Logistics Coordinator, DRC (m/f/x) at Doctors of the World - Belgium

Doctors of the World is an international medical development NGO that is part of an international network. We provide medical assistance to vulnerable groups in Belgium and around the world. We strive for universal health coverage where everyone has access to care, without barriers.

In Belgium and around the world, our projects are aimed at all those who do not have or no longer have access to healthcare. In particular, they are structured around five areas: people on the margins of society, vulnerable children, women, migrants or displaced persons, and victims of crises or conflicts.

To carry out our mission, we rely on three pillars:

• Care : provide real access to care for populations.
• Change : more than helping, we want to change things in the long term.
• Bearing witness : We don't stay silent. Thanks to our experience and our presence on the ground, we challenge the authorities (local, regional, and (inter)national) with facts, figures, and realities.

Our projects follow a series of values ​​common to our entire organization: Social Justice, Empowerment, Independence, Commitment, Balance.

CONTEXT

Doctors of the World has been in the Democratic Republic of Congo (DRC) since 2002.

Today, Médecins du Monde implements development and humanitarian projects in South Kivu province to help ensure access to healthcare for the most vulnerable populations, particularly in situations of armed conflict. To achieve this, our teams work hand in hand with health authorities, civil society, and communities using a Nexus and localization approach.

In the current humanitarian crisis conditions in the DRC, Médecins du Monde teams are focusing particularly on access to quality health services for internally displaced people, women, children and survivors of gender-based violence, particularly sexual violence, in areas such as Bukavu, Uvira, Lemera, the Hauts Plateaux of Fizi and Kalehe.

Doctors of the World Belgium has also been working in Burundi since February 2025, supporting local associations. Depending on how the context evolves and if operations continue in the coming months, this DRC HR coordinator position could take on a regional dimension and also oversee the administrative and HR aspects of Doctors of the World in Burundi.

THE ESSENTIAL

Under the hierarchical supervision of the General Coordinator (GC) and functional supervision of the International Missions Logistics Officer, you are responsible for the logistics management of the MdM-Be mission in the DRC.

You define and implement technical and field support procurement and logistics strategies. You ensure the relevance and consistency of logistics and procurement programs, the adequacy of the resources provided, and strict compliance with MdM-BE standards, protocols, and procedures in order to facilitate the establishment of the mission in perfect working conditions and optimize the impact of medical projects.

As a team leader , you coordinate the work and tasks of the various collaborators in order to guarantee an optimal working environment based on the resources and priorities of the mission.

Examples of tasks:

• Ensure that HR administrative procedures (absences, leave, etc.) are respected by team members
• Identify human resource needs, oversee recruitment, create/review job descriptions and facilitate the introduction of new team members
• Supervise team members, develop annual action plans, set individual objectives, carry out evaluations, organize back-ups in the event of leave or absence, and in collaboration with the HR department take disciplinary measures.
• Identify the training needs (coaching, continuing education, conferences, etc.) of team members
• Train relevant staff members on the logistics tools and procedures in place
• Develop and deliver training in logistics management and/or on specific topics in order to increase the skills and knowledge of MdM-BE team members
• Ensure the classification, archiving of documentation, and security of data produced by the logistics team in the DRC
• Organize and supervise department meetings

As a member of the Coordination team , you represent the organization with external bodies, analyze, communicate and make the necessary improvements to enable the optimal running of logistics processes on the mission.

Examples of tasks:

• Act as a point of contact with the technical referent(s) at headquarters
• Participate with the country coordination team in thinking about the evolution of the mission, and in the programming of new projects and/or reorientation (project cycle, annual action plans, country intervention strategy)
• Write regular reports on your activities
• Participate in the drafting of technical sections by profession of funding requests, interim and final donor reports, MoUs, partnership agreements
• Participate in inter-log/security meetings with other NGOs
• Participate in the analysis of monthly budget monitoring, and in the identification of discrepancies and proposing adjustments to the financial department
• Carry out briefings and debriefings by "job" for all new staff members and visitors

As a logistics coordinator :

• Logistical support for programs
  • Oversee logistical, medical and programmatic purchases and supplies for MdM-Be operations and activities
  • Ensure the logistical response of MdM-BE activities according to needs (maintenance, maintenance of logistical equipment, identified construction/rehabilitation work, site security, etc.)
• Supply Chain Management
  • Apply and ensure compliance with MdM-Be purchasing procedures and Belgian public procurement rules
  • Ensure compliance with landlord rules and procedures
  • Ensure transparency of the supply process (AMI, framework agreements, TCO, etc.)
  • Development and updating of the mission's annual purchasing plan as well as the medical order schedule, identifying target markets
  • Ensure the proper creation and archiving of purchasing files (physical and digital), ensure the proper use of monitoring tools (purchasing register, contract register, supplier list, supplier screening, etc.)
  • Participates in international purchasing managed by the headquarters logistics team
  • Manage the import and customs clearance of international medical and non-medical orders to the DRC
  • Participate in possible negotiations with the Ministry of Planning and other government agencies (on customs issues for example)
• Inventory and equipment management
  • Apply and ensure compliance with MdM-Be logistics stock and equipment management procedures: storage, inventory, in/out monitoring and allocation, security, certificates, updating of the equipment monitoring table, etc.
  • Ensure the traceability of shipments (international and national) via physical and digital archiving of freight manifests and packing lists,
• Fleet Management (FM)
  • Apply and ensure compliance with MdM-Be GPM procedures
  • Coordinate the maintenance, monitoring and repairs of the motorized fleet
  • Supervise and validate driver schedules and weekly movements
  • Carry out checks and ensure the proper maintenance of fuel consumption monitoring tools and maintenance monitoring
  • Manage the purchase and/or rental of additional vehicles if necessary
  • Recruit and train drivers in MdM-Be driving rules
• Premises management
  • Ensure the safety and security of MdM-Be buildings (existing and trained guards, means of communication, electricity, fire, evacuation plan, hibernation trunk, etc.)
  • Ensure the monitoring of orders and supplier contracts, for purchases, maintenance and regular repairs of living bases/offices (equipment, means of communication, energy,
    etc.)
• Security and Insurance
  • Support the CG in the annual update of the Security Guide and in the security monitoring of the mission
  • Ensure the implementation of security rules in place for international and national staff
  • As a backup, carry out security briefings for all new staff and visitors (national or expatriate)
  • Ensure optimal insurance coverage in relation to buildings, equipment and vehicles

• Fixed-term contract (CDD) 12 months (renewable subject to funding)
• A dynamic and international working environment with close support from MdM-BE headquarters in Brussels;
• Salary conditions:
  • Gross salary: €3,293.09 gross/month for 5 years of experience; €3,461.07 gross/month for 10 years of experience; recognized relevant experience
  • Per diem: €651/month
  • Excellent insurance coverage: health, repatriation, pension
  • Contribution to a pension scheme or payment of the equivalent of an additional €421.95 per month
• Start date: as soon as possible
• Mission location: Bukavu

Please submit your application using the appropriate application form