LOGISTICS COORDINATOR ASSISTANT (ATU Assistant)

About Médecins Sans Frontières (MSF)

Médecins Sans Frontières (MSF) Doctors Without Borders) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural or man-made disasters to populations in danger in more than 70 countries.

Job Summary

Assisting the Logistics Coordinator in specific activities and assuming some delegated tasks, according to his/her instructions and MSF standards and protocols, in order to ensure a proper logistics management in the capital and providing support to logistic activities in the projects.

Duties & Responsibilities

• Planning and supervising the logistics within the coordination base (repairs, equipment maintenance, stock management, cleanliness…), in order to ensure the best operational working conditions in the capital.

• Supporting the Logistics Coordinator and/or the Mission Supply Chain Manager in organizing the ordering and transport of goods to the different projects, in order to comply with their needs in terms of quality and timelines

• Organizing and supervising the fleet of vehicles in the coordination base (driver's schedules, vehicles maintenance, vehicles registration and insurance, fuel consumptions, etc.), in order to ensure coping with the transportation and movement needs.

• Assisting the Logistics Coordinator with the checkup and supervision of the proper functioning of the computers and other communication and IT equipment, in order to ensure a continuous and appropriate flow of information and communication.

• Ensuring repair and maintenance of generators and power back-up systems as well as cold chain equipment, water pumps and other technical equipment used or stocked in capital and informing the Logistic Coordinator in case of any further needs concerning technical equipment, in order to have everything running adequately

• Supporting the LogCo in the planning and ensuring an appropriate emergency preparedness and response capacity (stocks, contacts, transport means, staff training), and participating in any emergency activity or exploratory visit, in order to ensure giving appropriate assistance to the population.

• Informing the Logistics Coordinator in case of any major issue and draws-up all required reporting, in order to keep updated and reliable information that will ease decision-making.

• Assists the ATU Team Leader on daily base with administrative tasks. Ensures the use and the continuity of the ATU internal standard operations procedures. Develops and implements knowledge management tools. Manages specific dossiers delegated by the ATU manager. 

• Develops, implements and support on knowledge management tools (ATU + mission)

• Design / help to design, develop and maintain tools & databases to support information management and efficient work

• Support ATU & projects on Mission Standard tools (e.g. LRS, HFM tools, Track My Stuff, Helpdesk, MEMO, ATU dashboard, Mission Log Sharepoint, etc.)

• training and info sessions, tutos, videos, field visits, etc…

• monitoring, maintenance and correct functioning of information management and reporting systems 

• Prepares summaries & dashboards for the Log coordination

• Manages emails accounts in the mission (creation, password resets, …)

• Manages the technical side of SIM cards management (eg: number swapping)

• Supports the ATU team in the capitalization of information 

• Manages specific dossiers delegated by ATU manager

• Perform administrative tasks in autonomy (ATU)

• Ensures the practical organisation of the field visits (ATU members and HQ visitors)

• Job requests and Internal requests followup for the ATU

• Stationary management

• Supports in the classification, collation, storage and capitalization of information 

• Takes notes in weekly meetings & share with the team

• Perform other administrative tasks (eg: liaison with Administration, book meeting room, organise radio-room greenlight for visits, record keeping, data analysis, …)

• Ensures the continuity, reinforcement of ATU internal SOPs & tools (ATU visit, ATU support, …)

• Give Bfs to new locally hired staffs (logsups, logtechs, logbases, ...) in Kabul and the projects

• Assist the users and remind about the good use. Eg: help people to fills in the ToRs

• Guarantee that the ATU internal tools are up to date, ToRs & reports are uploaded, visits debriefings are organised, ...

• Suggest and implement improvements

• General tasks

• Focal point and interlocutor of the Afghan Technical Unit in Knowledge management for communication with the HQ Back Office Referents

• Participate in the definition and/or revision of the Annual Budget Planning and/or revision/forecast linked to the Information Management 

• Perform hands on tasks as part of the team whenever required or needed in order to optimize the resources and to contribute with his/her knowledge and experience

• Participate in monthly reports according to guidelines

• Actively participate in discussions and meetings related to his field of expertise and Information Management.

• Give regular feedback to the line manager and report directly any issue or incident.

Job Requirements

Education:

Essential: Higher education in a technical field

Desirable: Master’s degree,

Desirable: ICT degree

Experience:

• Experience with MSF or other NGOs essential (min 2 years)

• Experience in an assistance/deputy position is an asset

• Experience in Microsoft 365/SharePoint/Power Automate is an asset

• Experience in management of technical projects is an asset

Languages:

Dari/Pashtu: oral and written essential

English: oral and written essential

Knowledge

Essential computer proficiency (word, excel, internet, Office 365, SharePoint)

Competencies • Results and Quality Orientation L3

• Teamwork and Cooperation L3

• Behavioral Flexibility L2

• Commitment to MSF Principles L2

• Stress Management L3

• Service Orientation L3

• Planning and Organising: L3

• Initiative and Innovation L2

ACKNOWLEDGMENT: 

The tasks and responsibilities mentioned in this job profile are not exhaustive and other tasks or accountabilities can be required temporarily by the line manager and/or the functional manager according to the needs of the mission without a new job profile. This document can be modified over time according to changes in the organization, the mission and/or the project. The changes will be formalized in a new job profile. The job profile is an integral part of the contract.

Working hours

Full Time / Schedule: 176 hours per month - due to the nature of the position the candidate must be willing and capable to sometimes work outside regular office hours

Salary will be paid according to the MSF salary grid.

Submission Guideline

How to Apply

Follow the below link OR scan the QR code to access the online job application survey. Candidates must fill in the survey in order to be considered for shortlisting:  https://forms.office.com/e/ibqdKUebBK           

After completing the survey, send the following documents to email: msf-afghanistan-recruitment@msf.org 

1. CV

2. Other relevant diplomas/certificates

3. ID card both sides (this will be used for visitor authorization pass)

4. 3 professional work references with their professional email address (if possible)

OR

   3.  In a sealed envelope please drop in MSF CV BOX next to main gate of: Médecins Sans Frontiers / Administration Department / Coordination Office / Qala-e- Fatullah, 3rd street, Kabul, Afghanistan  

The interested candidates must answer the online survey and submit their documents before 17th December 2023 at 5:00PM

**Only applicants who complete the online survey and send their supporting documents via email will be treated**

The reference [Logistics Coordinator Assistant (ATU Assistant) - Kabul] must be stated in the email to be valid. If you do not clearly state the position for which you are applying & attach the required diploma & other supporting documents, your documents should be save with your names (e.g. CV_DMark, Diplomas_DMark) if not your application may not be considered.

Only candidates who meet the essential criteria will be shortlisted and contacted. 

MSF does not charge a fee at any stage of the recruitment process. All applications are free for all candidates and no one should require any payment or compensation during the recruitment process. May the candidate be asked for any fee, he/she must report to MSF Administration through the recruitment contact.

Functional Area

Technical

Countries

Afghanistan

Provinces

Kabul

Submission Email

afghanistan-recruitment@msf.org

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