Head of Logistics and Supply At Doctors of the World

Introduction.

Doctors of the World Civil Association ( hereinafter MdM ) is implementing various activities to help strengthen local health institutions and organizations that serve populations in a condition of greater vulnerability in Venezuela.

The focus of our activities in Venezuela

MDM has been addressing humanitarian needs in Venezuela since 2019. The organization focuses on an integrated approach to health, nutrition, and protection of mental and psychosocial health ( MHPSS ). MDM coordinates its programs within the humanitarian cluster system and works collaboratively with national and international NGOs. The projects are implemented in highly populated vulnerable urban areas, as well as in rural and indigenous communities with difficult access. The organization is growing and expanding its base of donors, intervention sectors and implementation areas, with the aim of improving the quality of its programming.

General objective

The Head of Logistics and Supply will be in charge of managing the logistics operations and the supply of materials, medicine and medical supplies of the mission. This includes the planning, coordination and execution of supply activities in coordination with the technical units, as well as the storage supply and distribution of goods and services.

You will be responsible for managing supplier relationships without including identification and agreement with them. This includes building strong relationships, solving problems, and negotiating improvements.

Tasks and responsibilities:

Under the supervision of the Logistics Coordinator, the person in charge of Logistics and Supply has within his functions:

Team Management: It is in charge of organizing the logistics team in the absence of the Coordinator, guaranteeing that the mission’s activities are not affected. This involves clear and constant communication with team members, proper assignment of tasks based on individual skills, and advance contingency planning, ensuring a smooth transition and a smooth continuation of mission activities during the Coordinator’s absences.
Base Management: It organizes the logistics operations of the base in order to guarantee smooth and efficient operation. It is responsible for correctly applying the procedures, logistics supply and supply processes, helping to optimize resource management and ensure compliance with the established deadlines.

Shopping:

Under the supervision of the Logistics Coordinator, he will perform the following functions:

Responsible for managing and executing the organization’s purchasing process according to internal processes, guaranteeing the timely and efficient acquisition of goods and services necessary for the operation of the organization. This includes forecasting demand and negotiating contracts.
Manages the supply of goods and services for the organization, ensuring the selection of suitable suppliers, the management of delivery times, and the optimization of the supply chain.
Prepare and issue requests for quotes or supplier proposals. It will prepare the evaluation table of the contributions received considering quality, cost, delivery time and other relevant criteria, to be evaluated by the logistics coordinator, technical coordinator and administration.
Negotiate contracts and conditions with selected suppliers, ensuring competitive prices and favorable terms.
Coordinate and manage purchase processes, including issuing purchase orders and tracking shipments of requested products or services.

Logistics:

Monitors infrastructure maintenance activities and resource management in accordance with MDM standards.
Supervise and ensure the correct storage and management of the organization’s materials and products.
Manage the organization’s inventory. This includes controlling inventory levels, managing returns, and minimizing storage costs.
Guarantee the maintenance of the vehicle fleet, including planning and monitoring the timely preventive and corrective maintenance of all project vehicles in accordance with MDM standards and supervising and instructing drivers in good driving habits and routine inspections.
Monitor logistics activities in projects and compile monthly reports ( inventory, equipment list, purchase monitoring table, stock report, vehicle cost monitoring, contract monitoring, etc ).
Ensure proper maintenance of ( physical and electronic ) documentation of all processes under its responsibility.
Write logistical reports that are necessary.

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the needs of the project.

Required personal characteristics ( equipment adaptation, suitability for work and assignment )

Leadership skills and decision-making, communication and negotiation skills.
Results-oriented, able to work independently while taking initiatives and showing a sense of responsibility.
Good brainstorming techniques, analysis ( discernment, pragmatism ) and problem solving.
Adaptability, practicality and resources.
Committed, proactive, flexible to the needs of the team and the organization.
Organization, Priority management, rigor and respect for expiration dates.
Great ability to listen and negotiate.
Sense of diplomacy and openness of spirit.
Ability to remain calm and level, manage matters professionally and maturely.
General ability to resist stress and in particularly unstable circumstances ( travel between bases )
Firm commitment to humanitarian values.
Analytical skills, problem solving and leadership.