Logistics Assistant

Role and Responsibilities

Working on all aspects of logistics with focus on facility and office management and administration; support and assist the general work and administration of the Logistics team.

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

Facilities

• Responsible for follow up of requests for Medair office and flats, including provision of furniture, facility supplies and small maintenance services.
• Manage utilities for Medair office; reporting of electricity usage and organising waste disposal.
• Responsible for planning and organising HQ staff induction; provide information on logistics services and facilities, issue personal equipment and supplies upon arrival, ensuring on time availability, collect personal equipment and supplies upon departure, and ensure records are kept up-to-date.

Transport, Equipment and Inventory management

• Act as office assistant; make sure mail is collected and distributed, courier or other shipments are organised in time and according to the right procedures, taking into account international, national and customs regulations; follow up shipments and communicate schedules with consignees.
• 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.
• Participate in stock counts and equipment inventory, ensure accurate recording and storage conditions.

Procurement

• Act as a procurement assistant; procure items and services for field and HQ in assigned areas of responsibility.
• Liaise with suppliers; maintain and build supplier relations, process invoices and ensure on time payment.
• 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.

Travel

• Organize and follow up travel requests, ensuring travel is organized in the most efficient way.
• Liaise with travel agents; maintain and build supplier relations, process invoices and ensure on time payment.

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.

International Headquarters - Team Spiritual Life

• Reflect the vision and values of Medair with team members, international team members, and external contacts.
• Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• 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 a relevant field.

Languages

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

Experience / Competencies

• 1-2 years’ experience in a logistics or facilities role an asset.
• High adaptability to people and tasks.
• Enthusiastic, energetic, systematic, organised, work process oriented.
• Ability to communicate effectively.
• Pragmatic with problem solving ability.
• Able to oversee multiple tasks, prioritising as required.

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.

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