Medicins Sans Frontiers - Holland Supply Activity Supervisor

Medicins Sans Frontiers - Holland Supply Activity Supervisor


Job Id: 200137

Category: Logistics, Transport and Supply Chain Location: Hitsas, Tigray
Career Level: Junior Level (1+ - 2 years experience)
Employment Type: Full time
Salary: 15,556.00 ETB

Job Description

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 in Ethiopia currently operates in five projects (North Gonder, Abdurafi project, in Tigray-Hitatse project, in Somali region- Wardher project, in Gambella region; Kule and Nguenyyiel project with diversified workforce.

Main Purpose/Job Summary :-

Planning and supervising the execution of supply activities in the project for one or more areas of the supply programme (Warehouse, Procurement, Transport and Customs, etc.) according to MSF protocols and standards in order to ensure the optimal functioning of the mission

Accountabilities

  • Ensuring an effective running of the supply activities in the project on a day to day basis as specified by the line manager, ensuring compliance to MSF standards, protocols and procedures. The activities can include one or more of the following areas:

  • Warehouse: Planning and supervising the execution of the Warehouse and Stock Management activities in the project or capital ensuring sufficient stock for the effective functioning of the supply activity to avoid stock ruptures, losses and excess stocks in the mission, controlling and monitoring the medical and non-medical stocks and assets and ensures that storage is carried out under optimum conditions.

    Procurement: Planning and supervising the procurement activities in the project or capital ensuring an efficient and on-time purchasing.

    Transport and Customs: Planning and Supervising the execution of all activities related to an efficient clearance and shipment of goods in the mission ensuring the clearing and the transport of medical and non-medical goods of the mission

    Other supply activities:

  • Communicating with customers, keeping them up to date concerning their order status and prioritizing procurement and transport according to their needs

  • 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

  • Ensuring smooth running of administration and procedures related to his/her supply activity(ies)

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

    MSF Section/Context Specific Accountabilities

  • Ensure proper stock management in the project is followed according to the MSF OCA standards.
  • Full responsibility to ensure monthly stock report is done on time after a proper stock count and submitted to supply manager.
  • Full responsibility for maintaining all supply administration as per the log admin kit for the MSFH-Ethiopia mission.
  • Full responsibility for the “supply” database. Consults the purchaser regarding the update of suppliers’ data (addresses, prices, and preferred items),
    vEnsures proper filing of documents, correspondence and other papers relating to supply in the mission,
    as well as the archives are done according to MSF OCA standards.
  • Full responsibility to analyses the database of standard items and to compare it periodically with items regularly ordered by the departments. Notes the items regularly purchased which have no code, and suggests the creation of local codes to the line manager.
  • Ensures purchaser updates local prices by supplier and by group of items regularly.
  • Provides local prices of items available on the local market and put on Unifield.
  • Full responsibility… Maintains “Unifield” with collaboration of the purchaser, storekeepers, supply officer and supply manager.
  • Full responsibility… Provides monthly reporting to the supply manager on supply issues using the standard mission templates.
  • Shared Responsibility with store keeps… Makes sure all necessary documents are received from capital supply team to facilitate Unloading and enough space in stores, informs on time storekeeper.
  • Full Responsibility… Give copy of incoming cargo manifest to Line manager, Medical supply person, storekeeper and Tech Log.
  • Full Responsibility… In consultation with your line manager approach suppliers, negotiates, and prepare purchase contract. When necessary, compiles the call for tender files, with the help of the purchaser, follows the files according to the procedure through to the final decision to purchase, and establish contract, if necessary.
  • Shared/Partial Responsibility… Communicate with local suppliers for status of purchase orders, claims and/or complaints.
  • Full Responsibility… Ensure that the purchaser is purchasing items following the MSF standard specification.

    Reporting:

  • Full responsibility to produce monthly Order overview per category (Medical and non-medical) for the project and submits to Log manager.
  • Shares responsibility to compile local purchase overview and stock report at project level is done on time and Submits to Log manager
  • Full responsibility to compile Total Stock Review and Stock Reports are submitted monthly to supply manager.
  • Ensures that standard MSFH –OCA templates for supply reporting.
  • Provide supply information to Capital when required.
  • Share responsibility with the Log manager to prepare the 4M indicators
  • Liaison/links with other departments and counterparts reporting relationship and coworkers
  • Works in close cooperation with the supply team to perform the daily/weekly Log management tasks as needed.
  • Review all department requests for availability and approval of dept supervisor; ensures order request has been delivered.
  • Monitors the performance/output of the stock by using Key Performance Indicators (KPI’s)

    Reports to Logmanager

  • Medical cover: as per the organization policy

  • hardship allowance :As Per salary scale

  • Relocation allowance-ETB 4,000

    Job Requirements

    Education

  • Essential technical diploma, in supply chain

    Experience

  • 1-2 years in MSF Logistics Department, previous experience in supply chain activities related jobs

    Languages

  • Mission language essential; local language desirable.

    Knowledge

  • Computer literacy

    Competences

  • Results and Quality Orientation L2

  • Teamwork and Cooperation L2

  • Behavioural Flexibility L2

  • to MSF Principles L2

  • Stress Management L3

    How to Apply

    Interested applicants shall submit their non-returnable up to date CV and application letter including photocopies of all supporting documents) to the address given below:

    1-Coordination address:

    HR & Administration Department, MSF Holland P.O. Box 34357 Addis Ababa Ethiopia or
    On-line: www.ethiojobs.net, or deliver at hand in MSF Holland Office, Addis Ababa Yeka Sub City, Woreda 7, Kebele 11/12, House No. 605 Balderas (in front of Levi Building)

    Medicins Sans Frontiers - Holland Supply Activity Supervisor

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