SUPPLY CHAIN SUPERVISOR

EXTERNAL VACANCY

MEDECINS SANS FRONTIERES (MSF)

Medecins Sans Frontieres (MSF) is an international, private, non-governmental, non-profit humanitarian organization, offering assistance to populations in distress, to victims of natural or man – made disasters, to victims of armed conflict, without discrimination irrespective of race, religion, creed or political affiliation. MSF observes neutrality and impartiality in the name of universal medical ethics and the right to humanitarian assistance and demands full and unhindered freedom in the exercise of its functions.

MSF Sool Project is looking for:

The selected candidate will be reporting to the Logistics & Supply Chain Manager (Hierarchical and Functionally).

Main Purpose:

Planning and supervising the execution of the supply chain activities in the project or capital (order, procurement, transport and customs and stock management) according to MSF protocols and standards in order to ensure the optimal functioning of the mission

Main Responsibilities:

• Planning, coordinating, supervising and monitoring on a day-to-day basis the implementation of the supply activities in the project as specified by the line manager, ensuring compliance to MSF standards, protocols and procedures. Including the following tasks:
• Order management: Responsible for the supply administration, the correct filing and archiving of supply database and the efficient processing and follow up of orders and requests
• Procurement: Responsible for purchase management, in particular the follow up of purchases, preparation, together with the Logistics Manager, market assessments, contracts and supplier evaluations and communication with local suppliers for the status of purchase orders, claims and complaints
• Transport and Customs: Ensuring the clearing and the transport of medical and non-medical goods of the mission and provide info on timelines regarding administrative procedures concerning, import, customs clearance, etc.
• Stock management: Controlling quality and costs and the physical state of orders and determines the quantities of products to buy (volume) taking into account the demand and needs of the mission, the availability forecasts, delivery timelines, budget and other relevant factors and monitors stock levels related to monthly consumption figure, expiry dates, excess drugs and possible shortage in the capital
• Communicating with customers, keeping them up to date concerning their orders status (BO confirmation) and prioritizing procurement and transport according to their needs
• Coordinating and leading the team under his/her responsibility including the definition of each person's tasks (daily supervision and checking the quality of their work), drawing up working schedule
• 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

MSF Section/Context Specific Accountabilities

Maintain accurate systems and regularly updating Uni-Field database (Procurement & Warehouse) including but not limited to IRs, POs, Incoming Shipemnts, Delivery Out an Inventories.

Ensure efficient and effective communication and coordination with the team and all departments and provide regular update on the status of their requests and orders.

Supervise, oversee and support the storekeeper for preparation of any reporting required in terms of Stock Reports, Deliveries, Goods Received and compliance documentation.

Ensure that an organized and accurate filing system is in place.(Soft and Hard copies) both for procurement and warehouse.

Ensure that the prepositioning of log and med stock at an appropriate levels according to needs, consumption and FMC of the projects.

Conduct regular spot-checks at the medical and logistics stock with storekeeper to ensure the organization, effective management and cleaning of the stocks according to the given plans.

Update monthly Stock Monitoring Sheet (SMS) and forward to Supply/ Logistics Manager Review the work of storekeeper on MSR and LSR.

Review the monthly Total Stock Review (TSR) for any feedback and reminder to Logistics/ Supply Manager to be considered for stock conditions and movements and management.

Collaborate and attend with Logistics/ Supply Manager while conducting monthly TSR analysis.

Ensure all filings are done by the end of the month by the storekeeper and Purchaser (procurement and warehouse files).

Attend the normal stock counts (physical inventories during 4M, 8M and 12M)

Responsible for ensuring the stock count is updated physically and virtually (4M, 8M and 12M). Ensure the Supply Process Page-in-Box is used effectively and efficiently by the team.

Responsible for organization of the Supply Department (procurement and warehouse) to keep the office and warehouse space clear, clean and ready for work.

Responsible for managing the storekeeper and purchaser, his/ her duties, plans, capacity building and performance.

Provide weekly and monthly work plans to the team actively follow-up their progress status. Follow-up with coordination the back-orders and closing of pending orders.

Have good knowledge of using and updating LRS, TSR, TSR Analysis, SMS, MSR, LSR, SR and SitRep.

Responsible for updating MSR, SMS, LSR, UF and development of monthly reports.

Be always accessible to respond to requests, updates and do extra hours when needed.

Review his/ her Job Description and his/ her team JD’s on monthly basis and remind on the requirements of performance expectations, quality and standard.

Act as backup (gap filler) for Storekeeper and Logistics Manager during his/ her absence. Travel to project sites to ensure effective and efficient supply chain activities.

Perform any other duties assigned by supervisors within the area of responsibility and Supply Chain/ Logistics field.

If you meet the above requirements, please send your CV and motivation letter as one document, educational and work experience certificates plus National ID card to: [email protected] with email subject line “SUPPLY CHAIN SUPERVISOR”

Deadline 04:00 pm on Tuesday, 29 August 2023.

Only applicants with required qualifications, complete application, CV and attached supporting documents will be contacted. National ID Card is mandatory, candidates not submitting copy of their National ID cards will not be considered.

(MSF is an equal Employer and does not charge any application/recruitment or training fee)