Job Summary

The Logistics Officer in Damboa works under the direct supervision of the Base Manager and the technical supervision of the Logistics Manager.

He/she provides support to both managers in all logistics-related needs for the base operations, including the office, guesthouse, and other support functions.


Fleet management
Log Assistant, Drivers and Guard supervision,
Energy Management
Equipment and stocks management,
Procurement
Project team support,
Field activity visit,
Monthly Logistic Reporting
Log Team management.


Tasks and Responsibilities


Responsible for supervising the logistic support Services in collaboration with the Field Log/Admin and Base Manager.
Ensure the efficient management of resources (fleet, Assets, utilities).
Ensure good weekly vehicle planning.
In collaboration with the drivers and car, hire vehicles to ensure on-time repair & maintenance of the fleet vehicle.
Ensure a perfect monitoring of fuel consumption for vehicle fleet and generator fleet.
When the vehicle is moving for maintenance and repair, he must remove the MDM visibility and put it back when the vehicle is back at the office.
Ensure on time repair & maintenance of Generator.
Monitor the usage of fuel for vehicles and generators.
Prepare Procurement Dossiers for framework agreements and contracts and update relevant monitoring tools (Procurement Follow-up and Contract Follow-up).
Receive and process requests for quotes and IOFs after verification and approval by his/her line manager.
Update price lists and vendor databases.
Realize local purchasing of goods for the mission, upon instruction of the Logistician and according to the MdM Purchasing procedures.
Purchase goods ensuring the optimum price/quality ratio on the market.
Collecting quotations and checking prices for purchase of goods and services
Ensure that the suppliers fill in all receipts/invoices for local purchases correctly.
Ensure that products purchased correspond to the requirements of the purchase officer's requirements in terms of quantity and quality.
Provide strong support in periodic market surveys and market analysis.
Assess the vehicle needs for a base in relation to office activities.
Ensure the rehabilitation of premises, clinic & regular check.
Ensure the participation of logistics in the selection of premises for projects & offices.
Ensure that communication means are available for professional work (internet, telephone etc.).
In collaboration with the Base Manager and Logistics Manager, conduct the logistics assessments in the field whenever required, and provide the support to the team in the field.


Equipment and stock Management:


In collaboration with the Base Manager and Logistics Manager, anticipation of the need for equipment for the base.
Ensure the good usage and maintenance of MDM equipment, (cleaning, security, protection; maintenance) … each extra equipment must be insecure metallic locked metallic shelve locked, inventory doc must be stick inside the door of the shelves.
Ensure the tracking of equipment (Physical inventories at least once every 3 months, ensure that all equipment is labelled, if not he must refer it to the IT manager).
Update on monthly basis the asset equipment list.
Ensure that each member of staff receives equipment as a sign of the reception of equipment and keep it update. When staff give back their equipment at the end of their contract make sure after checking the equipment state the staff sign the return of equipment form.
Ensure that each equipment has an ID Number if not must refer to his supervisor.
In case of any breakdown of any equipment, ensure that the following document is submitted to the Base Manager and IT Manager.
Report of the breakdown with complete incident report i.e. reason for breakdown.
With the support of the IT manager, make sure proper utilization of IT equipment (each member of staff needs to clean his laptop, not put it under water, shadow, dusty) etc.
Be sure that each member of staff has cleaning equipment for his computer (small brush, tissue, computer spray).
Ensure that the guard follows up the procedure of all Handset VHF is on charge every day after duty and follow the procedure of before putting on a charge, empty fully the battery then start the recharge.


Supply Chain Management & Procurement Oversight:


Oversee day-to-day logistics operations, including procurement, transport, fleet, stock, and facility management.
Review and validate all Mission Requests (MRs), ensuring specifications and supporting documents are complete before processing.
Conduct market surveys to analyze pricing, quality, lead times, and ensure best value for money.
Perform due diligence on new suppliers by verifying references and existence.
Prepare RFQs, Evaluation Grids (EGs), purchase contracts, and supplier POs in line with MdM procedures.
Coordinate with contractors and suppliers to ensure timely and quality delivery of goods and services.
Monitor the importation and clearance of international shipments.
Update and circulate the Procurement Follow-Up (PFU) weekly and maintain the supplier database.
Regularly update the price catalogue (at least every two months).
Support the Capital Liaison Officer in processing expatriate visa applications and flight payments.
Participate in tender processes, including minute-taking.
Ensure compliance with MdM and donor procurement standards and documentation.
Assist in supervising maintenance and rehabilitation activities at MdM facilities and supported health structures.
Conduct facility assessments to ensure compliance, safety, and functionality.
Support asset tracking and inventory management.
Prepare routine logistics reports and contribute to planning and budgeting.
Monitor SharePoint procurement document archiving


Base Meeting and Report:


Participate meetings with logistics base staff or take meeting minutes for staff base meetings as required, in close collaboration with the log base
Participate in logistics meetings and programs for the movement planning once a week,
Participate with the Base Manager and Logistics Manager at the monthly SITREP, each mast week of the month.
Participate with the Base Manager and Logistics Manager on the Logistic monthly report each end of the month (vehicle and generator fuel and maintenance follow up, Asset equipment inventory, asset inventory, purchase follow up) etc.
Field visit report should be done in case of any clinic visit and send it to the Base Manager and Logistics Manager.


Team Management:


In collaboration with the Base Manager and Logistics Manager, adaptation of team according to the workload (including daily labor & temporary recruitments).
Provide technical support to the team on logistics issues.
Participate in the recruitment if needed.
Conduct the appraisal interview for Log Assistant and drivers.
Supervise and support Log Assistant in his duties and tasks.
Participate in disciplinary actions.
In collaboration with Base Manager and Logistics Manager, identify the training needs conduct/ arrange the training for them.
Ensure HR rules/guidelines are followed in the management of the log team.


Security and Context Follow Up:


Inform the Base Manager and Logistics Manager on any evolution of the local context.
Inform immediately the security focal point in case of any security problem.
Report to Base Manager and Logistics Manager in case of any security incident.
Implementation of emergency measures, if required, under the supervision of the Base Base Manager and Logistics Manager.


Required Profile and Qualifications:


Proven technical experience in Electrical Engineering, Construction and WASH.
Minimum of 2 years of relevant experience in logistics, infrastructure supervision, facility maintenance, and contractor management or technical support in an NGO or similar context.
Strong understanding of logistics and supply chain procedures.
Proficient in Microsoft Office tools (Excel, Word) and familiar with logistics documentation.
Excellent organizational, communication, and team coordination skills.
Fluency in English (spoken and written); knowledge of local languages is an asset.
Commitment to humanitarian principles and MdM values
Establish good relationships with the different departments to have a smooth implementation of MdM project.
Be flexible in performing his/her duties to ensure that beneficiaries are getting good quality services.
Perform other duties on request of the Base Manager, Logistics Manager and coordination team.


DISCLAIMER: Please note that MdM does not engage in or accept bribes in exchange for job opportunities. Any attempts to offer or accept bribes will result in immediate disqualification from the recruitment process."

Because of the emergency relief nature of MDM’s work, working hours may be irregular and employees are expected to be flexible in their approach to working hours under emergency conditions.