Title:

BASE AND FACILITIES OFFICER

Generic Function:

Code:

LT03500

Level:

5

(E)

Position in the Organization

Reports to (Hierarchical):

Logistics Manager /Logistics Coordinator

Reports to (Functional):

Logistics Manager /Logistics Coordinator

Job Family:

Logistics and Supply

Supervises (Function):

Main Purpose

Carrying out or supervising all maintenance logistics activities in the base (vehicles, fuel consumption, and local infrastructure) according to DWBT standards and protocols in order to have the material, infrastructure and vehicles in optimal running conditions.

Accountabilities

• Planning vehicles movements, tracking individual trips, and ensuring implementation of security measures
• Checking and ensuring the maintenance of DWBT premises and facilities, as well as the general water supply, electrical, walls, ceilings etc. and security conditions. In this sense, making inspection visits to assess the rehabilitation needs of facilities.
• Supervising materials and goods orders and dispatch in order to ensure its rational use.
• At the request of the line manager, obtaining different quotations from suppliers according to the DWBT Purchasing policy and placing purchase orders to pre-selected suppliers with whom prices have been agreed
• Performing the day-to-day activities ensuring an efficient running of the administration processes of the supply activities following the supply procedures according to DWBT standards and protocols. The activities can include one or more of the following areas:
• Order Processing: Performing the day-to-day order processing activities in a particular supply office (coordination or project level)
• Purchasing: Performing the day to day purchasing activities in a particular supply office (coordination or project level)

DWBT Section/Context Specific Accountabilities

• Tracking consumption of supplies, fuel, lubricants, used in different facilities (office, house, store, etc.).
• Checking the maintenance of the various open spaces (gardens, courtyards...) and ensuring that domestic waste is correctly discarded
• Performing maintenance of logistics equipment for cold chain, energy, IT and radio communications, in particular: 
• Inventories and the reallocation of equipment.
• Checking the quality of the work carried out on generators and electrical installations.
• Preparing orders for his sector activity, do the follow-up, and checking their proper reception and state.
• Carrying out local purchases and ensuring that the line manager is aware of any problems linked to the quality or availability of the items to be purchased.
• Participating in trainings at the request of the line manager
• Constantly assessing the local market, seeking products and suppliers that offer the best value for money and negotiating prices in order to guarantee the best quality and pricing for MSF goods and commodities. Regularly updating the supplier-item-price data on the supply office and informing the Supply (Activity) Supervisor / Logistics Supervisor of all information or modifications to the data i.e. price, address, items available
• Receiving orders and deliveries, identifying and reporting potential discrepancies against cargo manifest or others. Stores materials in accordance with the system in force in order to ensure continuous availability.
• Updating and/or creating stock cards for all stock items immediately after reception of goods. Checking the received cold boxes and controlling the cold chain-monitoring cardPerforming delegated tasks according to his / her activity and as specified in his/her job description

Requirements

Education

Essential Secondary Education

Experience

Desirable experience with other NGOs

Languages                      

Mission language essential; local language desirable

Knowledge

Computer literacy and radio equipment user-knowledge

Competencies

• Results and Quality Orientation L1
• Teamwork and Cooperation L1
• Behavioural Flexibility L1
• Commitment to DWBT Principles L1
• Service Orientation L1
• Stress Management L2