Logistics Officer

On a day-to-day basis the Logistics Officer carries out a variety of functions required to ensure the logistical needs of the programme are met and that all logistical activities are delivered efficiently, accurately and on-time. All activities are carried out in line with Medair policies and procedures and according to any applicable donor, HQ or field guidelines.

Project Overview

Medair South Sudan consists of a mobile Emergency Response Team (ERT), a static program in Renk County, and a static refugee project in Maban County.  The ERT team can deploy in any of the 10 states in South Sudan while the static programs are in Upper Nile State.  All programs are multi-sectoral and have the capacity to respond in WASH (Water, Sanitation and Hygiene), Health, and Nutrition.  The ERT also has the capacity to respond with NFIs and emergency shelter.  The team is comprised of approximately 250 national and 40 international staff and has a target operating budget of approximately USD 14 million for 2014. Logistics support is needed to facilitate program implementation, especially with regards to procurement.

Medair

Medair is a humanitarian organisation inspired and motivated by Christian faith to relieve human suffering in some of the world’s most remote and devastated places. We bring relief and recovery to people in crisis, regardless of race, creed or nationality. As signatories of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, regardless of political, social or religious viewpoint. We save lives in emergencies and then stay to help people recover from crisis with dignity—working side by side with communities to leave a lasting impact. We provide a range of emergency relief and recovery services: health care and nutrition; safe water, sanitation, and hygiene; shelter and infrastructure. Internationally recruited field and headquarters staff lead the organisation, supported by nationally recruited staff to implement programmes locally.

Workplace         

Field based position in Juba, South Sudan. Take a look at Medair’s work in South Sudan.

Starting Date

As soon as possible

Initial Contract Details

Full time, 24 months

Key Activity Areas

Warehousing

• Manage the Juba ERT warehouse and transit warehouse, including but not limited:
  • Work in conjunction with the field sites, ensure the timely flow of requested goods.
  • Ensure the ERT warehouse is properly managed and that the Project Managers receive stock reports. 
  • Liaise with the relevant field manager to provide effective logistical support to the projects.
  • Assist in the development of the supply chain management tool.
  • Fully implement the Medair warehousing processes and ensure accountability for all stock.
• Ensure all activities are carried out in line with Medair guidelines and procedures.
• Ensure that each Medair field site is complying with Medair warehousing procedures with regular communication.
• Work with relevant team members and field management, within the context of the local environment, to ensure the security of the Medair base(s) and of all Medair property and equipment.

Administration

• Meet the logistics related administrative requirements of Medair, donors, local legislation, suppliers, contractors and any other stakeholders.
• Ensure a clear and transparent paper trail is in place for all stock movements (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements.
• Contribute, to the accurate and timely reporting of activities (e.g. through weekly and monthly reports).

Communication

• Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements.
• Provide training, advice, mentoring and coaching as required to all relevant staff on logistical procedures, internal controls and the logistical requirements of donors.
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.

Staff Management

• Work with nationally recruited staff with an emphasis on developing individual and team capacity to handle a variety of logistical tasks as efficiently and effectively as possible.
• On occasions work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.
• Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources.

Field - Team Spiritual Life

• Reflect the vision and values of Medair with team members, local staff, beneficiaries, and external contacts.
• Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Live, work and pray together in our Christian faith-based team settings.
• Instigate and contribute to prayer times within internationally recruited staff and HQ teams.
• Encouraged to join and contribute to Medair’s international programmes and HQ prayer network.

This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organisational needs.

Qualifications

• Professional / vocational / technical qualification in logistics.

Languages

• Strong working knowledge of English (spoken and written).

Experience / Competencies

• 2 years post-qualification professional experience.
• Work experience in logistics, preferably in an NGO setting.
• Can prioritise work to meet deadlines.
• Team-player with good inter-personal skills.
• Creative, open-minded, flexible, self-learner.
• Quick learner with practical, precise approach.
• Capacity to work under pressure and manage personal stress levels.
• Able to cope with basic living conditions in the field and during field trips.

Profiles sought for Internationally Recruited Staff (IRS) roles in the field

Relief experience

• Professionals with 12 months or more relevant relief or development experience (Experienced Relief Workers).
• Professionals with less than 12 months relevant relief or development experience (New Relief Workers).

Professional

• Experienced professionals in a relevant Medair sector of expertise.
• Overseas intercultural experience.

Values

• Fully committed to the Medair values; to reflect the vision and values of Medair with team members, local staff, and external contacts.

Personal qualities

• Able to live and work in a multicultural team under difficult conditions.
• Strong character traits, including emotional stability, adaptability, ability to handle stress, cultural and gender sensitivity, honesty, and physically fit.

Availability

• Single or married (with no children under 18). If married, your spouse must also apply.

Final selection.

• All potential candidates for field positions must successfully complete the Medair Relief & Recovery Orientation Course (ROC). Information, dates and related costs can be found via this link.

Benefits Package provided to all Internationally Recruited Staff (IRS)

• Comprehensive briefing at our Swiss Headquarters, as well as an in-country briefing.
• Security training for those going to insecure environments.
• Accommodation, food, and transportation in-country.
• Return flights to and from the country programme (one return flight for every year of service).
• Rest and recuperation (R&R) leave (including travel, accommodation, and food).
• Annual leave.
• Comprehensive medical and emergency rescue insurance, with up to 60 days post-assignment coverage, including debriefing.
• Disability insurance.

Specific benefits for Experienced Relief Workers (IRS)

(Applicants with 12 months or more relevant relief or development experience)

• A salary based upon the grade of the position and experience of the position-holder, starting from USD 1,700 per month.
• Contribution matching programme for retirement savings.
• Additional contract benefit allowance for those who commit to longer contracts.
• Highly subsidised contribution to Medair ROC travel and accommodation costs.

Specific benefits for New Relief Workers (IRS)

(Applicants with less than 12 months relevant relief or development experience)

• USD 300 per month.
• As soon as 12 months relief work or its equivalent has been completed, a salary based upon the grade of the position, starting from USD 1,700 per month, and other experienced relief worker benefits.

Working Conditions

• This is a field-based position and working and living conditions may be very different to that previously experienced.

Application Process

Before you apply, please ensure you are fully aware of the:

a)      Medair organisational values.

b)      Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).

Then to apply, go to the "Current Vacancies" page then:

c)       apply for this vacancy (or another position that matches your profile), or

d)      apply for a Medair ROC (where we can try and match your competencies to our vacancy needs).

Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed. Medair does not set closing / deadline dates for applications; recruitment is on-going until the position is filled.