Logistics ICT Officer

Job Title: Logistics & ICT Officer
Location: Based in Nairobi with travels to Somalia
Job Holder Reports To: Programme Support Manager, and to DCD in absence of PSM
Reporting to Job Holder: Logistics assistant
Overall Purpose: Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care the Logistics Officer supports many of the logistics activities of the programme.
On a day-to-day basis the Logistics Officer carries out a variety of functions required to ensure the logistical needs of the programme are met and that all logistical activities are delivered efficiently, accurately and on-time. All activities are carried out in line with Medair policies and procedures and according to any applicable donor, HQ or field guidelines.
Project Overview: Implementation of Health, Nutrition and WASH programmes in Mogadishu, and several other regions within South and Central Somalia. Community health projects including Care Group Model and ICCM and Construction of health facilities. Potential projects may include emergency responses and/or expansion of initial programmes into areas with critical needs
Major Duties and Responsibilities
Logistics
 Carry out the day-to-day logistical functions of the programme including, but not limited to:
 Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities, communication and IT (e.g. satellite and mobile phones, HF and VHF radios, laptops, printers, scanners, etc.), maintenance and asset tracking
 Liaising with the relevant field manager to provide effective logistical support to the projects and the field teams
 Ensure all activities are carried out in line with Medair guidelines and procedures and according to any donor requirements
 Carry out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are maintained in a good condition and that Medair is receiving ‘value for money’ on items purchased
 Work with relevant team members and field management, within the context of the local environment, to ensure the security of the Medair base(s) and of all Medair property and equipment
ICT Management
 Provide ICT hardware and software support to all project locations (i.e. to main, support and field bases) by:
 Establishing and managing network(s), where applicable
 Installing new software
 Repairing PCs and laptops as required
 Maintaining printers and other peripherals in good working order
 Troubleshooting problems with hardware and software, finding quick and cost-effective solutions
 Ensure all PCs and laptops are correctly and appropriately configured
 Maintenance and use of communication equipment in all project locations, ensuring essential equipment is kept in good repair at all times.
 Liaise, as appropriate, with service providers of communication equipment and other Medair departments (such as Logistics and Finance) to ensure value for money and continuity of service at all times
 Ensure the relevant staff are appropriately trained in the maintenance and use of essential communication equipment, particularly those working in remote field locations
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Administration
 Meet the logistics related administrative requirements of Medair, donors, local legislation, suppliers, contractors and any other stakeholders, so that the logistical aspects of the programme function efficiently, effectively and with integrity
 Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements
 Contribute, as required, to the accurate and timely reporting of activities e.g. through weekly and monthly reports
Communication
 Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements
 Provide training, advice, mentoring and coaching as required to all relevant staff on logistical procedures, internal controls and the logistical requirements of donors
 Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships
Staff Management
 Work with nationally recruited staff with an emphasis on developing individual and team capacity to handle a variety of logistical tasks as efficiently and effectively as possible
 On occasions work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks
Quality Management
 Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed
 Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources
Delegated Responsibilities
 Compliance of logistical activities with Medair, donor, national and international requirements
 Implementation of robust systems to ensure the physical security of the base(s) and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources
 Filing and archiving of all logistics documents in accordance with Medair and donor guidelines
Person Specification Qualification / Experience Essential Desirable
Vocational qualification
Professional / vocational / technical qualification in a relevant field
University degree in IT/Logistics
Work experience
3 years Post-qualification professional experience
Work experience in logistics, ICT, preferably in an NGO setting
2 years Experience working in a cross-cultural setting, preferable in the logistics sector and ICT
Languages
Good English (spoken and written)
Ability to speak, or willingness to learn, local language
IT
Good knowledge of Windows operating systems (e.g. Windows XP, 7, etc.) and Microsoft Office applications, especially Word, Excel and Outlook
Hardware knowledge including PCs, laptops, network routers, printers, etc.
Knowledge of networking and servers
Experience of stock management systems
Competencies Essential Desirable
Motivation
Strong Christian commitment
Enthusiastic, compassionate, self-
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Enjoys a challenge and works hard to achieve objectives
Solution-oriented approach
motivated, energetic, autonomous
Team-building
Team-player with good inter-personal skills
Good inter-personal skills
Previous experience of living and working in a multi-cultural team
Encouraging, supportive
Adaptability
Capacity to work under pressure and manage personal stress levels
Creative, open-minded, flexible, self-learner
Can prioritise work to meet deadlines
Able to cope with basic living conditions in the field and during field trips
Willingness to be stretched professionally, personally, and spiritually
Technical expertise
Problem solving ability
Competent with administrative tasks
Commitment to best practice
Quick learner with practical, precise approach
Attention to detail
Technical understanding of mechanical and communication equipment
Good numerical and report writing skills
Management and leadership
Able to make decisions within a consultative and supportive framework
Respectful, accountable, honest
Able to motivate others
Experience in coaching and training
Areas of expertise
Logistics / Supply Chain/inventory/
Office Administration/IT
Work conditions: Working and living conditions while in the field locations may be different to that previously experienced in Nairobi.
Job Commitment
Planned start date: 1st July 2017
Duration of commitment: 1 year renewable contract
Interested candidates to send cover letter, and resume to recruitment-som@medair.org by 22nd June 2017.

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