Logistics Coordinator

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Organization: Medecins du Monde
Job Type: Full-Time
Country: Turkey
Experience: Mid Career (3-5 years)
Languages: English
Category: Logistics/Procurement
Topic: Peacekeeping/Peacebuilding
Application Deadline: 30. June 2021

Job Description

Medecins du Monde Turkey (MDM-T) / Dünya Doktorları Derneği (DDD) is a Turkish based humanitarian non-governmental organisation that facilitates access to healthcare for populations affected by armed conflict, violence, natural disasters, disease, famine, poverty and exclusion.

Our organization collaborates with partners and key stakeholders to implement projects that facilitate access to primary and secondary-level healthcare services to respond to the medical needs of displaced population.

DDD is the 16th member of the Doctors of the World International Network that is committed to meeting the health needs of vulnerable people globally.

Please visit www.dunyadoktorlari.org.tr to learn more.

Since 2015, DDD implements programs in both Turkey and Syria providing refugee and IDP communities with free access to healthcare services. DDD works with a range of humanitarian professionals and technical experts to provide Primary Healthcare (PHC), Mental Health and Psychosocial Support (MHPSS)services as well as sexual and reproductive health (SRH).

Since the beginning of the Syria and Iraqi crises, Turkey has become host to over 3 million refugees, migrants and asylum seekers which led to an increasing demand for health services. In this context, DDD’s intervention aims to assist local public health systems in providing and improving access to health and health related services to vulnerable populations among refugees and migrants in Turkey, specifically in Hatay, Izmir and Istanbul. In Syria, DDD runs health facilities in Idlib and Afrin provinces to deliver health-related services to IDPs.

Hierarchical & Functional link
Based in the DDD Coordination Head Office in Istanbul. The Logistics Coordinator is under the line management of the Deputy General Director (Support).

Main Responsibilities
Lead the development of the Turkey/Syria Programme Logistics Strategy and ensure its timely implementation.
Provide logistics guidance, advice and support to the coordination and field sites and the logistics staff in those locations as necessary or as requested.
Ensure that DDD’s policies, systems and guidelines are implemented, used and adhered
Ensure coordination between services
Ensure that supplies are correctly done and follow according to DDD guidelines.
Support coordination team and field team regarding logistic topics.

Function Details
Logistics Coordination
Define/adapt and implement the logistic tools required to achieve the general objectives, in close collaboration with MDM log referent and DDD Log staff.
Defines and implements logistics process and ensures that everyone is trained and follow the process.
Assist fields staff on logistics activities when needed to support them in reaching projects objectives.
Provide input on logistics matters to the coordination team for proposal and report writing.
Ensures the follow-up of all the logistics tools and ensure capitalization at coordination level (Park state, purchase follow-up, donation follow-up…).
Communicate regularly with the logisticians and program team in order to ensure good understanding of the logistics activities and logistics priorities.

Program Activities
Provide technical advice and take final responsibility for all logistical tasks of the programs.
Responsible for the appropriate selection, installation, use and maintenance of equipment across the department: Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain etc.
Participate in assessments when required.
Develop and maintain good network of contacts to facilitate emergency responses (customs, suppliers, other NGOs, etc.) and provide logistics support to any emergency responses when needed.
Support the program team particularly on transportation: fleet management; etc.
Support the team in needs planning and forecast

Procurement and supply chain
Ensure the overall supply chain management for both Turkey/Syria program
Ensure implementation, follow up and respect of DDD Logistics procedures (purchase, communication, stock management, fleet management, park status).
Actively monitor the purchasing process including overseeing local customs clearance of imports, until delivery of the goods and the official handover of items against signature of receipt.
Update the purchase plan
Follow-up filing system to record and archive all procurements documents
Develop and maintain a supplier database to build robust local supplier relationships at national level.
Set up systems to mitigate risks from corruption and insecurity.
Train all DDD staff on logistic process

Team Management
Responsible for the line management of specified logistics staff in accordance with HR policies and procedures, including recruitment and performance management.
Facilitate the communication within the logistics component of the team and between the different members of the team on logistics issues.
Responsible for the technical support of all logistics staff.
Responsible for the capacity building and training of all logistics staff to improve efficiency, awareness of, and compliance with, logistics systems and procedures.
Brief and debrief staff on logistical and technical aspects of the programs.

Meeting representation reporting
Attend DDD Coordination meetings and actively participate in program meeting.
Represent DDD with relevant external organisations and networks at national level and actively networking when required.
Attend national Logistic or Security related external meetings as per request by the Program Coordinator
Consolidate logistics reporting (assets, fleet, premises …) and prepare monthly logistic report.
Organise regular meetings with the logistic team, in order to share all information and problems, finding solutions when necessary.
Any other related DDD tasks as assigned by supervisor/line manager.

Compliance & Ethics
Promote and encourage a culture of compliance and ethics throughout Dünya Doktorları Derneği. As applicable to the position, maintains a clear understanding of Dünya Doktorları Derneği and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.

Prevention of Sexual Exploitation and Abuse
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Dünya Doktorları Derneği and amongst beneficiaries served by Dünya Doktorları Derneği.

NB: considering the purpose and values of the organisation, DDD requests to its employee complete flexibility in term of duties and commitment, as their job description and job title can be adjusted throughout the year according to needs and priorities.

Expected profile

Required: English (oral and written)
Preferred: Turkish

Skills required:
Excellent knowledge of Windows environment (word, excel)
Ability to work in emergency, to set up a logistical base and build up an operation,
Ability to work quickly, under pressure, and with short deadlines,
Experience in managing and work in an international team (diplomacy is compulsory, but strong management also),
Be aware that Logistics is also paperwork, excel files and word documents,
Must demonstrate flexibility to adapt to changing requirements,
Negotiation skills.

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