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All interested candidates can submit their application, including curriculum vitae, motivation letter, as well as authorization to process personal data (d.lgs 196/2003) to the email address msfocb-rome-office@brussels.msf.org, no later than 21th December 2016. In the email title, must be clearly specified the position of interest. According to urgent need to fill the position, Doctors without borders – Mission Italia  therefore reserves the capacity to close the position earlier.

Missione Italia

Médecins Sans Frontières (MSF) has started its activities in Italy in 1999 when realized that the same persons cured and assisted in countries at thousands of kilometers of distance were the same encountered in precarious conditions and needs once in Italy. The activities developed during these last years have aimed to give medical and psychological assistance to migrant people, even undocumented, present in Italy.

This new intervention of MSF for “Migrants on the Move” intends to address the humanitarian and medical needs of the mobile population excluded from the formal reception system, by rolling out a significant and rapid scale-up of the MSF operational response.

The project will be based in Milan to allow a large radius of action over the North of Italy and coordination of the vary – and possibility concomitant – interventions. According to the needs encountered during assessments, MSF will implement activities, according to identified needs in every spot, of: medical screening and medical activities, epidemiological survey, Psychological First Aid, watsan/shelter/NFI and support to civil society (trainings,etc.).

Main Purpose

LOGISTICS: Plan, coordinate and monitor all logistics related activities in the project area including all non-medical assistance related activities (shelter, food, water hygiene-sanitation and essential non-food items) and provide support to medical assistance activities, according to MSF protocols and standards in order to ensure an optimal running of the project.

SUPPLY: Ensure the smooth running of the daily supply activities of the project. Participate to the planning of the project concerning all supply activities.

Accountabilities:

• Assist the Project Coordinator in the definition and follow-up of logistics activities in the project, in conjunction with other medical project managers in order to identify and give a response to the needs of the targeted population in terms of construction, transport, communication, food, shelter, water and sanitation, and essential non-food items;

• Monitor on a day-to-day basis the implementation of logistics/technical activities in the project (construction, transport, communications, water and sanitation, vehicles and engines, equipment/installation and infrastructures, communications, etc.) ensuring compliance of MSF standards, protocols and procedures, and reporting to the Project Coordinator on the development of the ongoing programmes:

o   Ensure good functioning of vehicle fleet and other engines;

o   Implement water and sanitation activities planned;

o   Organise transport of goods and staff;

o   Guarantee means of communication ;

o   Implement all administrative related activities(orders, insurances, vehicle contracts, etc);

• Ensures all staff in the Project is properly briefed about use of communication tools;
• Define and monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the project security policy and guidelines, evacuation plan and contingency plan, performing day-to day monitoring of the application of security rules and reporting to the Project Coordinator any problem that may arise. For this purpose, the Project Logistics Manager will have to create an appropriate environment to facilitate security exchange of information;
• Participates in monthly reports according to guidelines;
• Coordinate, in close relation with the Medical referent in the project and the logistics coordinator, the supply chain processes and systems (order processing, order and stock management, cold chain, procurement systems), keeping accurate and updated information on stocks (expiry dates, security level, pipeline and lead times) in order to ensure availability of all the medical and non medical material and related services under optimal conditions;

• Supervise and guarantee quality of construction and rehabilitation projects (construction, rehabilitation, installation) and repair maintenance of facilities in compliance with MSF standards.

Secondary purpose

FINANCE:

• Implement circuits and workflows (management of cash box, fund transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank reconciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
• Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following MSF guidelines and rules, and using the respective software in place
• Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time.
• In close collaboration with the Project Coordinator and the Finance Coordinator/Accounting Manager, analyses and follows up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action.
• Ensures financial reporting of the Project (SAGA monthly closure, sitreps, etc.)

ADMINISTRATION: Follow-up on all contracts as agreed with the Administration and Human Resources Coordinator

• Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time.

• Implements transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following MSF guidelines and rules, and using the respective software in place.

• Elaborate, supervise and follow up, in collaboration with the Finance coordinator in the capital and the Logistics Coordinator, the logistic project budget according to the existing resources, in order to ensure the present and future needs of the project and to early detect deviations and to anticipate expenses at project level and to optimize cash needs and its security.
• Carry out, in close coordination with the Finance manager, accountancy, general ledger and reporting activities, supervising payments to suppliers, internal or external, transparency on accountancy as well as coherent information on service supply chain processes.

• Is responsible for all movements and/or accommodation of staff in the Project;
• Ensure follow up of contractual formalities for employees at project level, according to labour law, archiving and updating individual employee files and passing on information from/to the HR/admin department;
• Reports payroll informations to the coordination, ensuring that all data related to monthly salary calculation;
• Advise Project Coordinator on set up and update the project’s organizational chart and job descriptions, estimates the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission;
• Plan and supervise, in close coordination with the HRCo and Project coordinator, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication);
• In close collaboration with the Project Coordinator and HRCo, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and MSF;
• Ensures all HR, Administrative and Financial reporting of the Project.

Education/training

• Technical diploma or technical university degree (preferably as an engineer).

Experience

• Essential at least two years of working experience in logistics related activities
• Desirable previous experience with MSF or other NGOs, and working experience in develop-ing countries

Languages

• Proficient in English (minimum C1) as work language
• Proficient in Italian (minimum C1)

Computer Skills

• Essential computer literacy (word, excel and internet)
• Knowledge software LogistiX7 (Supply) or Saga (accounting) is a plus