Logistics Officer

Role & Responsibilities

Develop and strengthen Medair’s Logistics capacity in the area of Procurement, Equipment management and contribute to the professional development of Logistics within Medair. Support HQ functions, and assist in field operations as requested.

Project Overview

Medair Headquarters (HQ) provides operational guidance for country programmes and activities, along with both technical and compassionate support for our relief workers. Within our headquarters, we are also responsible for promoting the work of Medair to the world, to raise and manage the funds needed to run our life-saving and sustaining programmes. Our headquarters teams are also responsible for recruiting international and HQ staff, and like our field teams, we are committed to serve the world’s most vulnerable with practical and compassionate care.

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         

Based in Medair Headquarters, Ecublens, near Lausanne, Switzerland.

Starting Date

As soon as possible.

Initial Contract Details

Full time, open-ended contract.

Key Activity Areas

Procurement

• Responsible for managing HQ procurement; developing procurement plans, initiate, negotiate and monitor long term purchase agreements for goods and services, and ensure on time renewal.
• Advise and support HQ departments in planning, organising and monitoring procurement for consultants, services, equipment, visibility, and any other material requested.
• Liaise with suppliers; maintain and build supplier relations, process invoices and ensure on time payment.
• Monitor actual procurement against conditions agreed in long term contracts and framework agreements and ensure contract, supplier and procurement records are kept up-to-date.
• Organise, initiate, follow up and track procurement requests ensuring procurement of the right product, at the right time, to the right location, at the right prices using the right procedures in compliance with Medair and donor guidelines.
• Support the BPE (Business Process Expert) for Procurement within Medair; ensuring policies and procedures are up-to date and serve as reference point for questions, information and training.

Transport, Equipment & Inventory management

• Responsible for managing and tracking HQ equipment inventory including mobiles phones, organise regular equipment counts, and in consultation with other functions, develop replacement plans and organise disposals.
• Responsible for managing HQ inventory levels and on time replenishment of equipment and other items.
• Process and provide documentation for incoming equipment and stock items; ensure equipment and inventory records are kept up-to-date when processing requests for purchase, repair, disposal and return.
• Act as Medair shipment officer; make sure shipments are organized in time and according to the right procedures, taking into account international, national and customs regulations; follow up shipments and communicate schedules with consignees.
• Support the BPE (Business Process Expert) for Transport, Equipment and Inventory management within Medair; ensuring policies and procedures are up-to-date and serve as reference point for questions, information and training.

Travel

• Organize accommodation and facility services for workshops and training events.
• Organize and follow up travel requests, ensuring travel is organized in the most efficient way.
• Support the BPE (Business Process Expert) for Travel within Medair; ensuring policies and procedures are up-to-date and serve as reference point for questions, information and training.

Other

• Support and assist the general work and administration of the Logistics team.
• Develop, implement, support and train staff in logistics procedures, initiate improvement proposals.
• Cover for other Logistics team members when absent or re-assigned to support emergency response.

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 qualification in logistics or training in Supply Chain Management, Business Management or a related field.

Languages

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

Experience / Competencies

• Previous experience in logistics or administration, in procurement or contract management.
• Experience of logistics in a cross-cultural, challenging environment.
• Advanced planning, coordination, analytical and problem solving skills.
• Capacity to work under pressure and to tight deadlines.
• Creative, open-minded, flexible, self-learner.
• Diplomatic, especially for working with authorities and suppliers.
• Good negotiation skills.

Profiles sought for International Headquarters Staff

Relief experience

• Experienced Relief Workers and those without field experience

Professional

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

Values

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

Language

• Strong working knowledge of English, spoken and written
• Working knowledge of French (spoken and written) for French-speaking roles
• Working knowledge of German (spoken and written) for German-speaking role

Personal qualities

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

Availability

• Swiss or eligible EU citizens, or those with a valid work permit for Switzerland
• For more senior / technical roles, some other nationalities may be eligible to apply

Benefits Package provided to International Headquarters Staff

• Salary commensurate with the pay-grade of the position
• Annual leave; Accident insurance and pension
• Death and disability insurance; Health insurance for loss of earnings
• A motivating work environment
• The opportunity to work in a Christian organisation where your contributions make a difference for the world’s most vulnerable

Working Conditions

• Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply.
• This is a HQ based position in Lausanne Switzerland.

Application Process

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

a)      Medair organisational values

To apply, then go to our

b)      our Current Vacancies page

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

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.

Follow Us

You can follow us on Facebook , Twitter , or LinkedIn .