Logistics Officer

Location

Starting Date & Initial Contract Details

ASAP. Full-time open-ended contract.

Role Overview

This position enables the operativity of the Swiss office and its relevant flow of supplies and services, inventory items and management of the stock for the use of Swiss office and field country programmes/GERT, management of Equipment and facility management.

Project Overview

Medair Global Support Office (GSO) provides operational guidance for country programmes, along with both technical and compassionate support for our relief workers. Within our headquarters and affiliate offices, we are also responsible for promoting the work of Medair to the world, to raise and manage the funds needed to run our life-saving and sustaining programmes, and to recruit international and GSO staff. The Global Logistics team within Medair manages all activities related to procurement, supply chain management, infrastructure, fleet, equipment & communication means. The GSO Logistics team develops and owns the policies and processes related to logistics activities in field.

Our Culture

Key Activity Areas

Facilities Management 

• Ensure the offices facilities (including the archiving rooms) are properly managed
• Communicating and collaborating with the Regie (building property managers) and concierges for facility maintenance
• Ensure the cleaners for the Ecublens offices and Medair flats are properly managed for cleaning and optimization
• Be responsible to lead or collaborate in various projects related to the set-up and renovation of new office/flats.
• Office porterage as required, including office moves, furniture moves, deliveries and collections
• Ensure all technical faults related to the facilities are properly tracked and reported,
• Ensure the proper arranging of all office and flats equipment fixtures and fittings
• Ensure timely induction to the office / surrounding to the new staff (i.e., parking map, key access to door)
• Ensure the safety checks for GSO facilities (offices and other spaces) and flats are performed regularly
• Ensure the reasonableness of running cost relevant to GSO and the flats (i.e.,verifying the invoices, budget).
• Ensure proper management of the consumables related to the GSO facilities
• Analyse consumption levels & establish minimum order quantity levels
• Monitor the stock levels & perform timely procurement to minimize stock-outs
• Verify invoices to ensure the accuracy
• Apply Medair Procurement Guidelines in all the above
• Ensure both domestic and international couriers and postal services are properly and timely booked for mail shipping and registered mails

Procurement

• Ensure proper and compliant procurement related mainly to Facilities supplies, services and works including but not limited to groceries, stationery, maintenance services for Medair GSO facility and flats and visibility items.
• This includes processing or raising of Purchase Requests (PRs), market assessment, negotiation with suppliers, supplier selection, contracts preparation, reception and invoicing follow up.
• Ensure monitoring of the agreements in place and their expiration and timely renewal of procurement processes/contracts where needed
• This can be extended to other categories of supplies, services and works as seen fit.

Equipement management (GSO)

• Ensure the equipment for GSO facilities are properly labelled, assigned and tracked
• Perform regular and diligent equipment inventory count
• Ensure the loss / obsolete equipment are properly documented and recorded
• Ensure the proper “Replacement” plan is proposed / presented & executed accordingly
• Ensure the “disposals” are timely identified / proposed and executed
• SIM cards management for GSO staff
• Apply Medair Equipment Manual guidelines in all the above
• Ensure to collect and distributing mails and parcels as a back-up for reception when requested

Stock Management / Handling of materials (GSO)

• Ensure the proper and diligent management of the GSO and G-ERT stock inventory
• Ensure the proper inventory Register is established and well-maintained
• Ensure the stock levels is properly monitored
• Set up minimum order levels and flag when replenishment is needed to minimize stock-outs
• Ensure the warehouse (also archiving rooms) are optimized from both functional and space perspective.
• Physically and administratively receive and disburse the in-flows and out-flows of all materials
• Ensure the regular counting of stock inventory against the Inventory Register.
• Ensure the Inventory (or Stock) reports is properly maintained and updated
• Ensure the Loss reports is properly linked into the Inventory Report and reason for loss is well-explained
• Ensure the “disposals” are timely identified / proposed and executed
• Apply Medair Stock/Warehouse Manual in all the above

Innovation/changes

• Proactivity towards continuous improvement and simplification, more efficiency and saving opportunities are encouraged

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• Professional / vocational / technical education related to Logistics, Supply Chain, Stock Management, Equipment Management, Facility management or similar
• Certificate of Federal Diploma of Vocational Education and Training (CFC) as Stock keeper (desirable)
• Fluent in French and English both written and spoken

What is the ROC and why is it required?

Experience

• 2 years previous experience in facility management, stock keeping or related and in equipment management
• Previous experience in customer-oriented service (forwarder organization, planning, direct execution, indirect execution and supervision)
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook
• Field of knowledge required for the position, specify in regard to Humanitarian essentials, Sphere and CHS standards, other international humanitarian guidelines and protocols, and commitment to best practice (desirable)
• Capacity to take care of multiple diverse tasks and prioritizing
• Pragmatic with problem solving
• Enthusiastic with ‘can-do’ attitude
• Motivated by a spirit of service, compassionate, solid team player
• Enjoying variety of duties, but also routine & paperwork work