Logistics and HR Officer

JOB PROFILE

Logistics and HR Officer

Logistics and Administration Department – EuroAsia Unit/ Nepal

MAIN RESPONSIBILITIES

1. Logistics management and General administration
2. Human Resource (HR) Administration
3. Reporting

WORKING RELATIONSHIP

This position will be directly under the supervision of the Administration Coordinator. S/he will be responsible for Office management, Logistics management of the mission and supporting Human Resource Administration. S/he will be supervisor for Logistics Assistant, Driver, and Cook/cleaner.

ROLES:

I. Essential duties

• To ensure as logistics officer of the mission, supervise logistics service including procurement, stock, fleet, and safety. 
• To contribute administrative process for coordination office operation, maintain safety and smooth operation in mission.
• To support on implementation of HR process in the mission, contribute on Human resource administration in the mission, maintain HR records and support HR processes. 
• To prepare monthly mission reports on logistics and HR functions and other reports as per need.

II. Responsibilities in detail:

Logistics management and General Administration

Logistics

• Ensure MdM smooth operation of MdM offices, guesthouses, and project sites as per mission safety and security guidelines. 
• Contribute to achieve the general logistics objectives, in collaboration with the Coordinators/Managers & HQ. Contribute to organize periodic orientation of logistics procedure to mission team and field/ base team as necessary. Support to the field admins and partners for logistics compliances.  
• Contribute to prepare and revise Annual Procurement Plan, prepare the derogations and contribute for justifications for necessary changes. 
• Responsible for organizing the events and activities at mission level including national and international events, manage international travel, accommodation, visa etc. including support to organize visa for international travel, MdM visitors, and to expat staffs of the mission.
• Maintain logistics archiving in logistics archive SharePoint integrating base offices and project sites.
• Contribute to logistics management under the supervision of Administration Coordinator in coordination with Country Coordination team and HQ logistics department.

Procurement

• Responsible for overall procurement goods and services of the mission (coordination office and project activities by MdM) following the standard practices, in rational and systematic manner in adherence to MdM procurement guideline as abide by all prevailing compliance and ethical procedures, respecting the humanitarian rules. 
• Responsible for exploring the local market in Kathmandu and project sites to identify the general price list, and conducting market survey to ensure the appropriate product, available suppliers, and value for money. Maintain an updated roaster of supplier and service provider anticipating the procurement plans. Support during special purchases such as medical purchases, bidding procedures etc.
• Organize the maintenance of IT related issues in mission office and support to the field/base offices.
• Responsible for contract performance of the mission, including delivery, receipt, warranty, damages, and insurance, reconcile or resolve value discrepancies.

Fleet management

• Responsible for supervision of transportation of goods and fleet management as per MdM practices and procedures upon the need of the mission operation and project operation in systematic manner. 
• Ensure route, schedule, pack and prepare orders for delivery; load vehicles; schedule and oversee deliveries and pick-ups. 
• Contribute to the safety, efficiency of operation, and appearance of MdM own and rented vehicles and ensure to follow up MdM safety and vehicle use guidelines including by-cycles and motorbikes.
• Responsible for supervising the vehicle maintenance, repair, and overhaul work on MdM vehicles.

Stock management 

• Responsible for stock management of mission and supervise stock management in coordination office and extend the support to base or project sites.
• Supervise maintaining every record of equipment and stocks, maintain stock level for reorder. Responsible for the inventory, recording the donations-destructions of the equipment and other items including periodic physical verification of inventories and report to Admin Coordinator.
• Responsible for maintaining all equipment is well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, safety, access, custody etc.) including periodic physical verification of inventories and reports.

Logistics team supervision

• Supervise and manage a logistics team of logistics assistants, drivers and cleaners at coordination office and maintain logistic support with field team to support, guide and organize them to have proper logistic support function in the field.
• Capacity building and orientation of mission logistics team related to MdM logistics and procurement manual with support of Logistics Referent at HQ

Human Resource Administration

• Contribution in HR related policies and policy implementation including periodical orientation of the Condition of Employment and other MdM HR policies/guidelines under the direction of Administration Coordinator.
• Responsible for maintaining national human resource personnel files and regular HR records, according to national Condition of Employment (COE) i.e. information/documents such as timesheets, leave records, recruitment documents, disciplinary actions etc. under the supervision of Administration Coordinator. 
• Contribute to the recruitment / induction process, including vacancy notice publication, shortlisting the candidates, communication to the candidates, organizing test and interviews as necessary, and preparing an evaluation grid & selection decision, appointment letter, employment contract, staff induction plan, probation etc. in close coordination with team; under the supervision of Administration Coordinator.
• Support to organize termination process, including final clearance process, documentation of exit interviews, preparation of final payments, and processing the letters of the terminated employees.
• Responsible for preparation of monthly payroll, preparation of payment/transfer statements of social contributions, providing pay slips.
• Contribute to prepare an annual HR plan or database or schedule that may include individual and group training (internal/external), social events etc.
• Responsible for processing work permits and residential visa for international staff. Responsible to arrange/support to national / international staffs visa for international travels. 
• Any other task delegated by the supervisor or General Coordinator as per need.

Regular Reporting 

• Prepare and submit monthly HR statements to Administration Coordinator and General Coordinator.
• Prepare and submit monthly logistics report to Administration Coordinator and General Coordinator integrating information from base offices and project sites.
• Any other ad-hoc report required by the supervisor.

Context:

For more than 40 years, Médecins du Monde, a campaigning medical organisation committed to international solidarity, has been caring for the most vulnerable populations here and abroad. It has continued to bear witness to obstacles that exist in accessing healthcare and has secured sustainable improvements in health-for-all policies.

Those working for this independent organisation do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations. MdM France currently works in 30 countries across all continents to facilitate access to healthcare through 6 political battles:

• Sexual and Reproductive Health Rights
• Migration, Exile, Human Rights and Health
• Harm Reduction
• Environment and Health
• Humanitarian Space
• Healthcare system

Since its inception in 1995, Médecins du Monde (MdM) has been steadfastly dedicated to advancing healthcare initiatives in Nepal, addressing a diverse array of critical issues. These endeavors encompass a multifaceted approach, targeting key areas such as tuberculosis and HIV management, sexual and reproductive health education and services, as well as fortifying the healthcare infrastructure in both urban and rural settings. Moreover, MdM has been instrumental in orchestrating swift and effective emergency responses across various provinces of Nepal, ensuring timely assistance in times of crisis.

Presently, MdM has turned its focus towards the realm of environmental health, recognizing the pressing need to safeguard the well-being of vulnerable populations. Specifically, the organization is deeply invested in promoting occupational health standards for informal waste workers and marginalized farmers, who often endure hazardous conditions and are exposed to pesticide risks in their daily routines. This holistic approach encompasses a range of cross-cutting activities, notably the integration of occupational health and safety (OHS) measures within broader health system strengthening initiatives. Additionally, MdM remains committed to facilitating access to sexual and reproductive health (SRH) services, recognizing them as fundamental rights that must be upheld. Furthermore, the provision of emergency health services remains a cornerstone of MdM's mission, with dedicated efforts being channeled into the Lumbini and Bagmati provinces to ensure swift and efficient responses to emergent healthcare needs. Through these comprehensive efforts, MdM continues to make invaluable contributions towards enhancing the health and well-being of communities throughout Nepal.

Because of the emergency relief nature of MDM’s work, working hours may be irregular and employees are expected to be flexible in their approach to working hours under emergency conditions. 

Médecins du Monde - France is a French humanitarian organization, involved in emergency, post-emergency and development programs in Nepal.

The employee shall respect Médecins du Monde - France’s schedule and Terms and Conditions of Engagement for National Staff and is expected to be available anytime in order to quickly respond to an emergency situation and be flexible and available beyond normal working hours if requested.

This job description can be modified according to changes in MDM activities or in the context. It can be amended at any time after mutual consultation, to fit the requirements of the programs.

PROFILE REQUIRED:

Experience

• A minimum of 3 years of relevant experience in NGO/INGO, in Logistics or administration or management with preferable experience of HR process.
• Experience in logistics planning, monitoring and evaluation
• Experience in working with communities and vulnerable / marginalized beneficiaries 
• Experience working with partners/partner organizations and government authorities

Education and Skills

• Essential: Bachelor’s degree in the relevant field.
• Logistics and HR related technical skills 
• Proactive, well organized and ability to manage priorities, adaptable, reliable, accountable and responsive
• Good team management and coordination skills 
• Interpersonal and verbal communication abilities, tact and diplomacy, intercultural and difference awareness 
• Assertiveness, mediation and negotiation, problem solving and decision-making skills 
• Strong practical knowledge of MS office 365 especially on Excel and SharePoint
• Experience working in IT skills (or software)
• Excellent documentation skills including reporting & communications

Languages: Able to read, write and communicate in English at professional level

Benefits:

• Status: Employee
• Contract: Fixed-term contract
• Duration: One year with possibility of extension
• Starting date: March 2025
• Basic salary: 104,706 NPR
• Benefits: SSF (20%) and monthly allowances for meal and travel 
• Festival Allowance (13th month salary) – prorata
• Annual Leave 24 days, Sick Leave 15 days (prorata)
• Health insurance

Notes to Candidates:

Nationality: Nepalese 

Duration: 1 Year (possibility of renewal)

Duty Station: Kathmandu (with frequent field visits)

Number of positions: 1

Closing date of application: 26th January 2025

How to Apply:

Candidates are requested to complete online form though this link https://forms.gle/Q9szxQMQr2MUWjYR7 and upload the CV (Resume), cover letter, and a copy of valid driving license in Nepal. 

Before uploading any documents, please rename your file names with your first name or full name.

Médecins du Monde Nepal reserves the right to cancel, postpone or modify the whole recruitment process without providing any reasons whatsoever.

Médecins du Monde (MdM) is an equal opportunity employer. MDM refuses in its action any discrimination for reasons of nationality, race, gender, religion, class, language, origin or political opinion.