Ukraine crisis response – Logistics Coordinator – M/F

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

ALIMA PRESENTATION

ALIMA’S 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. Putting the Patient First
2. Revolutionizing humanitarian medicine
3. Responsibility and freedom
4. Improve the quality of our actions
5. Placing trust
6. Collective intelligence
7. Environmental responsibility

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender and sexual violence as well as towards inaction in the face of alleged or proven acts of violence. The protection of those benefiting from and impacted by our intervention is our top priority in everything we do. Everyone collaborating with ALIMA is committed to:

• Respect the charter, the code of conduct, the institutional policies including the policy of protection against abuse of power and sexist and sexual violence, the policy of prevention of corruption and fraud;
• Report any violation of the policies, framework documents, and procedures to a superior, to a referent

CARING – INNOVATING – TOGETHER: Since its creation in 2009, ALIMA has treated more than 7 million patients and today deploys its operations in 12 African countries. In 2020 we developed 67 humanitarian medical response projects to meet the needs of populations affected by conflicts, epidemics, and extreme poverty. All of these projects are carried out in support of national authorities through nearly 357 health facilities (including 45 hospitals and 312 health facilities). Whenever possible We work in partnership with local NGOs to ensure that our patients benefit from the best and most relevant expertise wherever it is, whether within their own country or in 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 viral hemorrhagic fevers.

ALIMA’S TEAM: more than 2000 people are currently working for ALIMA. The field teams, closest to the patients, receive their support from coordination teams generally based in the countries’ capitals. These receive support from the 4 desk teams and the emergency and opening team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working to raise funds and represent ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams working on behalf of other organizations such as medical NGOs BEFEN, ALERT Health, SOS Doctors / KEOGO, AMCP, research organizations PACCI, and INSERM, Bordeaux or Copenhagen Universities, the INGO 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, Sudan, Mauritania.

THE WORK WE DO covers: Malnutrition, Maternal Health, Primary Health, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), Hospitalization, Emergencies, Gender-Based Violence, Opening / Closing.

UKRAINIAN CRISIS

ALIMA aims to provide emergency health care for the populations affected by the Ukrainian crisis. The objective is to reduce mortality and suffering among the populations affected by the war. ALIMA will focus on the most affected areas to maintain access to health care and to prepare and respond to any potential disease outbreak and to support influx of wounded patients in areas directly affected by the bombings. In Moldova, ALIMA will provide health care for refugees and support the health system to manage the influx of refugees from Ukraine.

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 check or character reference is not possible, a declaration on honour will be requested.

FUNCTIONAL AND HIERARCHICAL LINKS

He/she reports to the Head of Mission

His/her technical referent is the Emergency Logistic Desk referent

Is the referent for the project’s Logistics Managers (s)

Collaborates with field project coordinators, coordination team, 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.

POST TYPOLOGY

Work Location:

• Location: Ukraine or Moldova
• Project: giving support to the health services involved in the assistance to refugee

Management lines:

Define and implement technical and logistics strategies and support to the field under the technical support and management of the Logistics Desk Manager, dedicated for approval of the global logistics strategy, ensuring the pertinence and coherence of logistics planning & programmes, adequacy of the means provided and the compliance of ALIMA standards and protocols in order to enable the development of the mission in perfect working conditions and optimize the impact of the medical projects activities.

MISSION AND MAIN ACTIVITIES

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.
• Develops activities planning, action plans, appraisal & evaluation for Logistics managers and other national positions.
• Reviews and adapts 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

• Monitors 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.
• Sets and supervises a regular physical inventory of the assets list. Keep assets list updated.
• 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.
• Supervises the proper use and maintenance of IT (computers, software, backups, etc.), office, communication, transportation and energy equipment.
• Assumes and raises 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

• Elaborates, defines and monitors 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.
• Creates an appropriate environment to facilitate exchange of information on security situations and will be the security back up in the absence of the HoM.
• Develops tools to proceed to elaborate a risk analysis report and update the different SOP’s (base, coordination and mission).
• Collects and compiles all useful and right information from his network then to share timely within the mission or with dedicated staff.
• She has to establish good communication means in the Mission (including numbers & frequencies), allowing permanent communication between capital, projects, bases and HQ.
• Procures 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.),
• Manages 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

• She analyzes monthly projects reports, comments and send feedback to all logistics managers before consolidation of the monthly mission report.
• Provides, 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.
• Improves 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

• She represents 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 PREVENTION MEASURES AGAINST ABUSE OF POWER, GENDER-BASED AND SEXUAL VIOLENCE :

• Participates in training and awareness sessions
• Implements abuse prevention standards
• Ensures that team members complete training and awareness sessions and follow abuse prevention rules
• Helps create and maintain a nurturing and protective environment

Expériences / Formation

• Record of working on high volume of supply chain is essential
• Record of working in volatile security context
• Record of management of safety and security is mandatory (analysis/context strategy + Staff management)
• Essential, Degree/diploma: Degree and specialization in Humanitarian Logistics
• Medical logistics knowledge (biomed equipment, wash, etc..) is an asset
• Minimum of 2 years of demonstrable relevant logistics experience.
• Working experience at management positions is essential.
• Working experience with International medical NGO, an asset.
• Fluency in English. Speaking Russian or Ukrainian is an asset
• Essential computer literacy (word, excel, internet).
• Strong interpersonal skills, teamwork.
• Strong communication skills
• Negotiation skills.

Salaire

Duration and type of contract: French contract: 6 weeks

Starting position: Asap

Salary: according to ALIMA scale + experience + per diem

ALIMA supports:

• travel expenses between the expatriate’s home country and the place of assignment
• accommodation costs
• 08 days off per month
• daily per diem
• medical coverage from the first day of the contract to one month after the date of departure from the country of assignment for the employee and his/her dependents
• the break policy every 3 months (for 6 months of the mission)
• evacuation for the employee.