Supply Log Manager (M/F)

Médecins Sans Frontières (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. MSF’s members are required to respect humanitarian principles and principles of medical ethics at all times.

MSF-Holland is looking for:

Main objectives and responsibilities of the position

 

Define supply strategies, coordinate the implementation of the supply chain process and procedures in the mission, supervise purchasing activities, inventory, storage and transportation of goods leaving or entering  the mission, according to MSF protocols and standards, in order to achieve a proper distribution of material resources in terms of price, quality, time and service, ensuring efficiency, accountability and transparency as well as contributing to shape the supply chain at local, regional and international level.

 

MISSION AND PRINCIPAL ACTIVITIES

 

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.

Place of work:   Addis Ababa, MSF-Holland Coordination Office with frequent field trip

Terms of employment:  One year contract with a possibility of extension

 

Remuneration and Benefits:

–          Starting gross salary:             22,607.00 ETB/Month

–          Transportation Allowance: 400 ETB

–          Medical Coverage 100%

 

Deadline for application: March 3^rd, 2016