About MSF

Médecins Sans Frontières (MSF) is an independent international medical humanitarian organization that delivers emergency aid in more than 70 countries to people affected by armed conflict, epidemics, natural or man-made disasters, or exclusion from healthcare. 

The main purpose of the Position

Planning and supervising the day-to-day implementation of procedures and administrative processes for the efficient clearance and transportation of medical and non-medical goods in the mission according to MSF protocols, standards, and procedures in order to ensure the optimal functioning of the mission.

Accountabilities

• Planning and supervising the day-to-day activities and administrative processes to ensure the efficient running of the clearance and transportation processes of medical and non-medical goods for a supply office (coordination or project), ensuring compliance with MSF standards, protocols, and procedures. These activities include but are not limited to the following:

• Acting as a forwarding agent for the mission by ensuring all the importation processes in liaison with clearing agents through follow-ups of all importation processes in order to release the goods as fast as possible; following up on the MOU and liaising with the Ministry of Finances and others for taxes exemption. Being the focal person of the Ministry of Health for the import license by providing all the details on the content of the importations.

• Conducting local context watch and proposing best routing for local transport taking into consideration the nature of goods and timing and participating in the network for cargo transportation possibilities with the other sections. Organizing regular market consultations and tenders on transport local market (Road, Air …)

• Being responsible for the reception of international freight.

• Planning, prioritizing, and organizing the shipment of goods purchased locally and managing all related administration documents

• Communicating with customers, and prioritizing transport according to their needs.

• Coordinating and leading the team under his/her responsibility including the daily workers, defining each person's tasks (daily supervision and checking the quality of their work); drawing up working schedule and organizing and leading team meetings

• Supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development, and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required

• Performing delegated tasks according to his/her specialty and as specified in his/her job description.

MSF Section/Context-Specific Accountabilities

Transport responsibilities:

• Make sure to periodically communicate to the project their dispatch situation (including FO number, code, description, quantity, weight, volume, and number of parcels).

• With the support of the line manager and in collaboration with the Warehouse Supervisor – define the priority of shipment for the projects (management of the Dispatch zone).

• Create the transport documents when needed, in collaboration with the Warehouse Supervisor.

• Create the documents for submission of the request for Transport Permit (refer to SOP).

• Make sure that any shipment leaving the warehouse is properly identified (label) and accompanied by a Packing List, Freight Manifest (or WayBill or Release Note), transport permit, and all other needed documents.

• Liaise with the Warehouse Supervisor to ensure transport availability.

• To forward in advance the shipments’ delivery notice to the destination, together with regular updates regarding the shipment during its process to the involved actors.

• Liaising Mission’s Coordination and Projects on the transport permit process, the organization of the transport, and ensuring that cargos arrive at the project on time and with no delays, respecting the SOP of movements.

• Filing of transport and customs-related documents such as exemptions, transport permits, invoices, waybills, packing lists, and other related documents.

 Customs Clearance responsibilities:

• Prepare all the documents needed for Customs Clearance (Pre-clearance), based on the SOP. Ensure that they are compliant with the requirements of the authorities and that the data contained are correct.

• Ensure the follow-up and monitoring of the Importation phases. Highlight eventual bottlenecks to the supervisor.

• Ensure the monitoring and follow-up of the Pre-clearance, the full Clearance process, and the exemption process of the Cargo with the freight forwarder until the reception of the exemption.

• Collaborate with the Supervisor to enhance the pre-clearance and Clearance activities, looking for possible improvements and proposals to speed up the process and reduce the costs.

• In relation to the SOP, collaborate with the Warehouse Supervisor to ensure the reception of the international freights.

• Fill in the arrival date in the Extranet to confirm to MSF Supply the reception of the cargos, attaching the log tag data if present.

• Control the invoices of the Transport companies and the Freight Forwarder, to ensure that the calculations and the prices are compliant with fares, price lists, contracts, and agreements.

• Is the main focal point for the Clearing Agent in case of any questions.

• Ensure timely, complete and proactive communication to the Line Manager and the Freight Forwarder, relating to the Customs clearance process.

 General responsibilities, Supply Data, Document Flow, Archive

• Ensure that the shared information and documents are regularly updated on the Transport and Customs’ shared folders online.

• Respect the document flow system (tray system if in place) in order to ensure that all documents are correctly located and ease the follow-up.

• Respect the Archive system in place in the mission.

• With the support of the line manager – assess and collect information about the potential service provider (Clearing Agent, Transport Company).

• Provide information to the line manager about the Cash Request for the following month

• Collaborate with the Supply team to enhance the use of Unifield. To ensure that the Shipment’s related data on Unifield are managed and updated with accuracy. Unifield’s Shipment Dashboard is daily updated. No leftovers of documents and activities without a specific and valid reason.

• Follow the Processes and the Standard Operating Procedures set in the Supply Guidelines document. To support the SupplyCo in maintaining the Supply Guidelines updated. Propose eventual modifications and improvements to the document.

• Timely communicate to the line Manager about any change in the importation process that may occur. Upon approval of the Line Manager, ensure the timely update of the SOP for importation, in case of any changes in the Authority’s regulations.

• Relating to the activities mentioned in this Job description, support the Projects on their activities when needed.

• Report to the Line Manager and the Supply Coordinator the challenges faced during his work.

• Ensure flexibility in the deployment of the overall Supply team’s activities. Be available to accomplish any task that may be requested by the line manager for our patient-oriented activities, in case of high workload or emergencies.

• In case of high workload or emergencies, perform any other activity requested for the good flow of the Supply processes. 

Job Requirements

Required Qualifications and Professional Experience

Education: Essential technical diploma, in Supply Chain or Logistic/Transport.

Experience: Essential in managing the Importation process of Air and Sea cargo (minimum 2 years).

Essential good capabilities of public relations with authorities and counterparts.

At least 2 to 3 years experience in the supply department.

Languages: Essential excellent level of local and mission language.

Knowledge: Computer literacy. Excellent knowledge of MS Excel, MS Outlook, and MS Word. 

Competencies:  

• Results and Quality Orientation L2

• Teamwork and Cooperation L2

• Behavioural Flexibility L2

• to MSF Principles L2

• Stress Management L3

How to Apply

If you are interested, please send your National ID, CV (not more than 3 pages), and cover letter (not more than one page) with “Transport and Customs Supervisor” written in the subject line through THIS LINK  

Deadline: June 23, 2024.

Incomplete applications will not be accepted.

Only short-listed candidates will be contacted.

MSF Belgium promotes EQUITY, DIVERSITY & INCLUSION.

We strongly encourage women and people with reduced mobility (able to work in remote places) to apply.