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Ensure (supervise or execute) an efficient implementation of supply chain activities (stock management, Asset Management, freight management & give support to customs clearance if any) in the mission, guaranteeing a proper application of MSF supply Procedures.
RESPONSIBILITIES AND TASKS Supervises and implement in collaboration with the supply manager and the LogCo for the regular activities of the Supply department particularly related with Procurement, Stocks, Freight, & Assets Management: organizing the working plan, support to the field teams, trainings and regular evaluations .Participate in emergency response setup at field level related to supply chain management. Give Support on reception of international orders & importations which is related to customs clearance by checking documentation relating to imported goods, physical inspections of items & parcels delivered.
Supply Administration and procedures
□ ensures a smooth running of supply administration and the respect of the implemented supply procedures. In particular:
· implementation of standard tools
· Analyze the database of standard items and to compare it periodically with items regularly ordered.
· Technical Support to projects for stock management, Asset Management, market assessments, supplier evaluations & Contracts.
· Responsible for filing documents, correspondence and other papers relating to supply in the Capital & projects, as well as the archives for transport & customs clearance if any.
Stock Management
● Support, follow up and train field supply team in stock management, Asset Management & reporting.
● Tracking monthly stock report for spare parts, three months stock report for other consumables, six months Asset stock report from Field and report to Supply Manager.
Shipping and Transport follow-up
· Organises all dispatch and its follow up: ensures good preparation of packages and freight to be sent to the projects, ensures that timeframes are respected & Track the freight until its destination.
· Determine method of shipment, and prepare bills of lading, invoices, and other shipping documents.
· In conjunction with the Supply Manager, supply Officer and Store Keeper, manages and plans the shipment of goods between the projects and/or from the capital to the projects choosing the best possible transport means.
· In cooperation with the technical and operation teams, develop monthly transportation plans, and ensure the plans are implemented, monitored and reported on regular basis.
· Estimate freight or postal rates, and record shipment costs and weights.
· Inspect and count items/parcels received and check them against invoices or packing lists, and recording shortages and missed parcels.
· Keep records of all goods shipped, received, and stored.
· Negotiate and arrange transport of goods with shipping or freight companies if any.
· Make sure that labeling and shipping instructions are attached to cargos parcels before shipments.
· Inspect trucks and all means of cargo transportation to ensure cleanliness when shipping such items as grain, flour, and milk.
· Make sure that manifests showing baggage, mail, and freight weights, & related information’s are transmitted to final destinations before arrival of the cargo.
Supporting guidelines and procedures
o Be aware of and act according to MSF OCBA Supply guidelines and Mission Supply Handbook.
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