Job Description

Main Purpose

Defining, coordinating and monitoring all activities related to one or more areas of the supply program (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 project.

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

•      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

MSF Section/Context Specific Accountabilities

General

·        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 MSF’s 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 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 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 Total Stock Review(TSR) when appropriate.

·        Participate in reports according to guidelines (Logistical Statistical Reports, KPI’s, Situation Reports(sitreps), etc.) and define and update the Country Supply Guideline

·        Ensure technical support to all camp sites/location 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 project (Fin, Med, …)

·        Attend weekly, bi-weekly, monthly meetings to report on stock levels and pipeline and to provide assistance with project requirements.

·        Provides a daily/weekly tasks plan to the supply team (Purchaser and Supply officer)

Ensures the following activities within the departments under his/her supervision resulting in an optimal service for the projects:

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.

·        Lead tenders and bidding contest according 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 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 Unifiled database.

Storage

·        Guarantees the standardization of warehouse management of both medical and non-medical

Inventories

·        In consultation with the immediate supervisor and in cooperation with Storekeeper organize 4 monthly (preferably, a week before 4M, 8M & 12 M) physical stock counts in the.

·        Ensure inventory and follow-up of the missions fixed assets.

-         Medical Coverage : Asper organization Medical policy

-         Hardship Allowance of 5,500ETB

·        Terms of employment: 6 months with possibilities of extension

Job Requirements

Education

Education: Essential- Degree/Masters in Procurement/Logistics and Supply Chain Management

Desirable- Pharmacy education background or certificate in clearing and forwarding or related fields

Experience

·        Essential at least two years of working experience in related activities. 

·         Overall experience of 4-5 years.

·         Desirable previous experience with MSF Logistics or Supply Department or other NGOs, and   

·         working experience in developing countries

Languages                       

Mission language and local language essential

Knowledge

Essential computer literacy (word, excel, internet)

Competencies

·        Results and Quality Orientation L2

·        Team work and Cooperation L2

·        Behavioural Flexibility L2

·        Commitment to MSF Principles L2

·        Stress Management L3

Competences

·        Results and Quality Orientation L1

·        Teamwork and Cooperation L1

·        Behavioural Flexibility L1

·        Commitment to MSF Principles L1

·        Service Orientation L1

·        Stress Management. L2

How to Apply

Application Procedure

Interested applicants should submit their non-returnable CV and application including of all supporting documents before or on June 22, 2020 at MSF-Holland Office, or via ethio jobs.net or at MSF Holland Gambella office, In front of Don Bosco Primary school.

Please Note that we only contact short-listed candidates.

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