Logistics Workforce Unit Coordinator (m/f/x) At Médecins Sans Frontières

CONTEXT

Logistics at MSF aims at providing the best environment of care for MSF beneficiaries and medical teams activities through a pragmatic and solution-oriented approach. MSF operations are very diverse and constantly evolving, requiring Logs to continuously adapt to provide appropriate solutions[1].

The Logistics Department’s mission at MSF Operational Center Brussels (OCB) is twofold. Firstly, it is to provide the frame of action of Logs on the field. Secondly, it provides access to support (both in technical and intervention families), knowledge as well as learning & development opportunities for field Logs to be able to carry out their mission.

For these purposes, our Logistics department is composed of 3 main units:

• The Logistics Support Unit (LSU) provides direct support to Logs in Operations in intervention and technical families and identifies needs to be tackled by other Log entities.
• The Workforce Unit (WFU) ensures that the Log workforce is available and prepared to contribute to operational ambitions in their project/mission.
• The Knowledge Management Unit (KMU) aims at improving access to information, knowledge, and the variety of support means for Logs in the field.

The Log Workforce Unit (WFU) was created to recognize, cherish, support and develop the diversity of profiles, backgrounds, and origins within the Log family, in the various intervention and/or technical families. The unit’s aim is twofold: it ensures that the Log workforce is prepared to contribute to operational ambitions in their project/mission on one hand and takes a step back to consider the Log workforce in its globality, putting in perspective the Operational demand and contributing to the evolution of HR tools and processes on the other hand. To fulfil these aims, it works along 5 axes: Talent acquisition, data analysis, professional development, Direct support to LSU, HR collaboration and alignment. The unit works in close collaboration with the Log Support Unit (LSU) for needs analysis and priorities setting and in synergy with the HR department to review and adapt tools and processes.

As WFU Coordinator, you are part of the management team of the Log department (Log Committee), under the line management of the Log director and you respond to the following responsibilities.

MAIN RESPONSIBILITIES

Team management

• Lead, supervise (line management), and support 2 Workforce Referents
• Ensure information sharing, and alignment on initiatives and priorities with the functionally managed staff and their line managers: Log pool managers (2) and the Log & ICT Learning Partner
• Plan and follow up the unit’s resources regarding HR and budget
• Grow and sustain safe spaces within the team for feedback, exchanges, and discussions
• Ensure adequate information management within the team: clear repositories for working documents/publication of documents, follow-up of activities, and dissemination of achievements

Coordination of unit’s activities

• Ensure the coordination of the unit’s activities. Considering the rationale of the unit, its current objectives and the needs expressed by the Log Support Unit (LSU), define, prioritize, plan, ensure implementation and dissemination of the unit’s activities, along the 5 axes of the unit and in line with their objectives:
  1. Talent Acquisition: ensure that MSF attracts and hires qualified individuals who can contribute to the Logistic Department goals (and the operational ambitions in their project/mission), through a standardized, transparent, and equitable process
  2. Data Analysis: collect and analyze data to allow Log and HR department to make informed strategic decisions and track progress toward workforce-related goals
  3. Professional Development: in collaboration with the L&D department, support and ensure learning and development opportunities match the workforce and the department needs
  4. Direct support to LSU (Logistics support unit): support LSU to ensure that employees are working efficiently and effectively to achieve the operational goals
  5. HR collaboration & alignment:
     1. Collaborate with HR department to analyze (vertical and quality-oriented) HR data, identify trends, and create reports that inform decision-making. HR and Log can use these insights for better workforce management
     2. Ensure alignment between HR activities and initiatives within the logistics department. strategic goals and objectives. This ensures that human resources support the broader mission and vision
• Ensure that the unit’s objectives and activities are aligned with the global Log department objectives and orientations. Together with the team, ensure that these objectives and activities are translated into actionable/measurable/visible steps with clear deliverables

Relationship with the HR department

• Build and sustain links and synergies with the OCB HR department, in HQ and partner sections, ensuring that the unit doesn’t work in isolation, that the HR department is aware of Log stakes and challenges and that the outcome of the WFU contributes to improving OCB HR processes
• Facilitate transversal platforms created by the unit, such as:
  • The LSU/PM (Pool Manager)/WFU platform, to share info on Log pool management, to be aligned on challenges and opportunities between Operational demand and Pool management, to take a step back on Log pools, to do talent spotting, and to make use of collective intelligence to move forward
  • The Log DA (Development Advisor) / Recruiters / PM / WFU platform, gathering the Development advisors & Recruiters from OCB’s partner section and aiming at getting to know each other, improving information sharing and understanding each other’s challenges to see how to overcome them together
• Ensure an active link with the L&D Unit, together with the Log Learning partner, and linking with colleagues working on HR processes such as detachment, or on mentoring & coaching. Considering that the L&D Unit just underwent a restructuration, assess the need to create a more formalized platform with the unit
• Participate and contribute to the HR department’s key events on the definition of OCB HR future objectives (HR B&O, etc.)

Organizational goals and transversal initiatives

• Contribute actively to the management platform of the Log department (Log committee), on transversal initiatives
• On demand, coordinate transversal initiatives in the department, acting as project manager or facilitator
• Contribute actively to OCB’s transformational initiatives linked to the unit’s mandate, in their definition, implementation and dissemination. Ensure that the unit’s activities are aligned to these initiatives. So far, these include DARA – Diversity and Anti-Racism, L&D (Learning & Development) strategy, OCB staffing review

REQUIREMENTS

Education & Experience

• MSF experience with a minimum of 4 years of international experience in our contexts of intervention mandatory
• Minimum 2 years of experience in coordination positions is an asset
• Education or proven record in HR strategies and change management initiatives mandatory

Competencies

• Proven people management skills and proven experience in a leadership role, favoring ownership and engagement
• Proven strategic skills in MSF operations
• Strong ability to adapt to different context, people and environment
• Demonstrate problem-solving aptitude, creativity and initiative
• Strong communication skills (both oral and written) at various levels
• Strong ability to lead and organise teamwork, promoting trust and enthusiasm
• Good aptitudes in training and mentoring

Languages

• Proficient level in English and French mandatory, both spoken and written
• Other commonly used languages in MSF (Spanish, Arabic, Portuguese) are an asset

CONDITIONS

• Expected starting date: As soon as possible
• Location: Brussels (Belgium)
• Mobility: willing to travel 2 – 3 times per year to MSF projects, meetings, etc.
• Contract type: Open-ended contract – Full-time – Homeworking maximum 50% per week
• Salary according to MSF-OCB HQ grid
• Meal Vouchers – Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs
• 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: 14th of January 2024

[1] Logs in Operations – 2020-2023 Orientations – Click to download or available upon request.