Supply Activity Manager

Mdecins Sans Frontires-Holland

Vacancy Announcement

Mdecins Sans Frontires (also known as Doctors without Borders or MSF) is a private, non-profit, international humanitarian medical organization that intervenes in emergencies and crisis situations to relieve human suffering resulting from unmet medical needs. MSF observes strict neutrality with respect to politics and provides its assistance without discriminating on the basis of race, religion, ideology, or political affiliation. MSFs members are required to respect humanitarian principles and principles of medical ethics at all times.

Main Purposes

Defining, coordinating and monitoring all activities related to one or more areas of the supply programme (Warehouse, Transport and Customs, Procurement, etc.) according to MSF protocols, standards and procedures in order to ensure an optimal running of the mission/project.

Accountabilities

In collaboration with the Logistics/ Supply Chain, Coordinator, STL and the Project Coordinator, defining the supply activities and planning the annual budget for the area of the supply programme under his/her responsibility in order to identify and optimize the response to the needs of the mission and the target population.

Monitoring the implementation in the project of the supply activities ensuring compliance with MSF standards, protocols and procedures, and reporting to the Project Coordinator on the development of the supply programme under his/her responsibility. This can include one or more of the following areas:

Warehouse: Defining, coordinating and monitoring all Warehouse and Stock Management activities in the Mission.

Transport and Customs: Defining, coordinating and monitoring all activities related to the clearing and the transport of medical and non-medical goods for the Mission.

Procurement: Defining, coordinating and monitoring all procurement activities related to local, regional and international purchases of goods, transport, subcontracted works and services for the mission.

Any other supply activity

Ensuring technical support for his area of activity and providing coaching to staff under his/her responsibility

In collaboration with the Project Coordinator, Logistics Coordinator and the HR Coordinator, participating in the planning and implementation of HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required to correctly perform all supply activities pertaining to his area

Participating in monthly reports according to guidelines

Performing delegated tasks according to his her speciality and as specified in his/her job description

Specific Accountabilities

Plan, organize and supervise supply chain-related activities in the project, according to the context specificities, the operational needs and MSF protocols and procedures.

In line with MSFs protocols, policies, standards and guidelines, ensure the implementation, monitoring and evaluation of the validated mission supply strategy.

Acts as a permanent auditor of the supply chain: as such, monitors the different supply processes as well as the use of tools and the accurate execution of the supply procedures and proposes adjustments where needed

Ensures the stability of the supply activities within regular and emergency interventions of the Projects.

Participate in the definition and update of annual project planning and budgets and revisions.

Links with the finance department to make sure that financial and donor requirements are correctly implemented and followed.

Coordination of the order cycles for medical and non-medical supplies, together with the Project teams as per MSF standards and guidelines, using the Total Stock Review (TSR) when appropriate.

Participate in reports according to guidelines (Logistical Statistical Reports, KPIs, Situation Reports (Sitreps), etc.) and define and update the Country Supply Guideline

Ensure technical support to all campsites/locations regarding supply-related tasks

Evaluates the HR setup related to the supply team (team sizes, JD, organigrams, division of tasks and responsibilities), manages the different supply teams in the mission (Coordination + Project) and participates in the selection, follow-up (training and coaching) and evaluation of the staff under his supervision.

Offers permanent technical support to the supply teams as well as to the other departments of the project (Fin, Med, )

Validate the use of the supply-related third parties (suppliers, transport companies .) proposed by the supply officers or purchaser, together with the technical referents when needed.

Lead tenders and bidding contests according to MSF procedures.

Validates contracts concluded with local suppliers together in collaboration with the finance department and supervisor.

Ensuring that purchasing procedures comply with the requirements established by MSF and local law.

Centralizes field orders, approving national and regional purchases up to a pre-defined threshold.

Coordinates after approval order processing, reception and dispatch, informing the projects on the progress.

Identify the best possible transport of goods in terms of quality, price, service and time for each type of goods and destination as well as organize the logistics of goods transport to the projects ensuring compliance with the deadlines

Centralizes monthly stock reports, analyses them and takes the necessary actions. Closely monitor the stock level (medical and non-medical) related to monthly consumption figures, expiry dates, excess drugs and possible shortages in the capital.

Ensures the correct implementation of the supply software and organizes training according to the needs. Ensures the quality and completeness of the Lx7 database.

Guarantees the standardization of warehouse management of both medical and non-medical In consultation with the immediate supervisor and in cooperation with the Storekeeper organize 4 monthly (preferably, a week before 4M, 8M & 12 M) physical stock counts in the.

Ensure inventory and follow-up of the mission's fixed assets.

Number of Position: One

Place of work: Kule/Gambella Project

Terms of employment: Until December 31, 2024, with a possibility of extension

Remuneration and Benefits:

- Starting gross salary/month: 70,734 ETB

- Medical Coverage 100%

- Hardship Allowance: 21,220 ETB