Regional Motorized Fleet Referent Middle East (m/f/x) – Beirut – MSF Belgium At Médecins Sans Frontières

Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 60 countries to populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation.

Regional Motorized Fleet Referent Middle East (m/f/x) – Beirut – MSF Belgium

CONTEXT

MSF Belgium (OCB – Operational Center Brussels) Logistics Department’s mission is to provide the logisticians in the project, access to resources (information, knowledge, technical support) and professional developments (learning, etc.) for them to be able to carry out their mission.

The Regional Motorized Fleet Referent is a delocalized position of the Logistics Department, which provides local technical support to operations for the Middle East region. The Logistics Department is composed of the Logistics Support Unit (LSU), the Knowledge and Information Management Unit (KMU) and the WorkForce Unit (WFU). The mission of the Log Department is to support Logs on projects and missions, today in terms of technical support, access to information and knowledge, and professional development. The rationale underlying the location of the position in Beirut is twofold: to optimize the quality of support by increasing the proximity and contextualization of interventions and to strengthen the autonomy of all Log staff in the field.

Raison d’être:

MSF medical activities require continuous support to ensure the mobility of patients, staff and goods as well as safe and appropriate production of energy (generators). The regional context of use and the complexity of our various machines require continuous support to field technicians and regular assessment to avoid unforeseen damage, significant expenses and an impact on the continuity of our operations.

The position of the Regional Motorized Fleet Referent is under the management of the Motorized Fleet Team Leader. With the support of the LogCell and the team leader, s/he provides support to the region at 3 levels: 2nd line (complex and contextualized support), 3rd line (response in the medium or long-term on the basis of a continuous process of improvement and innovation), and exceptionally 1st line (support on basic knowledge, existing standard documentation and training).

S/he works with the Motorized Fleet team leader and the local team develop and/or implement regional policies, processes, tools, training and techniques in his/her technical area. S/he is proactive in evaluating and proposing solutions related to his/her technical field. S/he increases decision-making in close proximity to the reality of the region: responsiveness, reliability, speed.

Mission:

The role of the Regional Motorized Fleet Referent is to ensure an effective and efficient design, management, use and maintenance of motorized equipment for the mobility of patients, personnel and goods as well as the production of electrical energy by combustion engine. The motorized fleet sector includes machinery (light vehicles, trucks, motorcycles, generators, motor pumps, etc.), human resources (fleet managers, drivers, workshop managers, mechanics, etc.), infrastructure and equipment, spares/consumables and protocols. The two main areas of activity are the management of fleets and the maintenance of these fleets of machines. Within that framework, his/her specific objectives are:

• Ensure technical support requests are answered and Log basics are implemented; and answer questions coming from the Logistics Coordinators and LogCell in her/his geographic area (Yemen, Syria, Irak, Lebanon, Gaza, Egypt)
• Mentor Logs, Mechanics and Drivers; coordinate on site trainings
• Perform a regional and national (countries custom needs) outsourcing analysis; harmonise tools and practices
• Develop monitoring and evaluation of indicators approach
• Provide recommendation for vehicles sourcing in the region
• Develop custom made Road safety practices and defensive driving training
• Actor of inter OCs (Operational Centers) collaboration
• Identify a pilot mission and prepare the action plan for the implementation of the Fleet Management System

RESPONSIBILITIES

1. Provide specialized 2nd line support in the Motorized Fleet Management domain in the region and contribute to the reflection on the impact of this 2nd line support on the 3rd line developments:

• Support the field log team to solve technical problems affecting the optimal functionality of the vehicles
• Propose, improve and implement MSF protocols, tools and techniques related to the motorized fleet (design, management and maintenance)
• Analyze the maintenance needs in the different projects and make recommendations for the ideal HR configuration
• Mentor/coach field logistics teams on the use and responsibilities of motorized equipment and increase their capacity in this area
• Be a major player on the road safety practices and safe fuel storage; and their related maintenance by providing protocols, awareness/training, mentoring
• Compile monthly and ad-hoc reports for Motorized Fleet in the region and make recommendations as necessary
• Report and inform on fleet management running costs
• Support the field log team on regional/national supplier evaluation, maintenance contracts and rental contracts, regional procurement and possible outsourcing of services
• Assess opportunities of collaboration with other technical families and other OCs
• Provide support for unresolved issues on the Help Desk
• Monitor motorized fleet indicators and Track My Stuff up to date
• Ensure that each major element of 2nd line support is adequately capitalized and has an impact on 3rd line developments

1. Provide 3rd line development, such as:

• Define and update country-specific transport policies
• Monitor and supervise the development of outsourced third line projects in the region
• Participate in the definition of job descriptions and the recruitment of national technicians in the region
• Assess the market for assets, tools and equipment related to its technical area and validate product-supplier matching
• Define strategies for sourcing and stocking spare parts and other items to enable maintenance of the technical family’s machinery and equipment
• Create a network to support the motorized fleet community in the region
• Build capacity by organizing technical training adapted to the reality of the region
• In cooperation with the Team Leader increase and standardize “individual training” for operational logs (Logistic Coordinator – LogCo, Logictic Team Leader – LTL, Log Managers…) and specialists WS (Workshop) managers and supervisors, mechanics)
• Define content and methodology for training on new topics, both technical and organizational, such as “diagnostic training”, “generator training” and “special vehicle training”, “fleet management for drivers”…
• Study local regulations that affect the use and safety of equipment and capitalize on relevant documentation
• Identify a pilot mission and prepare the action plan for the implementation of the Fleet Management System

1. Provide specialized 1st line support in Motorized Fleet domain, in very specific cases when no other solution is possible:

• Support the field logistics team in the design and/or evaluation of motor fleet parameters
• In collaboration with the LogCos, assist the field logistics teams in organizing, coordinating and monitoring the implementation of motorized fleets
• Support missions in the management of spare parts and the concrete planning and definition of periodic spare parts orders (frequency, content and validation of parts and service providers)
• Coordinate the translation of main fleet management documents from English (or French) to Arabic
• In collaboration with the LogCos, facilitate the clarification of roles and responsibilities between fleet managers and maintenance teams as well as communications with other departments

REQUIREMENTS

• Diploma and specialization in the field of fleet management and/or technical education in automotive mechanics required
• Min. 5 years of professional experience in variety of Fleet Management, Garage Management and Logistics with fleet under his/her management
• Min. 2 years of experience in a Humanitarian organization or at least 1 year of experience with MSF
• Experience in coaching team or individual is an asset
• Good oral and written communication in Arabic and in English
• Nationality that allows travelling to all the countries in the region: Yemen, Syria, Irak, Lebanon, Gaza, Egypt

Technical Skills

• Mechanical workshop & fleet management
• Repair and maintenance skills for the automotive and generator industry
• Mechanical, electrical and electronic diagnostics
• Good understanding of quality control sourcing & related supply constraints

Transversal Skills

• Willing to take measured risks and responsibility for her/his choices
• Good Teamwork and cooperation capacity
• Analytical skills
• Ability to monitor several projects/missions from a distance.
• Result, quality & service oriented
• Innovative and inventive
• Good and patient listener

CONDITIONS

• Expected starting date: October 2022
• Location: Beirut (Lebanon) but mainly carried out in the field
• Up to 75% of the time in the field (Yemen, Syria, Irak, Lebanon, Gaza, Egypt)
• Contract type: Fixed-term contract
• Contract duration: 1-year contract (extendable for 1 more year) – Full time
• The contractual terms, conditions and salary will be established according to the candidate fiscal residency and administrative constraints and in respect of MSF function grids and salary policies
• No family position
• Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
• Adhere to the MSF Behavioral Commitments

Deadline for applications: 18 August 2022