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Introduction Log admin

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Stijn Kiens

on 23 June 2010

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Transcript of Introduction Log admin

Log admin Training Why this training? In a few weeks you will start with your first mission as a logistical administrator (we will call you log admin from now on). We have hired you because you have the right competences and experience. We believe you can do the job. But we don't think you can answers to the previous questions yet. We don't expect you to either. You have not been exposed much to the MSF specific ways of working: our policies, procedures, and tools. Yet especially for a Log admin these are important. They govern much of your work. Imagine you arrive in your project, and your medical colleagues ask you if you are sure we ordered enough Ibuprofen, where can you find how much we have ordered? You are asked to make an emergency order for bandages, what do you do? In your first week your PC tells you you need to close the financial month?? What the %*$C^? This training is designed to make you familiar with the work of a log admin and the MSF specific ways working that are most important to you. What you will learn Although evey position will be a bit different, in general we can say that there are some task almost every log admin will have to do and/or manage. During this training you will learn to perform these tasks the MSF way. In this first presentation you will find an overview of the most important log admin tasks, the standard procedures and tools that are relevant for you, and the deliverables you will have to come up with in your project. Just to make clear: with deliverables we mean things you will have to produce or keep up to date. In other words the tangible end-results of your work. So after this presentation you will know what the job is of a log admin. During the rest of the course you will learn how to perform this job the MSF way. BEFORE WE START:

Just to make sure you have the right context in mind when you think about the log admin tasks (and because we assume you are currious), we start with a short slide show on the workspace of a Log Admin in MSF: the context you will be working in. Where you will work Although we work in places all over the world, there are some things specific to every MSF project. Thereis a standards set-up and our offices, etc have the somewhat similar look and feel Your office will look something like this Your medical store will probably look something like this Although we work in different places all over the world, there are some things similar in all MSF-projects. Here you see a standard MSF set-up you might encounted as a Log admin if you come to work in a relatively big project. In some projects you have a national staff assistant for supply administration and if you are really lucky (or busy) you also have an administrative assistant for financial and HR matters. In your supply team you will have one person who is responsible for all small purchases you do locally. You will be responsible for at least two storerooms: the logistical store, where we stock all non-medical items, and the medical store. In a large project you will have two storekeepers, one for each store. In smaller projects you have one storekeeper for all stocks You always have a storekeeper for the medical storeroom in your supply team You might also be responsible for other staff, e.g.: the cooks and the cleaners. As you can see from this standard set-up, a large part of your job is making sure others are able to do their job well. Your job In general we can say that the work of the log admin covers three domains: (1) Supply, (2) Finance, (3) HR. Supply HR Finance Usually you live in an MSF house with an office on the same compound or close bye. This is often a rented spaciaous house If it is really hot this will be your sleeping place... (sleep tight;)).
In the supply domain you will be responsible for:

- Supplying the different departments (processing requests)

- Ordering goods from capital (ad hoc orders and orders too replenish stocks)

- Managing local purchases

- Receiving goods

- Managing stock levels

- Keeping track of expensive/crucial materials not in stock

The logistics department is responsible for supplying all others with the goods they need. This means people will come with request forms to you, and you have to (1) check if the requests are valid, (2) enter them in your system, (3) decide where you are going to get the item from (stock, local market, or you have to order it), (4) make sure it is delivered and (5) make sure all your actions are administrated propely. Anyways..... once you have received a request for something you do not have in stock and cannot get on the local market, or it is time to replenish your stocks (we do that usually every 3 or 4 months), you have to make an order. This is a complicated task that requires input from a lot of people. In almost every project we have some things we can buy locally, on the market or with prefered suppliers. You will have to make sure we buy the right quality, get fair prices, and make sure procedures are adhered to, so we can prevent corruption. Once you have made an order, or asked for something to be purchased locally, it will arrive at a certain moment. You will have to make sure this happens according to MSF procedure, and goods are administrered in the right way. As mentioned you will be responsible for the stocks in the project. MSF has developed a system to keep stock administration and make sure you can know at all times what you have in stock, and see how long the stocks you have will last. You will have to work with this system so you can act (make a new order, find a different solution) when needed.
Tools Tasks
We have developed a lot of tools that can help you perform your tasks. Here you will find the most important ones. In this part of the course we just want to make you aware of their existence. Later on you will learn how we use these tools.

- Request forms

- Stock cards

- Monthly stock reports

- Total Stock Review

- Logistix 7

- Inventory overview

These are standard forms others use to make a request for items to the log department.

For medical items you often see a request form with all items that can be requested, already printed on the form. The requestor only has to fill in the quantities This is a document that is kept in the storeroom.

The storekeeper uses this document to keep track of what comes in and what goes out for every item. So every item has an individual stock card

You will have to make sure the storekeeper uses this document well. Here you might need some extra information. When we talk about capital, we mean the hierachical level of the Head of Mission and other MT memebers for one specific country. In every country we work, we have the same set-up you see above. The capital is usually conveniently located in the capital of the country. This is a document that is used by the storekeeper to reconcile the stocks every month.

The storekeeper should make a monthly overview of what went in and what went out per item. So this is an overview of the stock cards and is something the storekeeper makes for you.

You should analyse this document because it gives you information on what you have in stock, and how fast stock is being depleted. The Total Stock Review is the most important stock management tool for a Log admin.

It is a basic excel sheet that helps you calculate how much you need to order, gives you insight in when you are going to run out, and much more

You use this sheet to determine order quantities for medical orders, and once a month you update it to check on your stock position: how much you still have, when you will run out, if there are items that are about to expire, etc. Logistix 7 is our standard supply software. The software offers many functionalities, too many for some area's we work in.

Yet in every location we use the software to make orders. In this training you will learn to do that.

We only use other features of logistix 7 in area's where we have qualified national staff supply administrators.

If you arrive in such a project the administrator can teach you the software package. There are some self learning tools available as well. Ask you logistical coordinator if you are interested. In every porject we have some crucial en expensive materials (e.g. computers, printers, generators, communication equipement). It is often the task of the log admin to keep track -administratively- of these items, and keep an overview of the maintenance of these items. Resources and administration The aforementioned tools are some of the most important supply tools we have. It is nice to know they exist, but where will you find them when you arrive in your project? Where can you find last months stock report?

Every project has a standards logistics administration (the log admin kit). Part of this administration will be digital, and part will be hard copies.

There is a digital version on every standard MSF computer. In this digital version of the log admin kit you will find examples of documents you can use (e.g. empty stock cards, stock reports, etc.) and a folder structure where you will keep your digital administration. So, to answer the question: you will find a folder with monthly medical stock reports, and here you can find last months medical stock report. Where, what and when? Next to the digital administration you will find a physical administration. We have a standard administration because of the high turnover of staff. This was you can find what you are looking for even when you are new in the project. The standard administration will look something like this. Resources and administration Where, what and when? As mentioned you will find examples of standard forms and some tools in the log admin kit, others -like Logistix 7- can be found on every standard MSF computer. Next to these tools we have a lot of guidelines and manuals that can help you.

The guidlines explain how to do certain things, e.g. how to do a stock count, or how to best organize your local purchase.

The manuals give you information on how to use a certain tool. In the logistix 7 manual, for example, you can find what you have to do to produce a local purachse order using logistix 7. You will find all the guidelines, manuals, but also our policies, procedures, news and other information on the logistics website: www.logistics.amsterdam.msf.org.

Please go to the website and login with the following:
username: guest 02
Login: 123in

Have a look around, it is packed with valuable information. During this course you will be asked to browse and find relevant documents all the time. Resources and administration Where, what and when? Now you know that we have a log admin kit (digital on your computer, and physical in your cupboard) where you will find your administration, and examples of forms and tools. You can go to the website to find reference material on how to do things. The final thing you need to know is when you have to do something.

If you arrive in a project you need to know when the rental contract of the house ends, or when the next physical stock count is planned. Because of the high turnover our standard agenda is very usefull and important.

Recently we have introduced the standard outlook agenda in every project. Here you will find when tasks are planned. For some tasks, you can click on a link in the agenda and you are routed to infomration on how to perform this tasks. This way the agenda becomes even more useful. To summarize:

Supply will most likely take up the biggest part of you job. You will be responsible for the following tasks When doing so you will use the following tools. Keeping these up to date and making sure thay are used well are also you main deliverables. You will work with a standard administration called the log admin kit. There will be a digital version on your computer and a physical one in your office.

There is a wide variety of guidelines and manuals available to help you. You can find these on the logistics website.

Finally you will work with a standard agenda, that will give you information on when you have to do something. During this course you will learn to make use of these tools in your new job.
Next to supply you will have a role in the financial administration of the project. You will work closely with the project coordinator (PC) and the financial coodinator (finco) in the capital. You will be responsible for:

- The day-to-day bookkeeping.

- Closing the financial month.

- Giving out and settling advances.

- Making sure there is enough cash in the project.

- Makes sure payments are made according to procedure.

- Monitors the budget.

Tasks Almost every day payments will be made for the project. You have to administer these in the MSF way. Meaning you will have to enter them in our bookkeeping program and file them in the correct way.

Please note that most likely you will have an administrative assistant who takes care of most tasks. Yet you need to make sure it happesn the MSF way. Every month you will have to reconcile project finances and sent the financial files to the finco.

This has to be done according to a standard procedure When payments in cash need to be made, the one who has to make the payment will come to you for and advance. You will have to make sure the request is valid, administer the advance, and oversee it is settled correctly within one week.
You together with the PC will have to make sure there is sufficient cash in the project to pay what is needed. Yet you do not want to have too much cash in your project either. It makes you vulnerable for theft and robberies.

For bank payments you need to make sure there is sufficient money on the bank. Whenever we buy something we need to pay for it. Sometimes the purchaser just pays cash, but if possible we prefer to pay via the bank (usually by check). This way we minimize the cash we need in the project and limit possibilities for fraud.

Because there is money involved, accountability is important. When making payments we follow strict procedures. It is important to make sure the right person authorizes the payment. Every project works with an anual budget. It is the PC's responsibilty to make sure we stay withing the budget. Yet you will have to monitor the budget and flag when we are running low on certain accounts. Just to give you an impression, on every MSF computer you can find the log admin kit (on the left) and it will look like a simple folder structure (on the right). You will do plenty of exercises using the log admin kit later in the course
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