Supervisor.se Logistics & Administration, Dakar, Senegal

Supervisor.se Logistics & Administration – Dakar, Senegal

Médecins Sans Frontières (MSF), an international medical humanitarian association created in 1971, provides medical assistance to populations whose lives are threatened: mainly in cases of armed conflict, but also epidemics, pandemics, natural disasters or exclusion from care. MSF Senegal has a dynamic team of more than 110 staff working in ECOWAS countries and Cameroon. Through its Regional Human Resources Unit, the Dakar contributes to the recruitment, development and mobility of human resources needed to support MSF operations in more than 70 countries. In a context of growth and operational capacity building, the Regional HR Unit supports the inter-operational centre dynamics to ensure an effective, coordinated and shared response to the needs of missions in West Africa, Central Africa and beyond. MSF Senegal promotes inclusion and diversity in all its practices and encourages applications from all qualified people, regardless of origin, gender, age, belief or disability.

Mission

Carry out administrative tasks, supervise the daily activities of logistics and ensure the maintenance of MSF equipment, facilities and infrastructure in accordance with MSF protocols, with a view to keeping the facilities in perfect condition and participating in the development of the mission.

Key responsibilities

Monitor infrastructure maintenance activities, non-medical inventory management and equipment in accordance with MSF standards. Ensure the verification and monitoring of facilities under the supervision of the supervisor. Make daily visits to facilities, reporting anomalies or problems to the supervisor. Assess rehabilitation needs and follow up on minor rehabilitation work as instructed by the supervisor, reporting progress. Check that safety standards are observed in the installations (presence of fire extinguishers, grounding of electrical installations). Track the use of vehicles, machinery and mechanical and electrical equipment. Plan with the line manager the necessary maintenance activities and verifications of energy networks and their configurations, in accordance with MSF standards.

Coordinate and lead the logistics team under his responsibility: define the tasks of each person, provide day-to-day supervision, check the quality of work (timeliness, rigor, quality, etc.), establish the working schedules of the logistics teams of each department or facility, organize and direct the meetings of the team under his supervision, participate in the recruitment of staff for his team, participate in logistics meetings and report on his activities.

Ensure the maintenance of the vehicle fleet: plan and supervise the preventive and curative maintenance of all vehicles in the project according to MSF standards. Train drivers to good driving habits and standard checks, and ensure their follow-up.

Manage and track orders: collect logistics orders from different departments or health facilities, establish orders and track them according to procedures in place, provide technical support to the storekeeper, make local purchases according to MSF procurement procedures and ensure the conditions for receiving incoming cargo or materials as well as the organization and packaging of equipment before shipment.

Develop the per diem sheets for all arrivals, modify and update the necessary data to ensure their punctuality and accuracy. Track expired leases and inform the Project Coordinator in time to arrange a renewal or find another alternative. Assist the Project Coordinator with monthly budget forecasts and planning in order to ensure the settlement of daily needs, advances on salaries, wages, per diems, etc. Process invoices from suppliers for validation followed by payment and maintain strict control over all required documents, reporting any discrepancies to the Project Coordinator. Classify and prepare all accounting elements required by the Project Coordinator. Ensure strict control over all expenses and reliability of statements and documentation. Ensure that all administrative information is accessible to all staff (planning, posting, meetings, memos, etc.). Send to the HR department, on an agreed date, all monthly payroll variables.

Manage, together with the project coordinator, arrivals and departures of staff from the country: visas, plane tickets and all necessary steps. Coordinate with projects, headquarters and Dakar the movement of staff and related administrative formalities (passport, visas, per diem). Keep in touch with external partners to stay informed about policies and procedures regarding travel, entry formalities, work permits (immigration, UN, airlines...). Take care of the preparation of means of telecommunication and the allocation of accommodation house / apartment / room; ensure the correct execution of the maintenance of housing (furniture, household, food). Any other tasks delegated by the Project Coordinator.

Candidate profile

Education: degree in studies related to administration, logistics, business management or HR or equivalent desired.

Experience: at least two (02) years of experience in similar positions indispensable. Experience with MSF or other NGOs desired.

Language: French is essential, preferred local language, English an asset.

Special skills: Stress management, adherence to MSF principles, flexible behaviour, results and a sense of quality, teamwork and cooperation.

Employment conditions

Status: Fixed term until 31 December 2026 with possibility of renewal. Remuneration: level 6 of the MSF Senegal pay grid.

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