• Assisting the Project Coordinator or Logistics Coordinator in the definition and follow-up of logistics activities in the project or capital, in conjunction with other medical project managers in order to identify and give a response to the needs of the targeted population
• Ensuring and monitoring the implementation of logistics/technical activities in the project / capital including the following:
• Logistics: (construction, transport of goods and staff, communications, water and sanitation, vehicles and engines, equipment/installation and infrastructures, communications, installation and maintenance of functional office space(s) and lodging facilities for international staff in adequate living conditions)
• WHS: implementation of water, health and sanitation activities
• Supply: implementation and maintenance of an appropriate supply chain for the project
• Implementing all administrative related activities linked to logistics (orders, insurances, vehicle contracts, etc.).
• Participating in the planning and implementation, together with the Logistics Coordinator, the Project Coordinator and the HR Coordinator, the HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the logistics staff in the project / capital in order to ensure both the sizing and the amount of knowledge required to correctly perform all logistics activities.
• Ensuring technical reference for all logistics/technical issues in the project and providing coaching to logistics staff under his/her responsibility. Ensuring all staff in the Project is properly briefed about use of communication tools (handsets, HF/VHF, etc.).
• Defining and monitoring technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the project security policy and guidelines, evacuation plan and contingency plan, performing day-to day monitoring of the application of security rules and reporting to the Project Coordinator any problem that may arise. For this purpose, the Project Logistics Manager will have to create an appropriate environment to facilitate security exchange of information.
Participating in monthly reports according to guidelines.MSF Section/Context Specific Accountabilities
Plan, implement and monitor implementation of logistics/technical activities in the mission:
General
· Ensure that vehicle, energy, security, maintenance and communication policies and procedures are well documented, regularly updated, understood and adhered to by CO & project mechanics, drivers, passengers and management staff. This may involve drafting additional policies and procedures where there are gaps, and/or provide additional trainings where needed.
· Responsible for timely completion of reporting tools for all Coordination level technical activities.
· Responsible for follow up and support on project level reporting.
Vehicle Management
· Act as the focal person in the case of accidents following MSFH policies and procedures. Submit an immediate incident report within 24 hours of the incident. Follow-up on the case and provide the post incident report within two weeks. Keep a record of all incidents and submit and follow-up on insurance claims through to completion.
· Ensure all vehicles are registered, inspected, plated and insured at all times and follows up the validity of all required documents per vehicle.
· Plans and coordinates the vehicle movement in close communication with all project logs and CO supply team.
· Maintains updated total inventory overview of vehicles, generators and radio communication equipment and other technical assets of the mission, assuring proper documentation as per Log admin Kit.
· Ensures that all drivers have valid driving licences and conducted eye test as required.
· Monitors logbooks and vehicles charge sheet of Drivers on a weekly basis; compiles and submits monthly report of maintenance cost summary, fuel usage, personal mileage and KM analysis and submits with recommendations to projects and supervisors
· Oversees the daily operations of the workshop, proper utilisation and up keeping of tools and equipment; supervises the refilling of vehicles.
· Ensure proper adherence by all parties to the intersectional workshop agreement. Closely monitor fuel consumption and manage fuel supply of vehicles and generators of the mission.
· Approves the maintenance schedules and work orders proposed by the Fleet Manager under supervision making sure work is done in a timely fashion
Installation, Repair and Maintenance
· Supervise (and assist in) the installation, maintenance and repair requirements of equipment and installations (generators, pumps, AC, cold chain, chargers/invertors, batteries, cabling, lightening, …. ) efficiently and effectively.
· Manage contracts and supervise third parties involved in the repair and maintenance of vehicles, office compound and other technical works to be carried out in CO.
· Ensures monthly repair and maintenances overview is updated, recorded and reported.
· Proactively follow-up projects ‘technical questions and timely respond to their questions.
· Ensures MSFH standard is followed on technical issues for the whole mission.
· Make sure that MSF houses, compounds, warehouses, offices and all premises are in good condition and well maintained.
· In charge of safety for all compounds, warehouses (electrical, fire, …)
· Manage and ensure the asset liquidation and handover process according to the country procedures and requirements.
Communication
· Ensure all VHF and HF equipment is in good working order and properly installed, maintained and programmed and that the appropriate paper work is done.
· Obtain licenses for communication equipment and follow-up proactively on their renewal.
· Maintain MSFH communication list, including call signs and road codes.
· Follows up on vehicle movement from and to projects.
· Ensure communication equipment inventory is updated monthly for the mission.
HR Management
· Supervise all technical teams of CO (Tec logs, Fleet & workshop Manager, Electricians, Security guards and radio operators) and make functional supervision and support of project technical logistics team.
· Make sure monthly drivers and guard schedules are updated by the Head Driver and Head Guard (with coaching if necessary) and they are implemented well.
· Involve in the recruiting and staffing the technical logistics staffs of the mission in line with the mission’s rules and regulations for HR management, including staff evaluation, training and career planning;
· Holds regular meetings with his/her direct subordinates as well as monthly meetings together with their key staff; ensures minute-taking, record keeping and the timely and systematic follow-up of action points.
· Coordinate with Medical department for the eye test of drivers at least once in a year
· Ensure technical reference for all logistics/technical issues in the project and provide coaching to logistics staff under his/her responsibility.
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