The Flying Log Manager will be a member of the Emergency Surveillance team of the MSF-Spain Mission. When deemed necessary, and whenever an emergency occurs in the country for which a response from MSF is requested, he will take the leadership in all the logistics aspects of emergency response actions.
When not engaged in emergency response, the Flying Log Manager will be assigned to any of the regular duty stations of MSF-Spain in Ethiopia (Addis Abeba, Gambella, Dolo Ado) and engaged in support of technical logistics activities.
Main duties of the Flying Log Manager will be:
Plan, coordinate and monitor all technical logistics activities assigned under his/her responsibility according to MSF policies and guidelines.
Plan and roll out all logistic aspects of emergency response activities in different field locations in the country.
Coaching and supporting Technical Logistic activities of ESS project and functional support to projects technical employees.
· Plan, implement and monitor implementation of logistics/technical activities in the mission:
General
With support from ESS Field Coordinator, MSF-Spain Logistics Coordinator and Logistics Technical referents, is responsible at field level of the implementation of technical logistics aspects of emergency response actions (water and sanitation, construction, cold chain management, supplies’ provision) and of the logistics team under his/her supervision. Emergency responses will include: AWD and epidemics response, malnutrition, emergency vaccinations, rapid response to population displacement and other types of emergencies potentially emerging in the country.
Responsible for all logistics aspects during emergency response, including premises, vehicles, communication and applied security
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 MSF 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 ESS 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 intervention, 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.
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 MSF 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 premises, 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 MSF 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.
Ensure technical reference for all logistics/technical issues in the project and provide coaching to logistics staff under his/her responsibility.
Requirements | |
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Education | · Essential: Minimum Degree in Engineering in one of the following fields, Electrical, Mechanical, Civil or Marine Engineering. · Desirable: An additional Degree or diploma in one of the following fields: logistics, administration, water and sanitation, electrical, mechanical or structural engineering. |
Experience | · Essential: Minimum 4 years previous experience supervision and management of professional staff in a technical environment of a large organization. · Minimum 2 years of experience in humanitarian context, desirable |
Languages | · Mission language essential, local language desirable. |
Knowledge | · Essential Computer Literacy (word, excel) |
Competences | · Good communication skills, both written and spoken · Flexibility and adaptability to different context and demands · High level of knowledge and sensitivity to culture and customs · Respect and adherence to MSF principles · Capability to work independently and proactively |
General | |
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The responsibilities mentioned above are not exhaustive and other work can be required according to the needs of the mission. Mobility is requested from MSF staff, including short term assignments from their usual place of work. Part of any MSF-employee responsibilities is the attendance of trainings as per the requirements of the organisation. The job description can be modified according to the evolution of the work. |
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