Supply Chain Supervisor at Medecins Sans Frontieres

Job Description

• Planning, coordinating, supervising, and monitoring on a day-to-day basis the implementation of the supply activities in the project/coordination 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, 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) considering 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 to ensure both the sizing and the amount of knowledge required.
• Propose and organize training sessions with the line manager for the supply team
• Provide the technical support to the Pharmacist / Storekeepers at peripheral level, especially on management tools
• Organize the procurement activities in line with local procedures, in direct agreement with the line manager (collaborate with Purchaser to prioritize the purchasing).
• Follow up the monthly planned orders with the actual supply activities and report on monthly basis the number of planned and unplanned orders (monthly supply report).
• Ensure orders are linked with internal demand, the order chronogram, product availability forecasts (shortages/surpluses), delivery times, budgets, and other relevant factors, in conjunction with the line manager.
• Explain to mission the lead time (commitment of supply team) in supplying the needs to the project
• Follow up the implementation of standard order list (to avoid massive creation of local code)
• Provide accurate information on the orders monitoring and follow up in weekly basis to client responsible
• Follow up the evolution of national importation regulations, share the information and anticipate the impacts.
• Ensure international, regional, and national freight management is done according to the procedures.
• Ensure all the required administrative documents of international freight are complete and coherent with the regulation.
• Ensure the reception process (international and local cargo, including the specific items linked with physical and administrative reception, including Portal).
• Prioritize the purchasing activities as well as the optimum quality of the good purchased with Purchaser and follow up the administrative purchasing (comply with procedures stated in the supply guideline
• Ensure the medical local purchase is performed according to section pharmacist recommendation (HQ) and validated sources.
• Ensure the coherent figures (amount and value) in purchasing document are coherent with the related invoice
• Perform the market study/assessment together with the Purchaser Officer
• Support the Purchaser Officer in the preparation of the validated supplier lists (with ranking), potential supplier list, blacklisted supplier
• Formulating and updating supplier contracts for terms & condition of purchase and make follow up the existing ones.
• Implement the defined standard tools and procedures of the stock management (reporting, materials and equipment).
• Checked the monthly consumption data (for consumable items)
• Prepare the monthly stock report at beginning of every month.
• Together with Storekeeper closely monitor the stock level.
• Carry out random stock check (monthly basis) and report discrepancy to the stock owners through the Logistics Manager.
• Prepare monthly and quarterly supply reports (integrated in quarterly logistic report); and submit the reports to the related project team members and Logistics Manager
• Focal person in all information related with supply operational (eg: order follow up) between capital & project team, including the pharmacy issues.
• Immediately inform the line manager and/or technical adviser of any information that has or could have an impact on Supply Chain Management.
• Check if the status of document (PO/PL, ST, RN/FM+PA) has been updated by the respected supply personnel.
• Perform any other duties as may be required from the line manager.

Requirements

• Candidates should possess an HND qualification with at least 1 year relevant work experience.