Base and Facilities Officer

MSF Spain is looking for a Base and Facilities Officer in Jerusalem to help us 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

We expect you to share our humanitarian values to offer assistance to people based on need and irrespective of race, religion, gender or political affiliation. In MSF we treat our beneficiaries with dignity, and with respect for their cultural and religious beliefs.

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 (gardens, 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 ect. and security conditions. In this sense, making inspection visits to assess the rehabilitation needs of facilities.

•             Performing maintenance of logistics equipment for cold chain, energy, IT and radio communications, in particular: 

•             Inventories and the reallocation of equipment.

•             Renewing the authorization to use radio material with local authorities.

•             Checking the quality of the work carried out on generators and electrical installations.

•             Preparing orders for his 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.

•             Participating in trainings at the request of the line manager

 LOGISTICS ACCOUNTABILITIES

·        Follow and track the movenets with Drivers ( Deparures ,arrivals and between).

·        Doing logistics trainings either online or face to face .

·            Tracking consumption of supplies, fuel, lubricants, used in different facilities (office, house, store, etc.) using MSF portals and APPs (MYfleet , Track my stuff..).

·            Organizing movement needed for the staff and coordinate for the movements from/to borders.

·        Ensure maintenance of houses and office.

·        Ensure houses and office equipment mainteance, (fridges, gas cookers, central heating, fire extinguisher...)

·        Follow the service providers and work providers to ensure quality of services and works done.

·        Prepare draft of service logistics contracts for reparations, improvements in houses and office.

·        Follow the Hibernation stock.

·        Follow the security set up of houses and office (doors, windows, keys…).

·        Follow the regular maintenance and cleaning of water dispenser and water filters.

·        Prepare log IR (Internal request).

·        By delagation folows and update the TMS (Track my stuff) inventory.

·        By delegation ensure the telephone and computers setup fir new arrivals.

·        Ensure service providers and suppliers payments.

·        Ensure post office courrier and suppliers invoices collection.

·        Do the test driving for the expatriates.

SUPPLY ACCOUNTABILITIES

·        Performing the day to day activities ensuring an efficient running of the administration processes of the supply activities following the supply procedures according to MSF Standards and Protocols. The activities can include one or more of the following areas:

·        Order Processing: performing the day to day order processing activities in the Capital Supply office.

·        Purchasing: Performimg the day to day purchasing activities in the capital supply office. This includes: Under supervison and with support of the Supply responsible in the mission: Preparation, delivery and follow-up of quotations, Preparing CBA, creating Purchase orders, and finally Ensure the delivery and reception from the suppliers to the end customer (Requester).

·        Inventory: By delegation Performing a quarterly inventory check for the Stocks in the capital office of the mission.

·        Ensuring that all the necessary tools and mangement procedures are followed to avoid stock ruptures, losses and excess stocks in the mission.

·        By delegation Manage the supply program Logistics 7 at captal level. (Ordering, Purchasing, reception, Stocks..)

·        Under supervison and with support of the Supply responsible in the mission: Manage, prepare and distribute the monthly internal orders (Stationary and Hygenic Products).

·        Ensure a good relationship with the suppliers.

·        By Delegation ensure that all supporting documents for each purchase is well assembled and following the proper MSF Procedures, and then archived as hard and a soft copy.

·        Follow up the monthly orders and ensure delivery to the requesters within a particular lead time. Drafting Contracts with suppliers.

·        Preparing Waybills and Log Packing list.

·        Performing any other tasks within the scope of his/her role, as directed by supervision and according to the needs of the mission.