Supply Chain Specialist at Malaria Consortium

Donor title: Supply Chain Expert
Department: Management
Length of contract: 5 years
Grade: 9
Travel involved: Yes
Reporting to:Senior Health Systems Strengthening Advisor
Dotted line manager: Commodity Manager
Indirect reports: State Supply Chain Officers

Country and Project Background
Malaria is highly endemic in Nigeria and it remains one of the leading causes of childhood and maternal morbidity and mortality in the country. Nigeria is deeply committed to making progress towards the achievement of the Sustainable Development Goals and it recognizes the fact that, without firm efforts to control malaria, achievement of the targets related to child mortality, maternal mortality, and reducing the burden of communicable disease will not be possible. Malaria therefore constitutes a significant development challenge for Nigeria. Interventions for reducing malaria burden in the country are documented in the national malaria strategic plan with Government taking the lead in its implementation with the support of all the RBM partners.

The DFID funded and Malaria Consortium led malaria programme, SUNMAP, provided significant support to the development of the latest Nigeria National Malaria Strategic Plan covering the period 2014 to 2020. SUNMAP2 has been designed to strengthen the management and technical capacity of the government and other key actors to drive the implementation of this plan and achieve its ambitious targets. This will translate in technical support embedded in Nigeria’s National Malaria Elimination Programme in the first years of the programme in the key areas of programme management and evidence generation and use and capacity building across all programme outputs and ultimately reducing Nigeria’s Malaria burden and strengthening the government of Nigeria’s malaria control system to ensure long term sustainability.

Job Purpose

• Manage the SuNMaP2 project supply chain activities in line with organizational and project objectives and donor’s expectations and guidelines.

Scope of Work

• The Supply Chain Specialist will ensure effective pipeline and inventory management to enable on-time delivery at value for money of all commodities for which Malaria Consortium is responsible, including those passing through partner supply chains, and avoid stock outs, with all documentation correctly completed and filed.
• S/he will lead in the procurement of project medicines and commodities either via direct procurement or procurement through Malaria Consortium or the donor’s procurement agent.
• S/he will be accountable for the effectiveness of Ministry of Health and implementing partner supply chains, ensuring on time delivery and no stock outs, providing capacity building and conducting spot checks as required.

Key Working Relationships:

• Provide design input and updates to the Project Management Team
• Work with project staff (State Service Delivery Officers and Supply Chain officers) and partner’s focal points to ensure accurate quantification from fit for purpose data collection and monitoring systems, and an optimised distribution network
• Malaria Consortium Country Commodity Manager on Supply Chain approaches and organisational processes
• Country Commodity Manager and Technical Committee’s for validation of materials and approaches
• Malaria Consortium and donor procurement agents

Key Accountabilities
Supply Chain Management (35%):

• Collate information and produce timely stock reconciliation reports on a monthly basis for all stock within supply chains where the project is accountable
• Work with project staff, MOH and partner staff to ensure forecasted needs are timely and accurate, and produce requisitions to ensure stock outs are avoided in all Malaria Consortium, MOH and partner locations
• Monitor, with supervisory visits and documented spot checks, inventory storage and movement records in all warehouses which hold stock for which the project is accountable (including pharmaceutical good storage and good distribution practices)
• Investigate any losses and ensure that relevant people are held to account for such losses, and that lessons are incorporated into ongoing supply chain processes
• Ensure setup of Malaria Consortium stock management procedures and processes for commodities for which Malaria Consortium is responsible
• Ensure that all stock for which Malaria Consortium is accountable for is tracked within Malaria Consortiums inventory tracking system (MS Dynamics NAV)
• Review, design and implement, with project team approval, stock management processes and systems in MOH or third party commodity warehouses where Malaria Consortium is accountable.
• Provide input into the review of national stock management and LMIS processes and guidelines

Capacity Building (30%):

• Work with the Country Commodity Manager to design training material on good storage and good distribution practices, tailored for Malaria Consortium staff, MOH and partners
• Work in a collaborative way with relevant stakeholders to revise MOH and partner supply chain management processes when required, ensuring input and agreement from all stakeholders before finalisation
• Provide capacity building support to Malaria Consortium staff, local partners and MOH staff on procurement, freight, warehouse and inventory management processes, documentation and data management (including procurement, quantification, requisition and delivery processes)
• Provide input into the National Procurement and Supply Management Strategy if required under a Malaria Consortium project

Commodity Sourcing and distribution (20%):

• Develop procurement plans for the project, including commodity quantification and distribution plans using correct assumptions and best practices.
• Plan, source (directly or via donor/MC procurement process or MOH/partner resources) and manage the delivery of all commodities (drugs, medical supplies and equipment, etc.) where Malaria Consortium is responsible
• Ensure that all procurement is done within Malaria Consortiums automated procurement system, MS Dynamics NAV
• Manage all import processes and documentation for commodities when needed.
• Support project distribution planning and execution to ensure all stock are received on time at distribution points, and all stock is recorded during the distribution, and reconciled within 1 week of a distribution
• Participant in MOH and partner quantification and procurement planning including development of the distribution plans for both routine and campaign commodities and materials from national to the community levels where Malaria Consortium is accountable.
• Regularly collect, collate and analyse value for money parameters and recommend areas of efficiency gains for Malaria Consortium and stakeholder supply chain

Leadership (15%):

• Represent and promote Malaria Consortium Nigeria as a quality partner and specialised technical agency where appropriate.
• Support managers with transitioning between operational structures and strategies (i.e. opening, expansion, down-sizing and closing offices and projects).
• Work with HQ, country office and project managers to resolve relevant outstanding audit findings and support offices to improve overall compliance with organisational policies.
• Maintain regular contact with field offices to ensure issues and concerns are identified and resolved pre-emptively, making regular field visits to support this
• Ensure all relevant Malaria Consortium policies and processes are complied with, including in relation to procurement, inventory and warehouse management, anti-fraud, anti-bribery and anti-corruption and conflicts of interest.

Person Specification
Qualifications and Experience:

Essential:

• Extensive experience in importing health commodities (including medical and nutrition supplies and pharmaceuticals) in Nigeria
• Educated at a Bachelors level in relevant discipline or equivalent professional experience.
• Supply Chain and/or Procurement Qualification (e.g. Supply Chain Masters or CIPS)
• Demonstrated success as a supply chain manager within regional or national environment.
• Strong knowledge of WHO Good Storage and Good Distribution Practices
• Experience with managing pharmaceutical supply chains

Desirable:

• Experience working in an international NGO
• Familiarity with DFID procurement processes
• Knowledge of global health sector.
• Diploma or Bachelors in Pharmacy

Work-based Skills:

Essential:

• Working knowledge in contract negotiation and management.
• Hands-on leader who is a strong motivator.
• Strong proficiency with using MS Excel and data analytics
• Up to date knowledge of best practice using advanced inventory management tools.
• Experience in designing, writing and implementing training material.

Core Competencies     
Delivering Results:

LEVEL C - Supports others to achieve results:

• Puts Displays a positive and enthusiastic approach and is not deterred by setbacks, finding alternative ways to reach goals or targets.
• Supports others to plan and deliver results.
• Supports others to manage and cope with setbacks.

Analysis and use of information       
LEVEL D - Analyses the external environment confidently

• Generates a range of policy options and appraises them based on the internal and external evidence
• Develops ways of applying new knowledge and ensures lesson-learning with self and wider team
• Analyses the significance of external events and situations for Malaria Consortium

Interpersonal and communications:       
LEVEL C - Adapts communications effectively

• Tailors communication (content, style and medium) to diverse audiences
• Communicates equally effectively at all organisational levels
• Understands others’ underlying needs, concerns and motivations and communicates effectively in sensitive situations
• Resolves intra-team and inter-team conflicts effectively

Collaboration and partnering:       
LEVEL C - Builds strong networks internally and participates actively in external networks and think tanks

• Builds strong networks internally
• Participates actively in external networks and/or think tanks
• Engages with relevant experts to gather and evaluate evidence
• Shares and implements good practice with internal and external peers

Leading and motivating people       
LEVEL C- Effectively leads and motivates others or direct reports.

• Gives regular, timely and appropriate feedback,
• Acknowledges good performance and deals with issues concerning poor performance
• Carries out staff assessment and development activities conscientiously and effectively
• Develops the skills and competences of others through the development and application of skills
• Coaches and supports team members when they have difficulties

Flexibility/ adaptability:       
LEVEL C - Supports others to cope with pressure

• Responds positively to change, embracing and using new practices or values to accomplish goals and solve problems and supports others to do the same
• Adapts team approach, goals, and methods to achieve solutions and results in dynamic situations
• Sets realistic deadlines and goals for self or team

Living the values:       
LEVEL C - Acts as a role model in promoting Malaria Consortium’s values

• Champions and takes ownership of corporate decisions, values and standards and ensures team members implement them in a positive manner
• Acts as role model internally and externally in promoting Malaria Consortium’s values
• Is accountable for ensuring that cultural awareness is demonstrated across the area (s) they manage

Salary
Competitive.