Main Purpose

Supervising the daily logistics activities and providing maintenance to the MSF equipment, facilities and infrastructures, according to MSF standards and protocols in order to maintain the facilities in perfect conditions and collaborate in the development of the mission.

Accountabilities

• Monitoring maintenance activities of infrastructures, management of non-medical stocks and equipment according to MSF standards
• Ensuring the check and follow-up of facilities under the line manager's supervision through daily visits to the facilities and reporting any anomalies or problems, evaluation of the rehabilitation needs and following up minor building rehabilitation work according to supervisor's instructions; checking that premises observe security norms and monitoring the consumption of mechanical and electrical vehicles/machines/devices
• Planning together with the line manager the required checks and maintenance activities of energy systems/set-up according to MSF standards
• Coordinating and leading the logistics team under his/her responsibility which includes daily supervision, monitoring of the quality of work and the definition of each person's task, drawing up their working schedules; organizing and leading team meetings; participating in the recruitment of team personnel and attending logistics meetings and accounting for his activities
• Ensuring the vehicle fleet maintenance which includes planning and overseeing timely preventive and curative maintenance of all project vehicles according to MSF standards and Instructing and monitoring drivers on correct driving habits and standard checks
• Managing and following up orders which includes collecting logistics orders coming from different departments or health facilities; drawing up and following up orders according to the procedures in force; providing technical support to the storekeeper, makes local purchases according to MSF supply procedures and ensures reception conditions of freight or arriving material as well as the organization and setting up of materials before its shipment

Context Specific Accountabilities

The two main objectives for position are to facilitate the move of coordination office to a new premise and conduct a study analysing the pros and cons of moving the warehouse to a new premise. Specific taks are hightlighted below

• Identify the premise large enough to accommode the MSF OCG coordination team
• Take lead in the new office rehabilitation to bring the premise to MSF standard in terms of security and safety
• Ensure energy (solar power and generator backup), water filters and waste water system are in place and fully functional before the office move.
• Facilitate the move the the new office before the end of Q1 2023
• Refurbish the old office, demolishing all temporary at the back yard of the compound and facilitating the handove of the premise to the owner on 1st of April 2023
• Conduct rehabilitations needed for the new office before occupation
• Rehab of the the old office before handing the facility back to the owner.
• Ensure that the structures at the backyard fo the office are deccommissioned and the the ground revelling done
• Assess pros and cons of staying or moving
• Compare cost of staying versus cost of moving
• Assess quality of the current building (electricity, roof, floor
• Assess size of warehouse needed for now and the future
• Assess condition of warehouse needed for now and the future
• Look for alternative options (warehouses)
• Look at possible collaboration with KSU/SNEA, KO
• Provide the assessment report after the analysis.

Requirements

Education

• Essential : Diploma or degree in property management and Diploma in technical field from a recognized institution

Experience

• Essential : At least one year with MSF or 2 years in a similar post out of MSF

Languages

• English & Kiswahili

Knowledge

• Essential computer literacy (word, excel)
• Assets / property management and warehousing

Competencies

• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Behavioural Flexibility L2
• Stress Management L3
• Good communication and management skills

Deadline for application: 15th Dec 2022

Accountabilities

• Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security and ensure cash availability.
• Prepare employment contracts in conformity with legal requirements including specific amendments, when necessary, in order to ensure local labour and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up to date in order to facilitate HR processes management.
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF’s interests.
• Follow up all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
• Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces as requested by the Administration Manager.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.

Specific Activities

• Support staff induction and on boarding process for all new staff.
• Ensure employee personal files are signed by employees and kept in the safe in order to ensure accuracy and compliance with adherence to the archiving policy
• Update Contract follow up file and inform Project Fin/HR Manager about contract’s status / Focus person for suppliers
• Following up of all expiring rental contract dates and inform Project Fin/HR Manager to leave enough time to arrange a renewal or look for some other alternative / Follow-up the medical insurance for staff
• Making all administrative information available to the staff (posting, meetings, memos etc.).
• Assist in the recruitment, contact applicants, book an appointment for test, interview
• Medical Insurance Cover follow-up & administrative Management.
• Prepare HR Monthly reports
• Follow up the appraisal deadlines and extension of the next employment contract
• Ensure that suppliers invoices are paid in time, all finance documents are received from the suppliers
• Initiate the payments in online banking system
• Send the movement requests to the taxi provider

Requirements

Education

• Desirable finance, business or administration related diploma

Experience

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs in developing countries. Working experience with AYKPs and youth groups is a plus

Languages

• English and Kiwsahili

Knowledge

• Computer literacy (word, excel and internet)

Competencies

• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Behavioural Flexibility L2
• Commitment to MSF Principles L2
• Stress Management L3

Application deadline: 15th December 2022