Logistics Coordinator - M/F

ALIMA PRESENTATION

ALIMA’S SPIRIT: ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion, or politics, through actions based on proximity, innovation, and the alliance of organisations and individuals. We act with humanity and impartiality in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner.

Our CHARTER defines the VALUES and PRINCIPLES of our action:

• Patient First – Patient centered medical care
• Revolutionizing humanitarian medicine through research
• Responsibility and freedom: encourage decision-making by those closest to patients
• Commitment to a dynamic of continuous quality improvement
• Creating a climate of trust among colleagues
• Collective intelligence
• Environmental liability

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender and sexual violence as well as towards inaction in the face of alleged or proven acts of violence. The protection of those benefiting from and impacted by our intervention is our top priority in everything we do. Everyone collaborating with ALIMA is committed to :

• Respect the charter, the code of conduct, the institutional policies including the policy of protection against abuse of power and sexist and sexual violence, the policy of prevention of corruption and fraud;
• Report any violation of the policies, framework documents, and procedures to a superior, to a referent

CARING - INNOVATING - TOGETHER: Since its creation in 2009, ALIMA has reached over 18 million beneficiaries in 15 countries, mainly in Africa. In 2024, we have implemented 59 humanitarian medical response projects to address the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects are carried out in support of national health authorities through healthcare facilities (including hospitals and health centres). Our work is driven by a constant adaptation to the realities on the ground and to medical advances. In 2024, ALIMA reached 5.9 million beneficiaries. We work in partnership, particularly with local NGOs, wherever possible, to ensure that our patients benefit from expertise wherever it is available, whether within their own country or elsewhere in the world. Furthermore, to improve the humanitarian response, we carry out operational and clinical research projects, particularly in the field of combating malnutrition and viral haemorrhagic fevers. 

ALIMA’S TEAM: More than 2000 people are currently working for ALIMA. The field teams, closest to the patients, receive their support from coordination teams generally based in the countries’ capitals. These receive support from the 4 desk teams and the emergency and opening team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working to raise funds and represent ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams working on behalf of other organizations such as medical NGOs BEFEN, ALERT Health, SOS Doctors / KEOOGO, AMCP, research organizations PACCI, and INSERM, Bordeaux or Copenhagen Universities, the INGO Solidarités International, and many others.

COUNTRIES WHERE WE WORK: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, Ethiopia, Sudan, Mauritania, Haiti and South Sudan.

THE WORK WE DO covers Malnutrition, Maternal Health, Primary Health, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), Hospitalisation, Emergencies, Gender-Based Violence, Opening / Closing.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record check or character reference is not possible, a declaration of honour will be requested.

MISSION AND MAIN ACTIVITIES

The Logistic coordinator must define the objectives and technical orientations of the mission, propose strategies consistent to support the medical and humanitarian needs of the areas of intervention, and provide technical support to all the mission's logistics teams.

IMPLEMENT THE OPERATIONAL LOGISTICS STRATEGY

• Participate actively in the elaboration and update of project planning, budgets, proposals and any emergency operations, give support in strategies definition and provide advice to the Head of Mission in the translation of the identified logistical/technical needs into objectives, priorities, and resources needed for the mission. 
• Establish a mission procurement plan in accordance with the validation of the expenditures scale 
• Liaise with all supply chain actors (government authorities, private companies, INGO partners and clusters) and insure procurement of Drugs; NFI and others in accordance with international and local laws. Both nationally and internationally. 

MONITORING THE IMPLEMENTATION OF LOGISTICS ACTIVITIES AND PROCEDURES

• Follow up the activities and support the mission in the different sectors, which involve logistics: construction and rehabilitation, warehousing and supply of medical and non-medical material, transport, communications, water and sanitation, fleet and engines management, assets control, security and reporting, etc. 
• Implement and apply ALIMA harmonized validated procedures and documentation. Reinforce controls and enhance training on use.
• Accountable to ensure compliance of ALIMA standards, protocols and procedures. His role requests to report to the Head of Mission on the development of the ongoing programs and proposing reorientation strategies, with contribution and technical approval of the Logistics Desk Manager, when needed.

MANAGEMENT OF LOGISTICS TEAMS AND HR POLICIES

• Responsible for the proper application of HR policies and associated processes (recruitment, capacity building (induction, coaching, training), briefing/debriefing and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for. 
• Develop activities planning, action plans, appraisal & evaluation for Logistics managers and other national positions.
• Review and adapt consequently and timely all jobs description for the national logistics staff.
• Responsible for ensuring technical reference, supporting logistics teams on all technical issues in the mission, and providing basic guidelines and knowledge to programs staff to follow procedures. He has to assume their implementation.

MANAGEMENT OF ASSETS AND PREMISES STRUCTURES AND EQUIPMENT

• Monitoring and follow up the registration, codification, and tagging of all new assets, purchased or donated. Ensure that all in-use equipment is recorded and tagged.
• Set and supervise a regular physical inventory of the assets list. Keep the assets list updated.
• He is responsible for ensuring installation and maintenance of functional office space(s) and lodging facilities in an adequate living condition, as well as all the equipment required.
• Supervise the proper use and maintenance of IT (computers, software, backups, etc.), office, communication, transportation, and energy equipment.
• Assume and raise reports on assets for each donor as references for audit and control. Proceed to inquiries/investigations in case of damage or loss on any asset for reporting.

MONITORING OF SECURITY AND RISKS MANAGEMENT

• Elaborate, define, and monitor technical aspects of the risk reduction policy, transport, communication, protection, identification, and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan, and contingency plan, performing day-to day monitoring security rules observation and reporting of any problem to the HoM.
• Create an appropriate environment to facilitate the exchange of information on security situations and will be the security backup in the absence of the HoM.
• Develop tools to proceed to elaborate a risk analysis report and update the different SOPs (base, coordination, and mission).
• Collect and compile all useful and relevant information from his network then to share timely within the mission or with dedicated staff.
• He has to establish good communication means in the Mission (including numbers & frequencies), allowing permanent communication between capital, projects, bases and HQ. 
• Provide all staff in the Mission benefits a welcome briefing on security SOP’s and from proper training on some topics, like on how to use communications equipment (e.g. satellite phones, HF/VHF radios, computers, etc.),
• Manage plannings of trainings with organizations in charge of safety and security such as INSO or UNDSS
• The role of the logistics coordinator is to ensure the setup of security measures and their application by all ALIMA staff in the mission.

SETTINGS AND IMPROVEMENT OF REPORTING

• Analyze monthly projects reports, comments and send feedback to all logistics managers before consolidation of the monthly mission report. 
• Provide, on weekly or monthly bases, reporting on activities from projects/mission evolution on the technical/logistics perspective and propose corrections if needed. Consult the logistics referent in case of amendment.
• Improve contents of report, monitor closely results of procurement follow up, stocks management and value, fuel consumptions and action points.
• Role and responsibility to ensure quality of reporting, exchanges and sharing of reliable information and data.

REPRÉSENTATION

• On request of the Head Of Mission, represent ALIMA in meetings with Authorities and other NGOs for technical/logistics or security related issues.

Implementation of preventive measures against abuse of power, gender-based and sexual violence: 

• Ensures that his/her team, partners, and community members are aware of ALIMA's policy and have access to information (complaint reporting mechanism, focal point, etc.).
• Facilitates the organization of training and awareness sessions 
• Implements standards for the prevention of abuse of power, gender-based violence, and sexual violence.
• Ensures that the members of his/her team and those of the partners involved in the project (Ministry of Health, national partners, etc.) follow the training and awareness sessions and apply the rules of abuse prevention.
• Contributes to creating and maintaining a nurturing and protective environment for the team, community members, and partners involved in the project.