Job Vacancies at Medair

Role & Responsibilities

Provide effective and efficient shared business support services by setting up, providing leadership, management and oversight of the running of Logistics function, featured with customer centric and legally compliant for Logistics Shared Service Center based in Nairobi. The Head of Logistics SSC oversees a service delivery team to provide effective and cost-efficient transactional support to all country programs identified in Service Level Agreements (SLAs) and to GSO.

Project Overview

GSO Logistics (Global Support Office located at Ecublens, Switzerland) provides operational guidance for country programmes, along with both technical and compassionate support for our relief workers.

Shared Service Center – Logistics, located in Nairobi (Kenya), provides various logistic services to various country programs or GSO of Medair, including, but not limited to, via collaboration with GSO Logistics Team, manage and provide all the activities related to procurement, supply chain management, infrastructure, fleet, equipment & communication means. And via collaboration with GSO Logistics team, SSC develops and executes the policies and processes related to logistics activities in the field.

Workplace & Conditions

Logistics Shared Service Center (SSC) based in Nairobi, Kenya. Average of 8-12 weeks travel per year to country program locations. Only those with a valid work permit for Kenya, can apply.

Starting Date / Initial Contract Details

As soon as possible. Full time, open-ended contract.

Key Activity Areas

Shared Services Management

• Provide strong leadership, proactive People Management of Logistic SSC & oversight of the running of SSC.
• Effective performance management of all SSC employees, ensuring assessment, development and performance management against objectives and agreed competencies.
• Implement Medair’s relevant organisational standards, ensuring compliance with legal obligations across the transactional SSC. Ensure that the Logistics SSC runs effectively and efficiently.
• Systematically establish measurement and relevant report on service delivery standards for Logistics SSC.
• Ensure measurement, management and achievement of targeted results of the SSC in terms of efficiency and service delivery to a high standard according to the SLAs agreed with the country programs and other parties.
• Promote and instil customer centric culture & effective partnership working with internal stakeholders.
• Timely assess and address “Unresolved” queries and complaints.
• An active contributing member to Medair Logistics global operation to build up overall Logistics capacities.
• Strive to gain economic savings for Medair and increased service levels from suppliers.

Logistics / Administration

• Ensure cost–effective delivery of SSC transactional logistics support services that effectively support the operations of country programmes identified in the SLAs, including, but not limited to: procurement and facilitation of effective services for conferences, facilities, office management etc.
• Support the GSO Logistics in the implementation of the corporate and divisional logistics strategy.
• Management and reporting of the SSC budget. Accountable for the implementation of the budget plans for the SSC and ensuring cost- effectiveness of the centre.
• Ensure effective co-ordination between the Logistic SSS team, country programme Logistic Managers & observance of specified compliance requirements.

ERP system

• SuperUser for the ERP system in order to manage the SSC team’s performance in high efficiency level.
• Train field programs or new comers on ERP when necessary to build up overall Medair Logistics capacity.

Others

• Actively solicit feedback from the fields / GSO and provide feedback to optimize relevant policies / procedures related to Logistics functions via collaboration with GSO if necessary.
• Design and drive other ad-hoc projects to improve the overall SSC Logistics performance and quality.

Logistics Emergency response

• Coordinate the emergency kit procurements in order to be fully equipped & deployable all year round.

Team Spiritual Life

• Reflect the values of Medair with staff, beneficiaries, and external contacts.
• Work 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

• Bachelor's Degree is preferred, preferably with Supply Chain or Business Operations concentration.
• Professionally qualified in Logistics or other service management framework qualification or decent experience of leading SSC and ensuring continuous improvements in transactional, non- strategic operational services.
• Strong working knowledge of English (spoken and written). French desirable.

Experience / Competencies

• Professionally qualified SSC Manager, preferably with 7 years’ experience in a large and / or complex organisation, and the ability to lead, influence and support colleagues in appreciating the importance of effective and efficient shared services support standards, Service Level Agreements , processes, procedures and controls; ability to specify, design and use business operations and performance management mechanisms to achieve control and assurance across a complex and diverse business in a similar organizational setting.
• Operational and management experience in Logistics. Expertise in the translation of thought leadership in SSC design into design of effective SSC from the customers’ perspective.
• Experience of leading the implementation of operational improvements through a SSC and the persistence to achieve change in a challenging environment; Maximising resource utilization.
• A strong commitment to Medair’s purpose, a broad understanding of the work culture in the “Humanitarian aid” sector and its impact on key areas of responsibility and a commitment to humanitarian principles.
• Proven strong experience and knowledge of operational logistics and supply chain, policies and procedures.
• Experience of designing and implementing and monitoring and evaluation tools to ensure a high level of customer service according to the Service Level Agreements.
• Knowledge of Humanitarian Essentials, Sphere and HAP Standards and other international humanitarian guidelines and protocols.

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Role & Responsibilities

Support the IT Project Office in designing a strategic overview of all Digital Transformation Projects with specific regard to the behavioural change management aspects. Using strong Change Management Methodologies, in conjunction with the relevant Project Managers, the role will design a roadmap for communications, workshops and training, will design training curriculum, and will roll-out a training program for all of Medair, including delivery of training where appropriate.

Project Overview

Medair’s 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. Global ITS provides Medair with centralised governance, strategy, direction, innovation and support in the use of the information technologies that amplify the people to people strategy. Global ITS provides a centralised approach to ensure cost efficiency and integration, including country programs in the strategic design of systems, and delivers services locally where practical to ensure that the day-to-day needs of our GSO and country program colleagues are met. Medair’s Global ITS Project Office is a new function, and will be responsible for the co-ordination and reporting of all major IT Projects across Medair globally.

Workplace & Conditions

This is a Medair Global Team position, with up to 12 weeks in the field in a year. Position will be located in Nairobi Kenya or Beirut (or Zahle) Lebanon. The role is open for applicants based in Kenya or Lebanon – a valid work permit is required for any of those destinations.

Starting Date / Initial Contract Details

As soon as possible. Full time. 12 to 24 months contract.

Key Activity Areas

Change Management

• Create and implement behaviour change management strategies and plans to maximize user adoption of new IT software and minimize overall risk so that Medair’s IT Digital Transformation is achieved.
• Create actionable deliverables for core components of the change management strategy including communications plan, training plan, impact assessment / resistance management plan.
• Provide reporting on uptake of new systems to ensure successful project implementation.

Internal Communications

• In conjunction with all IT Project Managers, create a communications plan for all digital projects to ensure that the organisation is updated on all upcoming changes, dates etc.
• Craft strong and attractive internal communications and publish on a regular basis – in French and English.

Systems Training and Development

• Develop and maintain professional training packages across all new digital processes and software incorporating; high quality, customised training materials including version control (in both French and English), full training delivery plans taking account of differentiation and assurance of learning along with policies, procedures and system enhancements, production of learning evaluation assessments and production of Training Needs Analysis.
• Deliver professional uniform training courses to employees incorporating; high quality, professional training interventions in line with training plans and learner requirements, and using empathy and sensitivity to help learners overcome any barriers they may have to learning.
• Provide training advice/support to Project Managers during Project Initiation through to Project Implementation and continuing into Project Review.

Innovation/changes

• This position requires the ability to propose improvements of systems or processes in the Project Office function.

Team Life

• Reflect the values of Medair with staff, beneficiaries, and external contacts.

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

Qualifications

• A Bachelor's degree in Business, Administration, or a related field.
• Strong working knowledge of English and French (spoken and written). (Arabic is an advantage)
• ADKAR certification and experience is an advantage. Other Change Management methodology acceptable.

Experience / Competencies

• Minimum of 5 years professional experience in a relevant field of work.
• A Project Management Professional (PMP) Certification may be advantageous.
• MS Project or other Project / Portfolio Management Tools. Excel to a reasonable degree.
• Proven ability to take technological concepts and communicate these in a way that people understand. The ability to influence and persuade is required.
• Understanding of, and ability to, move people along a journey to acceptance of new tools and processes.
• Ability to project manage, knowledge in lean management.
• Report writing. Training. Behavioural Change Management.
• Excellent written and verbal communication skills.
• Excellent public speaking and ability to deliver training in both French and English.
• Strong attention to details and technicalities.
• Excellent organizational and technical skills.
• Good interpersonal and multi-tasking skills across multiple cultures