Job Description
DATE OF POSTING: 13 July 2021 to 23 July 2021
REPORTING TO: Country Director
OVERALL PURPOSE: The Logistics & Procurement Manager will institute and manage the Logistics & Procurement function in support of country programs throughout the Northwest Region of Tigray.
PROJECT OVERVIEW
Medical Teams International is providing direct health services to serve IDPs and host communities in the Northwest Region of Tigray. These clinics will offer basic consultation services, SRH, MHPSS, and nutrition services.
MAJOR OBJECTIVES
Job Summary
The Logistics and Procurement Manager is responsible for overseeing all Logistics and Procurement, Fleet operations and daily operating activities are in line with all related regulations, to facilitate all Medical Teams operations in Ethiopia.
Essential Duties
Strategic and coordination
- Coordinate all country level supply chain activities including planning, sourcing, transport, shipping, warehousing, asset management; apply distribution control techniques to optimize stock levels.
- Participate in writing expressions of interest, project proposals, developing budgets, procurement plans, and project performance analysis reports.
- Lead the interaction and coordination with Ethiopia Logistics Cluster around cargo movement, storage, fuel supply and other areas of service provision to operational areas as required.
- Be the lead in directing and monitoring daily operations of Logistics and Procurement services and ensure compliance to MTI processes and procedures and donor regulations.
- Responsible for directing and monitoring the daily implementation of country logistics and procurement activities, with particular focus on medical supply chain and fleet management.
- Primary Logistics and Procurement technical focal point for Ethiopia office, liaising closely with HQ focal point on a consistent basis, including participating and attending weekly, action-based meetings
Procurement
- Responsible to ensure that all logistics and procurement processes are carried out in line with Medical Teams policy and procedures and also in line with government and donor requirements. Special emphasis being made on storage of pharmaceuticals and medical supplies, including cold chain management.
- Manage procurement process in accordance with Medical Teams policies and procedures in a transparent, accountable, efficient, timely and cost-effective manner, that protects and benefits Medical Teams activities
- Ensure that logistics and procurement paperwork is filed properly and available for audits in hard copy and digital format uploaded in Teams.
- Lead in the creation, revision and submission of country-specific logistics and procurement SOPs for approval to ensure compliance.
- Be the lead in tender processes as the Secretariate of the Tender committee and ensure that the committee is dully constituted and the committee aware of the Tender Process SOP.
- Lead the team in supplier and contract management including tracking supplies and managing supplier contracts, updating database using appropriate due diligence process, and work closely with user departments to ensure effective and efficient implementation; support timely payments for suppliers by ensuring all required documentation is submitted completely and on time.
- Assist in annual procurement planning process and continuously track country level budget vs. actual, providing reports to management as required to support decision making.
Inventory Management
- Ensure that correct procedures are implemented to enable correct receiving of goods with appropriate technical review where necessary (adequate checking of deliveries of goods for quality, price and quantity ensuring correct recording of details on relevant/appropriate forms; GRNs, Waybill or Delivery Note)
- Ensure that correct procedures are in place to manage the stocks including cold chain procedures for pharmaceuticals to be stored in a adequately locked and temperature controlled environment.
- Ensure that all dispatches have been approved and waybills issued.
- Ensure Weekly stock reports are shared, and monthly physical stock count conducted and subsequently any variances explained.
- Ensure compliance to MTI and Donor approved disposal procedures of assets and goods.
Fleet Management
- Ensure efficient fleet management, including vehicle allocation, fuel management and providing adequate monthly fuel reports.
- Ensure compliance to vehicle safety requirements in compliance with MTI safety standards.
- Work with management and HQ Logistics to ensure that program activities are supporting through provision of owned, rented vehicles and transporters as required.
Asset and equipment management
- Ensure efficient asset management with an updated filled asset register filled in Teams.
- Responsible for management day-to-day of communications equipment and associated SIM cards
- Liaise with management to ensure the safe and smooth management of equipment required to support program delivery and management of facilities
Staff Management /Others
- Work with Field Coordinator in the improved capacity of logistics and procurement staff around implementation of group and individual work plans in line with country and global strategies.
- Provide indirect technical guidance and instruction where it relates to country operations, ensuring they have clear objectives, receive mentorship and participate in capacity building opportunities.
- Provide mentorship and documented capacity building initiatives for staff involved in logistics and procurement and fleet.
- Support safety and security tasks as delegated, including updating security guidelines, security briefings, incident reporting, etc.
- Ensures safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams’ Protection from Sexual Exploitation & Abuse, and Child & Vulnerable Adult protection policies and sexual harassment policies.
- Other duties as assigned.
WORK CONDITIONS
- Ability to travel into Tigray region as needed
- Frequent use of a computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
- Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
- Frequent close vision and the ability to adjust focus.
- Some physical lifting and moving of boxes and other items whilst managing the warehousing function as needed.
- Occasionally ascends/descends stairs, steps, or ladder.
- Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
Starting date: TBC
Duration of commitment : 12 months fixed term with ability to extend.
Job Requirements
PERSON SPECIFICATION:
QUALIFICATION / EXPERIENCE:
ESSENTIAL
- Bachelor’s Degree in Procurement & Logistics, Supply Chain Management, Business Administration, Public Administration or related field is required
DESIRABLE
- Professional certification required (CIPS, CILT, CPP, CPPM, CDPP, CPDW)
Work experience
ESSENTIAL
- Minimum 5 years of procurement and logistics management experience, inclusive of at least 2 years of supervisor experience is required in the Ethiopian context
- Experience of managing medical supply chain including pharmaceutical procurement and distribution
DESIRABLE
- Experience working with a busy and reputable business organization especially International NGO is preferred.
- Experience with specific Grant rules and regulations on Procurement, Asset & Inventory Management, and Disposals Procedures by donor such as (UNHCR, USAID, ECHO, Other UN Agencies, etc.) is preferred.
ESSENTIAL
Languages
DESIRABLE
- Refugees local language (spoken)
ESSENTIAL
IT
DESIRABLE
- Experience with electronic data collection and management (Kobo preferred).
SKILLS / ATTRIBUTES
ESSENTIAL
Management & Leadership
- Planning and organizational skills
- Process Implementation, leading and directing a functional team.
DESIRABLE
- Initiative taker
- Administrative skills
ESSENTIAL
Motivation
- Self-motivated
- Desire to serve
DESIRABLE
- Keeps a positive attitude in difficult situations
ESSENTIAL
Team building
- Respectful towards other cultures
- Able to establish relationships easily
- Team player
DESIRABLE
- Experience of working in a multicultural setting
ESSENTIAL
Adaptability
- Flexible under changing conditions
- Able to cope with basic working conditions
- Culturally aware and able to adjust
DESIRABLE
- Capable of managing stress
ESSENTIAL
Technical expertise
- Secure and at ease with professional skills
- Coaching/teaching skills
- Comfortable with report writing
DESIRABLE
How to Apply
To apply, applicants should use the following email address: ethiopiarecruitment@medicalteams.org and indicate the job title they are applying for in the subject line of the email.
