Main Purpose
Supporting the Logistics Coordinator or the Supply Chain Coordinator through delegated tasks and responsibilities, replacing him/her in his/her absence in coordinating the supply chain activities in the mission and participating and collaborating in the implementation of strategies and support to the field in accordance with MSF protocols, standards and procedures in order to enable the development of the mission and optimize the impact of the medical projects
Job Requirements
- Participating actively in the definition and monitoring of annual project planning and budgets and the Emergency Preparation Plan, defining strategies and advising the Logistics Coordinator or Supply Chain Coordinator in the translation of the identified needs into objectives, priorities and resources needed for intervention
- Defining, monitoring, evaluating and ensuring the implementation of the strategies and overall supply activities in the mission, making adjustments where needed, according to MSF standards, protocols and procedures. This includes guaranteeing of the following:
- An efficient supply administration and provision of adapted tools to support the different supply activities
- Standardisation of warehouse management focusing on medical stocks and the interactions with the distribution points. (in case of integration of medical stock under Supply)
- Stability of supply activities within regular and emergency intervention of the concerned projects and manages field visits on regular basis to offer a permanent support to the direct and indirect supply stakeholders
- Validation of the use of the supply related third parties (suppliers, transport companies, freight forwarders,) proposed by the procurement officers, transport manager, together with the technical referents when needed
- Planning, supervising and implementing, in close coordination with the HR Coordinator, the associated processes (recruitment, training, briefing/debriefing, performance evaluation, detection of potential, development and internal communication) of the staff under his/her responsibility in order to ensure both the sizing and amount of knowledge required
- Ensuring technical support to his/her team as well as to all other teams in the mission
- Representing MSF in meetings with Authorities and other NGOs at the request of the Logistics Coordinator or Supply Chain Coordinator
Performing tasks delegated by the Logistics Coordinator or Supply Chain Coordinator, as specified in his/her job description.
MSF Section/Context Specific Accountabilities
General
- Plan, organize and supervise supply chain related activities in the mission, according to the context specificities, the operational needs and MSF protocols and procedures.
- In line with MSF’s protocols, policies, standards and guidelines, ensure the implementation, monitoring and evaluation of the validated mission supply strategy under the Logistic Coordinator responsibility.
- 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 intervention 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 all financial and donor requirements are correctly implemented and followed on.
- Coordination of the order cycles for medical and non-medical supplies, together with the Project teams as per MSF standards and guidelines, using the TSR when appropriate.
- Participate in reports according to guidelines (Logistical Statistical Reports, KPI’s, SitReps, etc.) and define and update the Country Supply Guideline
- Ensure technical support to projects 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 a permanent technical support to the supply teams as well as to the other departments of the mission (Fin, Med, …)
- Manages field visits on regular basis to offer a permanent support to the direct and indirect supply stake holders.
Ensures the following activities within the departments under his supervision resulting in an optimal service for the projects and coordination:
Purchasing and order management:
Coordinate, monitor and follow-up all national and international purchases and orders in the field. This function involves:
- 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.
- Participates in tenders and bidding contest according MSF procedures.
- Validates contracts concluded with local suppliers together in collaboration with the finance department and Logistics Coordinator.
- 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 organizing the logistics of goods transport to the projects ensuring compliance with the deadlines
- Centralizes monthly stock report, analyses them and takes the necessary actions. Closely monitor the stock level (medical and non-medical) related to monthly consumption figure, expiry dates, excess drugs and possible shortages in the capital.
Administration
- Ensures the correct implementation of the supply software and organizes training according to the needs. Ensures the quality and completeness of the Lx7 database.
Custom Clearance
- Centralizes procedures for custom clearance and importation of international orders and liaises with HQ (procurement Unit). Investigates rules and regulations for importation of medical an technical supplies into Ethiopia and summarizes them for stakeholders, in the projects, capital and HQ. Maintains relations with Custom Authorities and FMHACA (together with the pharmacist)
Storage
- Guarantees the standardization of warehouse management, focusing on medical stocks and the interactions with the projects.
Inventories
- In consultation with the Log Co and in cooperation with Storekeeper organize 4 monthly (preferably, a week before 4M, 8M & 12 M) physical stock counts in the capital, and Projects.
Ensure inventory and follow-up of the missions fixed assets
How to Apply
Requirements
Education: Essential degree and specialization in Logistics/Supply Chain.
Experience: Essential in supply chain management (minimum 2 years) and in organization of supply administration and procedures.
Desirable proven understanding of MSF Field Logistics (general knowledge of MSF equipments and kits in accordance to the nature of the project).
Languages: Mission language essential; local language desirable.
Knowledge: Computer literacy
Competencies:
- Strategic Vision L2
- Leadership L2
- People Management and Development L3
- Service Orientation L3
Teamwork and Cooperation L4
HOW TO APPLY
All applicants should send a CV, cover letter, educational records, work certificates and copy of id. Card either by email to [email protected] (please indicate ¨On the subject box: the vacancy title, ¨your name¨ and ¨specific location that you are applying for¨ or ON THE SUBJECT LINE OF YOUR COVER LETTER) OR give in person to MSF Spain Addis Ababa and project Offices.
PLEASE PROVIDE A SUMMARY TABLE OF YOUR WORK EXPERIENCES ( e.g. 10 months as…in…. , 3 years in … as…) , Those applicants that do not comply with these instructions will not be considered.
Posting date: September 14, 2018
Closing date: September 23, 2018
We strongly encourage qualified women to apply.
Please note that only short-listed applicants will be contacted.
More Information
- Job City Addis Ababa
