Base and Facilities Officer at Medecins Sans Frontieres (MSF)

Main Purpose

Carrying out or supervising all maintenance logistics activities in the base (vehicles, fuel consumption, and local infrastructure) according to MSF standards and protocols in order to have the material, infrastructure, and vehicles in optimal running conditions.

Accountabilities

• Planning vehicles movements, tracking individual trips, and ensuring implementation of security measures.
• Tracking consumption of supplies, fuel, lubricants, used in different facilities (office, house, store, etc.).
• Checking the maintenance of the various open spaces (courtyards...) and ensuring that domestic waste is correctly discarded.
• Checking and ensuring the maintenance of MSF premises and facilities, as well as the general water supply, electrical, walls, ceilings etc. and security conditions. In this sense, making inspection visits to assess the rehabilitation needs of facilities.
• Following up the maintenance of logistics equipment for cold chain, energy, IT and radio communications with the OCG technical referents.
• Support the SKID pharmacist for all licenses related works that have to be done to ensure that SKID is a licensed distributor & transporter of pharmaceutical products.
• Support the SKID HR team for all works needed to be done as per the OSH recommendations.
• Preparing orders for her.is sector activity, do the follow-up, and checking their proper reception and state.
• Carrying out local purchases and ensuring that the line manager is aware of any problems linked to the quality or availability of the items to be purchased.
• Doing all related administrative works (contracts, FWAs’, purchase files) of her.is area of responsibility.
• Participating in trainings at the request of the line manager.

SKID Specific Accountabilities

• The base and facilities officer of SKID is responsible to order the supplies needed to run the SKID warehouse/office: stationaries, staff equipment, guesthouse furniture.
• The base and facilities officer of SKID is in charge of all SKID premises and related utilities (office, warehouse, guest houses).
• The base and facilities officer of SKID is responsible for ordering the supplies needed to run the SKID warehouse stationaries, staff equipment, guesthouse furniture.
• The base and facilities officer of SKID is in charge of all SKID premises and related utilities (office, warehouse, guest houses).

Fleet Management

• Supervise SKID drivers.
• Plan movements and vehicles usage.
• Closely monitor fuel consumption of the SKID fleet & manage generator fuel supply.
• Update all vehicle fuel refills and maintenance records on TMF.
• Make and track vehicle maintenance requests to JMW through Motoka.
• Support the OCG logSup for vehicle insurance, licensing, & documentation.
• Manage fleet as stipulated in the Mission CSP.

Repairs and Maintenance

• Ensure facilities (Warehouse and Guest Houses) remain in a good state (plumbing, lighting, roofing, furniture etc.).
• Ensure equipment remains in a good state (power supply, cold chain, energy, maintenance tools etc.) & follow-up necessary repairs once equipment are broken.
• Supervise contracted labourers & technicians.

Power Supply and Cold Chain

• Supervise (and assist) technician in installation & minor repair of generators, cabling, chargers/inverters, batteries, protection devices etc.
• Supervise (and assist) contracted companies in the maintenance of the 2 cold rooms, lighting, etc.

Security Management

• Supervise the subcontracted guards to ensure SKID property is well-guarded at all times.
• Together with radio/logistics team, ensure that communication checks with vehicles are executed according to the procedures and security guidelines.
• Proactively communicate information about security issues concerning SKID.

Equipment Management

• Inventories and the reallocation of equipment.
• Responsible for the disposal of obsolete items in conjunction with the OCG logistics coordination team.
• Check the quality of work carried out on generators and electrical installations in SKID premises.
• Responsible of making an inventory of all assets belonging to SKID and to follow it up on track-my-stuff.
• Responsible of tracking of all equipment that are part of the OCG EPREP.
• Responsible for conducting quarterly scanning of all assets at SKID (Office, Warehouse and Guest Houses).

Requirements

• Education: Essential: Secondary Education, Diploma in Logistics or related fields.
• Experience:
  • Desirable experience with other NGOs.
  • At least 2 years' experience in Logistics (maintenance, rehabilitation, IT, electricity, fleet management).
• Languages: English and Kiswahili.
• Knowledge: Computer literacy & radio equipment user-knowledge.
• Competencies:
  • Results and Quality Orientation
  • Teamwork and Cooperation
  • Behavioural Flexibility
  • Commitment to MSF Principles
  • Service Orientation
  • Stress Management