Logstics and security officer

[Kirkuk,Iraq ]

CONTEXT:

MdM has been working in Iraq since the 1990s. During its first mission in the country, MdM was providing general and specialized medical services (surgery, training programs for traditional birth attendants). Since then MdM had several programs which included paediatric surgery, contributing to the renewal of techniques and knowledge of surgical, medical and paramedical staff in 1997, emergency medical activities in 2002, building local capacity on basic emergency healthcare services at community level in 2006. From 2009 to 2011, MdM supported an Iraqi NGO in the implementation of a program aimed at improving the skills of midwives and traditional birth attendants in accordance with recognized international standards.

In 2014, with the arrival of ISIL, MdM started to provide immediate healthcare support through curative and preventive care including MHPSS services to IDPs and host communities in the Kurdistan Region of Iraq (KR-I). Later, MdM expanded its support to the most vulnerable IDPs and host communities outside of the KR-I region, in Kirkuk Governorate in July 2015, and in Ninewa Governorate in April 2016. Since 2018, MdM has developed a program where activities are gradually handed over to the MoH.

The current program focuses on supporting the local health authorities in providing quality PHC services (including MHPSS and GBV response) and continue to strengthen the capacities of local public health authorities in Dohuk, Kirkuk and Ninewa governorates, to provide quality care and respond to  health needs of IDPs, returnees and vulnerable host communities.

This includes:

• A combination of direct and complementary services, especially related to general health, Sexual and Reproductive Health (SRH), while contributing to the health system strengthening through capacity building at DOH level
• Mental health and psychosocial support (MHPSS),
• Gender based violence (GBV) integrated within the PHCC general health services, SRH and MHPSS services
• As a cross cutting approach MdM is planning to develop a community health based (CHB) approach to ensure community participation, while empowering individuals.

JOB TITLE:  Logistics and Security Officer

Iraq mission / Kirkuk

Updated: 01/11/2021

Main responsibilities 

Under the supervision of the Field Manager, and in coordination with Logistic Coordinator and the Security and Access Manager at coordination level, the Logistic and Security Officer at base level will be responsible for the following main activities:

• implement all logistics operations at the Kirkuk Field Office, ensuring that procurement policies and procedures are strictly followed.
• Ensure the principles for awarding contracts are observed (equity, transparency) and the desired quality of services, supplies, or works is obtained at the best price.
• Work closely with program and administration departments and provide logistic support to the Kirkuk Field Office and bases;
• Act as Focal Point for the Logistics Department at Kirkuk Field Office.
• Support, implement and monitor the implementation of the security pack and all access related issues in all operational sites.
• Ensure movement tracking and report any security-related events, in accordance to national and MdM internal procedures, under a confidentiality based approach.

 

 

Working relations 

The Logistic and Security Officer reports directly to Field Manager and receives technical support from Logistic Coordinator and Security and Access Manager at coordination level.

 

 

S/he works closely with the Field Office-Kirkuk team which includes:

• Field Manager
• Area Manager
• Admin/Finance Officer
• Program Manager
• MHPSS team
• Medical Team
• GBV Supervisor

 

S/he directly/technically supervises:  

• Drivers
• Guards

 

 

 

 

 

 

 

Essential Duties

Procurement

• Be responsible to ask financial advances to the Admin-Finance Officer in the beginning of the week and then justify the expenses at the end of the week following MDM procedures.
• Ensure that MDM procurement policies and procedures are strictly followed.
• Manage all purchasing processes at base level in accordance with requirements and guidelines, ensuring not split purchases and following the financial thresholds and associated procedures.
  • Prepare the priced-up Mission Request (MR) with its allocation number and ensure the signatures of the requester, and the various managers as determined by the predefined financial thresholds.
  • Prepare Purchase dossiers or contract and ensure efficient and timely ordering of all items, goods and services.
  • Verify that all technical requirements of supplies/goods requested are meet as well as the optimum price/quality ratio.
  • Ensure purchase dossiers validation and timely delivery of all purchased items from stores/suppliers to field locations, ensuring that goods received note, or supplier’s delivery note.
• Liaise with Admin-Finance Officer for payment request and processing and finalize the purchase file in timely manner.
• Liaise with supervisors and other officers on all logistics issues to ensure efficient and effective delivery of operations.
• Optimize all logistics operations to increase cost effectiveness including setting up longer-term supply contracts in collaboration with Admin-Finance Officer.
• Correctly maintain the tracking and filing system to record and archive all procurements.
  • Prepare and complete all Purchase File (Mission Request; Letter of exemption if required; Purchase Order; Quotation Request in accordance with the applicable sub-procedures; Suppliers’ quotes; suppliers’ evaluation grid; invitation to Tender file; invoice; Goods Received Note or receipt note, or the Donation Certificate).
  • Ensure that all documents relating to a purchase file include the purchase file number and are attached to the purchase file.
  • Archive the purchase file originals documents (including copy of the invoice) in the base office and ensure to upload on SharePoint right after the finalization of purchase then one copy is sent to Erbil office on request.
• Ensure that all suppliers and service providers conform to the Purchasing Ethics Charter.
  • Identify potential suppliers who offer the best combination of quality, price, availability, and delivery times.
  • Prepare the Suppliers List and the Price List (PL) accordingly, ensuring that all the required information are included.
  • Revise the Price List (PL) every 3 months to ensure it is in line with market changes.

 

Fleet Management

• Supervise the fleet of the base
• Make sure that the maintenance of vehicles is done accordingly with MdM processes
• Ensure safe operation of the fleet through daily check of vehicles.
• Ensure proper recording on fleet management (e.g. log books, fuel consumption etc.)
• Make sure that the drivers drive the vehicles in the respect of the safety rules
• Prepare and archive all appropriate documentations (driver monthly duty schedule, derogations when required, copy of contracts).
• Prepare the weekly movements plan for the base upon reception of movement request from each department and share it with Field manager and Erbil coordination.

 

Stock and Asset Management

• Maintain and be responsible for management for all non-medical stocks at base level.
• Responsible for registration, maintenance, repairs-maintenance & disposal of MdM assets, ensuring full control of items at all stages.
• Upon reception for the goods, responsible for checking the quantity, state and content of packages received in comparison with the Order or Goods Received.
• If irregularities upon reception (missing or damaged packages or products, product errors, etc.) appeared, note them and inform promptly the LogCo and Field Manager.
• Ensure that all goods are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
• Produce stock movement reports according to MdM policy and formats.
• Ensuring all assets are tagged and listed at the time of procurement, and that records are up-to-date at all times.

 

Facilities management

• Ensure that water, electricity, gas, oil and telecommunications services are provided efficiently in the base and in the field sites and inform promptly Field Manager and Admin-Finance Officer in case of problems.

Management and Networking

• Management of assigned team (Drivers, Watchmen) ensuring all duties are carried out and HR guidelines followed.
• Responsible for capacity building and appraisals of assigned staff.
• Ensure that all new staff are trained on logistics procedures.
• Actively participate in base meetings.
• Prepare regular, timely and accurate logistical weekly and monthly reports (MO Tracker, generator/ vehicle/contract follow-up, logistics stock, logistics report, statement of equipment, inventory list).
• Establish and maintain good professional working relationships with suppliers, service providers and contractors whilst strictly adhering to MdM anti-corruption guidelines and code of conduct.
• Support program team with logistical aspects and carry out regular sites visits to support all program activities in logistics related functions
• Any other task or duty assigned by the line management.

 

Security management

• Monitor on a daily basis the security context in the area of MdM operations in coordination with authorities, humanitarian actors (UN agencies, NGOs) and other external actors.
• Collect, verify, and report field manager or/and Security and Access Manager Information that affects, or may affect, MdM operations.
• Support, implement and monitor the implementation of the security pack in all operational sites.
• Support Field Manager in incident management situations, and liaise with Erbil office as necessary.
• Responsible for monitoring stock and functioning of security related assets in sites; hibernation stocks, radio and communication assets, first aid and trauma kits, etc.
• Support the Field Manager in security management of his/her area of responsibility and contact him/her on a daily basis to ensure information sharing.
• Validating all movements and keep tracking of all MdM vehicles and teams movements during working hours.
• Immediately report to Field Manager all breaches of safety and security procedures and all threats to MdM staff, beneficiaries, activities or assets.
• Support, implement and monitor updating all hibernation boxes and safe room materials as per MdM security policies.
• Update and make sure that all safety equipment (i.e fire extinguishers and alarms) are well functioning inside the office and GHs.
• Support the Field Manager and Security and Access Manager for security assessing any new area of operations.

Other

• Inform immediately the Field Manager in case of any security problem.
• Participate in a pro-active way to MdM internal meetings (general, admin, security…).
• Participate in external security meetings such as INSO, UNs and any other party.
• Any other task that is required by the line management.

 

This list of activities is not exhaustive and may change depending on the situation

Skills required:

Education

• Bachelor’s degree in relevant field with strong knowledge of types and procurements of commercial transactions or other related field.

Professional experience

• Proven experience in Humanitarian logistics, procurement, stock management.
• Good understanding of the procurement rules and regulations of major international donors.
• Experience in working in complex humanitarian setting, experience of security related responsibilities required.
• Ability to work with extremely tight deadlines and multiple tasks, delivering good quality work in timely fashion.
• High level of interpersonal and negotiation skills and motivation to work as part of a team
• Be committed to MdM’s values as an organization and motivated by its non-statutory, not For Profit model

Skills and qualities required

• Minimum 2-year experience in a similar position (NGOs/private companies)
• Proven ability to write in a clear and concise manner and to communicate effectively, including ability to prepare reports and make presentations.
• Good knowledge on Pack Office (Outlook , Word, excel, PPT) and mapping software
• Ability to take initiative to deal with difficulties encountered in daily work
• Autonomy, neutrality, hard worker

Required personal skills

• Team player, flexible, network-builder, able to handle pressure well.
• Focused on reaching results while ensuring an efficient process
• Demonstrate leadership, ownership and initiative.
• Committed to protection, safeguarding and PSEA
• Be committed to MdM’s values as an organization and motivated by its non-statutory, not

Languages

• English: very good
• Arabic: very good
• Kurdish: Very good

Employment conditions

• Position based in Kirkuk (with regular travel to the field)

Submit CV and Cover letter  by Email to [email protected]

including the subject:

Ref: 2021-KRK-09

LAST SUBMISSION DATE ON November17, 2021

please make sure to send your CV in PDF/word format (other formats or links aren’t considered) and write the reference (2021-KRK-09)on the subject of your email. Only Short-Listed Applicants Will Be Contacted Reviewing the application CVs will be on a rolling basis, as such; MdM reserves the right to fill the position before the closing date of the job advertisement.