Logistics Coordinator – SUDAN -M/F At ALIMA

ALIMA, the international medical NGO with a human face, which puts at the heart of its model, the co-construction of projects and career paths

THE ALIMA ASSOCIATION

ALIMA’S ETHOS: ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation, and the alliance of organizations and individuals. We act with humanity and impartiality in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner.

Our CHARTER defines the VALUES and PRINCIPLES of our action:

1. Patient First – Patient centered medical care
2. Revolutionizing humanitarian medicine through research
3. Responsibility and freedom: encourage decision-making by those closest to patients
4. Commitment to a dynamic of continuous quality improvement
5. Creating a climate of trust among colleagues
6. Collective intelligence
7. Environmental liability

CARING – INNOVATING – TOGETHER:

Since its creation in 2009, ALIMA has treated more than 7 million patients. Today ALIMA works in 12 countries in Western and Central Africa. In 2020, we developed 41 humanitarian medical response projects to meet the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects support national health authorities through nearly 357 health structures (including 45 hospitals and 312 health centres). We work in partnership, especially with local NGOs, whenever possible to ensure that our patients benefit from the expertise wherever it is, whether in their country or the rest of the world. In addition, to improve the humanitarian response, we are carrying out operational and clinical research projects, particularly in the field of the fight against malnutrition and haemorrhagic viral fevers. ALIMA is also leading operations in response to the covid-19 pandemic across all of our missions.

ALIMA’S TEAM: More than 2000 people currently work for ALIMA. The field teams, as close as possible to the patients, receive their support from the coordination teams generally based in the capitals of the countries of intervention. These receive support from the 4 desk teams and the emergency and opening service team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working on fundraising as well as representing ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams who work on behalf of other organizations such as medical NGOs BEFEN, ALERTE Santé, SOS Médecins / KEOOGO, AMCP, research organizations PACCI, INSERM, Universities of Bordeaux or Copenhagen, the NGO Solidarités International and many others.

COUNTRIES WHERE WE WORK IN 2020: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, South Sudan, Mauritania & Senegal.

THE WORK WE DO covers: Primary and Secondary Health Care, with a main focus on children and women – including treatment and prevention of acute malnutrition, maternal health, mental health, response to epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), surgery, displaced populations, and gender based violence, Covid 19.

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach to those guilty of acts of gender-based and sexual violence as well as to inaction in the face of alleged or proven acts of violence. Protecting the people who benefit and are impacted by our intervention is our top priority in everything we do. Anyone working with ALIMA is committed to :

· Respect the charter, the code of conduct, institutional policies including the policy of protection against abuses of power and gender-based and sexual violence, the policy of preventing corruption and fraud ;

· Report any violations to policies, framework documents and proceedings to a superior, referral

ALIMA IN SUDAN

ALIMA is planning to set up a new mission in Sudan. Being a new country of intervention, ALIMA is looking for a new coordination team to guarantee the implementation of a new project as well as all administrative and logistical requirements to establish ALIMA in the country. The coordination team, among which the Medical Coordinator, will be based in Khartoum with several movements to the field in order to support the project team and ensure a smooth beginning of operations on the ground. In addition to this support, the coordination will be responsible to analyse and propose new operations, create the legal and administrative framework, the relation with Federal authorities and partners (UN, INGOs, NGOs, Donors) in the country.

Mission Location : Sudan, Khartoum

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record or character reference is not available, a statement of good character will be required.

FUNCTIONAL AND HIERARCHICAL LINKS

He/she reports to the Head of Mission

His/her technical referent is the Medical Desk referent

Is the referent for the project’s medical officer(s)

Collaborates with field project coordinators, coordination team, and other staff

MISSION AND MAIN ACTIVITIES

The medical coordinator must define the objectives and technical orientations of the mission, propose strategies consistent with the medical and humanitarian needs of the areas of intervention and provide technical support to all the mission’s medical teams.

POST TYPOLOGY

Mission Location: Khartoum, Sudan

Management lines:

Define and implement technical and logistics strategies and support to the field under the technical support and management of the Logistics Desk Manager, dedicated for approval of the global logistics strategy, ensuring the pertinence and coherence of logistics planning & programmes, adequacy of the means provided and the compliance of ALIMA standards and protocols in order to enable the development of the mission in perfect working conditions and optimize the impact of the medical projects activities.

MISSION AND MAIN ACTIVITIES

⮚ IMPLEMENT THE OPERATIONAL LOGISTICS STRATEGY

● Participate actively in the elaboration and update of annual project planning, budgets proposals and any emergency operations, give support in strategies definition and providing advice to the HoM in the translation of the identified logistical / technical needs into objectives, priorities and resources needed for the mission.

● He shall ensure to provide all documentation and assume his role

● Establish a mission procurement plan

● Liaise will all supply chain actors (government authorities, private companies, INGO partners)

⮚ MONITORING THE IMPLEMENTATION OF LOGISTICS ACTIVITIES AND PROCEDURES

● Follow up the activities and support the mission in the different sectors, which involve logistics: construction and rehabilitation, warehousing and supply of medical and non-medical material, transport, communications, water and sanitation, fleet and engines management, assets control, security and reporting, etc.

● Implement and apply ALIMA harmonized validated procedures and documentation. Reinforce controls and enhance training on use.

● He is accountable to ensure compliance of ALIMA standards, protocols and procedures. His role request to report to the HoM on the development of the ongoing programmes and proposing reorientation strategies, with contribution and technical approval of the Logistics Desk Manager, when needed.

⮚ MANAGEMENT OF LOGISTICS TEAMS AND HR POLICIES

● Is responsible for the proper application of HR policies and associated processes (recruitment, capacity building (induction, coaching, training), briefing/debriefing and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for.

● Develop activities planning, action plans, appraisal & evaluation for Logistics managers and other national positions.

● Review and adapt consequently and timely all jobs description for the national logistics staff.

● He is responsible for ensuring technical reference, support logistics teams on all technical issues in the Borno mission, and provide basic guidelines and knowledge to programmes staff to follow procedures. He has to assume their implementation.

⮚ MANAGEMENT OF ASSETS AND PREMISES STRUCTURES AND EQUIPMENT

● Monitoring and follow up the registration, codification and tagging of all new assets, purchased or donated. Ensure that all in use equipment are recorded and tagged.

● Set and supervise a regular physical inventory of the assets list. Keep assets list updated.

● He is responsible for ensuring installation and maintenance of functional office space(s) and lodging facilities in an adequate living condition as well as all the equipment required.

● Supervise the proper use and maintenance of IT (computers, software, backups, etc.), office, communication, transportation and energy equipment.

● Assume and raised report on assets for each donor as references for audit and control. Proceed to enquiries/investigations in case of damages or lost on any asset for reporting.

⮚ MONITORING OF SECURITY AND RISKS MANAGEMENT

● Elaborate, define and monitor technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, performing day-to day monitoring security rules observation and reporting of any problem to the HoM. For this purpose, the Logistics Coordinator will have to create an appropriate environment to facilitate exchange of information on security situation and will be the security back up in the absence of the HoM.

● Develop or improve tool to proceed for elaborate a risks analysis report and update the different SOP’s (base, coordination and mission).

● Collect and compile all useful and right information from his network then to share timely within the mission or with dedicated staff.

● He has to establish good communication means in the Mission (including numbers & frequencies), allowing permanent communication between capital, projects, bases and HQ.

● Procure to all staff in the Mission benefits a welcome briefing on security SOP’s and from proper training on some topics like on how to use communications equipment (e.g. satellite phones, HF/VHF radios, computers, etc.), what to do in case of fire alert or attack from terrorists.

● The role of the logistics coordinator is to ensure the setup of security measures and their application by all ALIMA staff in Borno mission.

● He is in charge and responsible to select appropriate information to spread.

⮚ SETTINGS AND IMPROVEMENT OF REPORTING

● Analyze monthly projects reports, comments and send feedback to all logistics manager before consolidation of the monthly mission report.

● Provide, on weekly or monthly bases, reporting on activities from projects/mission evolution on the technical/logistics perspective and propose corrections if needed. Consult the logistics referent in case of amendment.

● Improve contents of report, monitor closely results of procurement follow up, stocks management and value, fuel consumptions and action points.

● Role and responsibility to ensure quality of reporting, exchanges and sharing of reliable information and data.

⮚ REPRESENTATION

● Represent ALIMA in meetings with Authorities and other NGOs for technical/logistics or security related issues.

● Acting HoM for all issues when he is assigned as his representative in his absence

EXPERIENCE AND SKILLS

● Essential, Degree/diploma: Degree and specialization in Humanitarian Logistics

● Medical logistics knowledge (biomed equipment, wash, etc..) will be consider as an asset

● Minimum of 4 years of demonstrable relevant logistics experience.

● Working experience at management positions is essential.

● Working experience with International medical NGO, an asset.

● Fluency in English. Speaking French is an asset.

● Essential, computer literacy (word, excel, internet). The knowledge of Homere (HR management software) and Saga (Finances management) is high appreciated.

● Strong interpersonal skills, teamwork.

● Strong communication skills

● Negotiation skills.

CONDITIONS

Contract term: contract under French law, 3 months’ renewable.

Salary: depending on experience + per diem

ALIMA pays for:

● travel costs between the expatriate’s country of origin and the mission location

● accommodation costs

● medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee

● evacuation of the employee