Pool Manager Logistics (m/f/x) – Brussels – MSF Belgium At Médecins Sans Frontières

CONTEXT

Your role as a Pool Manager (PM) is to contribute to the achievement of project and mission objectives by ensuring a calibrated and adequate HR answer towards the projects HR demands. In this role, you will also contribute to the development of the human capital available in the HR pools of International Mobile Staff (IMS).

As a PM Logistics, you will strategically analyse the available resources and the characteristics of the logistics pool, regularly comparing them to both known and emerging projects HR needs. Working together with representatives from the Operations and Logistics department, you will strategically deploy personnel to open vacancies and maintain a close follow up on the institutional HR needs of the organisation.

In your capacity as an HR representative in the logistics department, you will participate in its dynamic environment and uphold the application of its core values: Integrity, Transparency, Accountability, Empowerment, and Trust. You will engage with the dynamic of the Log department, primarily through your link with the Log Workforce Unit, to identify and overcome challenges related to Log pools and ensure alignment between operational needs and HR strategies.

As part of the Operational HR Hub, you will be tasked with implementing the HRops strategy. You will be managed by the Resource Manager of Field HR Circle and functionally reports to the Logistics Department.

MAIN RESPONSIBILITIES

Matching

• Collect the operational needs through open vacancies (for short term) and the matrix (for longer term), assess the match with the existing pool and devise short- and longer-term solutions in terms of quantity and competencies in collaboration with the Log department to best meet operational demand
• Develop a good understanding of the requested profile for the vacancies by integrating information from the job profile, the job description, the context, the typology of the projects and other specific requirements
• Collect information (recruitment report, evaluations, feedback from Development Advisors (DA), Individual Profiles) on potential candidates and discuss with the related stakeholders as per matching process
• Make the most efficient matching by selecting the best profile for the specific vacancy from the available candidates, as described in the “matching process”.
• Consider the global workforce (IMS, Locally Hired Staff, HQ staff) to address operational needs
• Look for alternatives solutions when identifying a vacancy/position that can’t be filled with pool members, (i.e. launching a recruitment on post, detachment, re-discuss the setup within projects, identifying other solutions with the support of the Log Workforce Unit)
• Discuss candidates with technical referents when needed, according to matching process
• Communicate regularly with operations through HRO and logistic officer in the cells and HRCo/HRM/field Log unit
• Brief and debrief personnel according to the process

Working in close collaboration with Partner Sections (OCB and non OCB) to ensure the answer to the operational demand.

• Ensure optimal information exchange with the different DA to facilitate efficient and professional job offer
• Discuss potential identification and work towards retention through career plans that balance operational needs and the wishes of the staff member in collaboration with the concerned DA
• Facilitate the validation of technical and generalist profiles by referents in the Log department

Management of the pool

• Actively engage and collaborate with the Logistics department to promote solutions that contribute to strengthening the pool, ensuring the use of criteria co-defined with the Log Department for both LogCo Validation and Vocationer contract request
• Ensure transparent and timely info-sharing with the Logistics department to maintain clear collaboration
• Contribute to the definition of validation processes (for LogCos, TechPCs, Vocationer) and lead the validation committees, together with the Log department
• Carry out a statistical analysis of the Pool, along with the Log Workforce Unit, to ensure that the pool matches operational requirements in both short and long term
• Organize the diffusion of key messages derived from the pool analysis to stakeholders linked to ops-hr and log dpt., to facilitate their engagement and contribution to meeting institutional HR needs
• Participate in defining the first mission target for recruitment and manage the definition and development of your pool accordingly
• Actively engage in key HRops platforms (QMM HR part) to promote HR solutions that contribute to strengthening the pool’s characteristics
• Ensure the diffusion of the defined demand towards the different actors concerned (Recruitment & Development Advisors of Partner Sections/non-Partner sections, Log Workfoce Unit) and collaborate with them to define adapted solutions

OTHER TASKS PM:

• Manage international staff on vocationer contracts and their deployment
• Monitor the outcomes and utilization of allocated budget for creating development positions
• Facilitate the detachment of Locally Hired Staff (LHS) for developmental purposes
• Actively participate in ‘on-post recruitment ‘, especially for Coordinators and Activity managers
• Contribute to the selection committees for trainings related to your pool
• Engage in Mid-Year Review/Annual Review of Operations and other operational platforms to stay informed about operations and strategic directions
• Attend HR and related department meetings to contribute to discussions on objectives and strategies
• Participate in strategic meetings of the Log department to understand priorities and ambitions
• Ensure systematic reference taking with other Operational Centers (OCs), Recruitment units/MSF entities
• Update the HR database according with relevant responsibilities and workflow steps
• Participate in meetings with Human Resources officers (HROs) and proactively seek information
• Monitor monthly indicators related to gaps, early contract terminations and departures
• Facilitate sensitization activities for your pool in collaboration with the recruitment unit/LWU as needed
• Identify personnel from the pool for fixed-term assignments at HQ, facilitate IMS mobility to HQ positions, and inform interested staff members and/or DAs about HQ opportunities
• Conduct projects visits as necessary to stay informed about evolving projects reality

REQUIREMENTS

Education & Experience

• Higher education degree in Human/Social sciences (HR, Business, Management, others)
• Minimum 3-years’ experience with MSF as IMS required
• Experience in coordination position is a strong asset
• Experience as logistician considered as an asset

Competencies

• Strategic thinking
• Management skills
• Strong interpersonal and intercultural communication skills
• Organizational skills
• Team player with a cross-functional attitude
• Excellent listening and dialogue skills
• Proficient with office applications (Word/Excel/PowerPoint, etc)

Languages

• Fluency in English; proficiency in Arabic, French, Portuguese, or Spanish required

CONDITIONS

• Expected starting date: 19 August 2024
• Location: Brussels (Belgium)
• Contract type: Open-ended contract – Full-time –maximum 2 days of Homeworking 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: 18th of July 2024