which involve logistics: construction and rehabilitation, warehousing and supply of medical and non-medical material, transport, communications, water and sanitation, fleet and engines management, assets control, security and reporting, etc.
• Implement and apply ALIMA harmonized validated procedures and documentation. Reinforce controls and enhance training on use.
• Accountable to ensure compliance of ALIMA standards, protocols and procedures. His role requests to report to the HoM on the development of the ongoing programmes and proposing reorientation strategies, with contribution and technical approval of the Logistics Desk Manager, when needed.

MANAGEMENT OF LOGISTICS TEAMS AND HR POLICIES

• Responsible for the proper application of HR policies and associated processes (recruitment, capacity building (induction, coaching, training), briefing/debriefing and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for.
• Develop activities planning, action plans, appraisal & evaluation for Logistics managers and other national positions.
• Review and adapt consequently and timely all jobs description for the national logistics staff.
• Responsible for ensuring technical reference, supporting logistics teams on all technical issues in the mission, and providing basic guidelines and knowledge to programmes staff to follow procedures. He has to assume their implementation.

MANAGEMENT OF ASSETS AND PREMISES STRUCTURES AND EQUIPMENT

• Monitoring and follow up the registration, codification and tagging of all new assets, purchased or donated. Ensure that all in use equipment is recorded and tagged.
• Set and supervise a regular physical inventory of the assets list. Keep assets list updated.
• He is responsible for ensuring installation and maintenance of functional office space(s) and lodging facilities in an adequate living condition as well as all the equipment required.
• Supervise the proper use and maintenance of IT (computers, software, backups, etc.), office, communication, transportation and energy equipment.
• Assume and raise reports on assets for each donor as references for audit and control. Proceed to enquiries/investigations in case of damages or lost on any asset for reporting.

MONITORING OF SECURITY AND RISKS MANAGEMENT

• Elaborate, define and monitor technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, performing day-to day monitoring security rules observation and reporting of any problem to the HoM.
• Create an appropriate environment to facilitate exchange of information on security situations and will be the security back up in the absence of the HoM.
• Develop tools to proceed to elaborate a risk analysis report and update the different SOP’s (base, coordination and mission).
• Collect and compile all useful and right information from his network then to share timely within the mission or with dedicated staff.
• He has to establish good communication means in the Mission (including numbers & frequencies), allowing permanent communication between capital, projects, bases and HQ.
• Procure to all staff in the Mission benefits a welcome briefing on security SOP’s and from proper training on some topics like on how to use communications equipment (e.g. satellite phones, HF/VHF radios, computers, etc.),
• Manage plannings of trainings with organizations in charge of safety and security such as INSO or UNDSS
• The role of the logistics coordinator is to ensure the setup of security measures and their application by all ALIMA staff in the mission.

SETTINGS AND IMPROVEMENT OF REPORTING

• Analyze monthly projects reports, comments and send feedback to all logistics managers before consolidation of the monthly mission report.
• Provide, on weekly or monthly bases, reporting on activities from projects/mission evolution on the technical/logistics perspective and propose corrections if needed. Consult the logistics referent in case of amendment.
• Improve contents of report, monitor closely results of procurement follow up, stocks management and value, fuel consumptions and action points.
• Role and responsibility to ensure quality of reporting, exchanges and sharing of reliable information and data.

REPRESENTATION

• Represent ALIMA in meetings with Authorities and other NGOs for technical/logistics or security related issues.
• Acting HoM for all issues when he is assigned as his representative in his absence

Implementation of preventive measures against abuse of power, gender-based and sexual violence:

• Ensures that his/her team, partners, and community members are aware of ALIMA’s policy and have access to information (complaint reporting mechanism, focal point, etc.).
• Facilitates the organization of training and awareness sessions
• Implements standards for the prevention of abuse of power, gender-based violence, and sexual violence.
• Ensures that the members of his/her team and those of the partners involved in the project (Ministry of Health, national partners, etc.) follow the training and awareness sessions and apply the rules of abuse prevention.
• Contributes to creating and maintaining a nurturing and protective environment for the team, community members, and partners involved in the project.

This job description is not exhaustive and may be modified as the mission evolves.**

EXPERIENCE AND SKILLS

Experiences

• Essential, Degree/diploma: Degree and specialization in Humanitarian Logistics
• Minimum of 2 years of demonstrable relevant logistics experience.
• Medical logistics knowledge (biomed equipment, wash, etc..) is an asset
• Working experience at management positions is essential.
• Working experience with International medical NGO, an asset.
• Experience in emergency and degraded security contexts strongly preferred
• Computer skills, including advanced level of Excel and GSuite

Qualities of the candidate

• Professional rigor
• Discretion
• Calm, excellent stress management and composure
• Very good communication and listening skills
• Experience in team management and supervision
• Ability to adapt
• Excellent comprehension skills
• Training and coaching skills
• Analytical and critical thinking skills
• Organizational skills, rigor and autonomy
• Writing skills
• Negotiation skills.
• Ability to prioritize and work under pressure
• Ability to adapt and diplomacy
• Ability to work in a team in multicultural contexts
• Training and coaching skills

Languages

• Fluency in English (oral and written) essential
• Fluency in French is an asset

CONDITIONS

Contract term: 6 months renewable

Desired start date: September 2022

Salary: Depending on experience + Perdiem

ALIMA pays for:

• • • Travel costs between the expatriate’s country of origin and the mission location – Accommodation costs – Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee and their dependents – Evacuation of the employee