Main missions:

·       The Logistics Officer acts by delegation and under the supervision of the Finance and Admin Manager;

·       She/he will be in charge of operational support to the Project;

·       She/he is responsible for the preparation, proper execution and follow-up of events organized by the Project as well as the travel made by the EF staff and his/her guests; in collaboration with the Team Leader.

·       She/He ensures operational logistics reporting to the Finance and Admin Manager.

·       She/He ensure the efficient planning, coordination and delivery of all logistical and administrative support required for the implementation of MEDISAFE Phase II activities across the 13 beneficiary countries while ensuring compliance with Expertise France procedures, donor requirements and security standards. (preparation of visa support letters, airport transfers, hotel security validation   travel tracking, emergency support during missions).

Main activities

a-     Event Management through Western and Eastern Africa

·       Collect the national and international travel needs of missionaries (EF or third-employer employees, ETIs, partners and guests, headquarters visits, etc.) communicated to the Finance and Admin Manager;

·       Coordinate logistical arrangements with national experts and focal points in beneficiary countries.

·       Ensure the proper organization of missions ("MSC" Mission Security Clearance, "OM" mission order, visa, transportation and accommodation reservations; per diem payments in connection with the accounting department);

·       Support the organization of events (steering committee, technical follow-up committees, launch/closing ceremonies, various workshops): convening participants, identifying and contracting service providers (venues, caterers, translators, interpreters, etc.), reservation, reception/attendance lists, management of coffee breaks and lunches, taking photographs;

·       Check the quality of services before the launch of events and ensure proper implementation in advance (installation of video projector, roll up, visibility, internet, implementation of catering services, etc.);

·       Ensures the proper allocation of human and material resources for departmental needs and during missions (driver scheduling, vehicle assignment, relations with rental providers, etc.);

·       Work closely with the Operations Security Department and the Regional Coordinator for Operational Security on building and movement security aspects. Escalate any issues encountered;

·       Ensure the proper use and maintenance of vehicles (filling of dashboards, mechanical maintenance, monitoring of inspections, etc.);

·       On the basis of requests for assignments outside the capital city of the team, contact the CRSO Eastern Africa if they identify any particular difficulty in the planned trip;

·       Ensure the implementation and compliance of travel procedures, in liaison with the Operations Security Department and the CRSO Eastern Africa and West Africa, regarding their technical and practical application;

·       Maintain regular contact with field teams.

• In collaboration with the Team Leader and the Heads of Components (Pharma & Law enforcement)  and under the direction of the Finance and Admin Manager, establish a calendar of events planned for the year;
• Develop a retro-schedule for each planned event defining the tasks and responsibilities of internal members and external actors;

·       Organize and monitor the progress of these events, and ensure that they are closed.

b-     Support for the management of the shared office

·       Regularly ensure the inventory of assets (consumables & office equipment);

·       Ensure the proper management of local means of transport (vehicle fleet and/or drivers);

·       Ensure the proper management of the telephony, IT and other equipment in the shared office (IT/electronic difficulties), in conjunction with the IT department (Information Technology Services Directorate);

·       Ensure relations with car rental and taxi companies in connection with project teams;

·       Coordinate official correspondence to administrations and other agency sites/offices.

c-     Contracting

·       Collect and consolidate the logistical support needs of the Projects related to the establishment of framework contracts and proactively propose rationalization solutions. Have them validated by the Finance and Admin Manager;

·       Prepare specifications, support for the launch of the search for suppliers/contractors;

·       Be responsible for the implementation of these contracts, and in particular ensure budgetary consistency, compliance with contract dates, validity of invoices, etc.

·       Identify external contractors. Prepare the Terms of Reference, participate in the selection and be in charge of monitoring the execution of their contractual obligations;

·       Draw up contracts with service providers in collaboration with the Administrative and Financial Manager (RAF);

·       Support the development of contracts with experts, and verify third-party/individual information sheets to comply with Expertise France obligations in terms of LCB-FT;

·       Ensure compliance with Expertise France procedures.

d-    Reporting

·       Establish and update a biannual travel schedule;

·       Establish and ensure the completeness of travel files (visas, assignment or invitation order/letter, tickets, hotel and/or meeting room reservations, etc.);

·       Ensure the proper reception of the missionaries and be in charge of providing support on requests for modifications or unplanned changes;

·       Be in contact with and ensure the booking of taxis, plane tickets, hotels and other accommodation in compliance with the safety rules in force;

·       Carry out a control of the routes received and propose to his/her supervisor identified cost optimizations;

• Develop, in conjunction with the Finance and Admin Manager, monthly logistics reports;
• Analyze and propose plans for continuous process improvement and national transposition of the EF policies.

This list of responsibilities is not exhaustive.