Nigeria - Supply Manager - M/F at Alliance for International Medical Action (ALIMA)

Location: Maiduguri

The Alima Association

• ALIMA’s aim since its creation in 2009 is to provide a high standard of healthcare in situations of emergency or medical disaster and to improve the practice of humanitarian medicine by developing innovative projects associated with medical research.
• By joining us, you will integrate a young and dynamic organization and contribute to its associative development as well as its operational impact on the field. As Head of Mission, you will have the opportunity to manage challenging and innovative medical programs in the line of ALIMA’s values and objectives while bringing your humanitarian experience.
• Since its creation, the association and its partners have successfully developed in line with the increase in humanitarian medical needs, especially in Western and Central Africa: 650,000 patients treated in 2015 including over 48,000 hospitalizations, new governance between the partners of the medical NGO platform in the Sahel, new innovative approaches and operational research projects. With operations in nine countries, 17 projects + 7 research projects, over 1,300 employees and a budget of €35 million in 2016, ALIMA is a dynamic NGO, effectively deploying medical aid for the most vulnerable.

Mission and Main Activities
Define Supply Strategies:

• Coordinate the implementation of an efficient mission supply chain in accordance with ALIMA protocols and standards.
• Organize and follow up the national and international supply chain of the missions.
• Ensure support to the field and coordination in regards with supply chain management.

Functional and Hierarchical Lines:

• S/he answers to: the Logistics Coordinator
• S/he manages: Clearing officer/purchaser/supply supervisor, the Store Keeper, the labourers
• S/he collaborates with: all the logistics, medical and administrative managers and the coordination teams
• S/he visit regularly the field for support.

Mission and Principal Activities
Supply Strategy of the Mission:

• In relation with the Logistics Coordinator and the pharmacist, defines and ensures the implementation of the overall supply procedures, of an efficient supply administration and provides adapted tools to support the different supply activities.
• Offers a permanent technical support to the supply team(s) as well as to all other departments in the mission (Fin, Med, Admin, etc).
• Validates the use of the supply related third parties (suppliers, transport companies, freight forwarders, etc.) proposed by the Purchaser/Procurement Officer, Logistics Manager, together with the technical referents when needed.

Follow up of Activity and Definition of Objectives:

• Describing and analysing his activity in its environment
• Compiling and analysing quantitative logistics statistics (consumption, stocks, distributions)
• Drawing up the logistics parts in reports for Supply activities.
• Identifying the local actors impacting the supply chain: local authorities, NGOs, service providers, suppliers. Creating or maintaining good working relations with these interlocutors
• With the Logistics Coordinator, deciding on the new supply needs for the projects.
• Carrying out occasional trips to the field for evaluations and providing supply support.
• Participating in discussions on the running of the project and the definition of objectives.
• Making suggestions on supply strategies to the country’s Logistics Coordinator: choice of transport, storage policy, types of agreements, etc.

Implementation of Programmes
Following up international supply:

• Following up arrivals
• Following up customs clearance procedures
• Following up procedures for closing exportation/importation files
• Focal contact person for the Customs Clearing agent(s)/transit agent(s) and the transporter(s)
• Audit, validate and approve invoices after authorisation from the Logistics Coordinator

Managing field Orders:

• Centralising field orders after approval from the Logistics Coordination
• Working in close collaboration with the Medical Coordinator and the Logistics Coordinator for the medical orders
• Referring to the coordination for the supply options (national, regional, international)
• Coordination order processing after approval (purchase, stocks, etc.)
• Coordinating reception and dispatch (storage in transit, re-dispatch)
• Following up orders (overview of outstanding balances, etc)
• Sharing information on order follow up with the project/field
• Informing and supporting the Logistics Coordinator on procedures and field orders (frequency, nature, etc.)

 Stocks:

• Supervise the stock management of the capital, organising the re-supply of the stock for national and regional items
• Receiving international orders in collaboration with the Logistics Coordinator
• Following up international items in stock and keeping the Logistics Coordinator informed so he/she can place an international

Local Purchasing:

• Checking that ALIMA procedures for national purchase, local orders and requests for quotes are followed (if purchases are over a pre-define

Dispatching/Receiving:

• Being the reference person for choosing the most adapted means of transport (air, road, sea, rail)
• Supervise dispatch and its follow up
• Checking that dispatch goes smoothly right up to arrival in the field: timeframes are respected; transport for the material is in good condition. Requesting the field to give feedback on the state of items on reception
• Approving transport invoices
• Supervise the reception and dispatch of material from and to the field

Compiling Statistics/Networking Update:

• Carrying out data collection concerning other organisations, suppliers and transporters (contacts, prices , reliability)
• Checking the data is correct (updating the suppliers’ list and price list, etc.)
• Carrying out regular market studies
• Carrying out purchase contrast of strategic Services and items (Car renting, Fuel, Stationnary, WASH products, equipment maintenance and service…..)
• Being in contact with the suppliers and drawing up suppliers contracts with the Logistics Coordinator

Budget:

• Estimating purchase and transport budgets for the monthly cash requests, budget revisions and annual budget

Human Resources Management
Team Composition:

• The supply manager will supervise following all staff belong to supply unit in Nigeria
• In collaboration of the LogCo, define the required Human resources setup for his activity and drawing up job descriptions
• Organising the recruitment of personnel for his activity (with the support of the HR Coordinator)

Managing the Team:

• Organising and supervising the work of his team members
• Leading and organising regular team meetings
• Organising the circulation of information within his team

Individual Reviews:

• Carrying out annual individual reviews of staff under his supervision

Ongoing Training:

• Defining the training needs of his team with the project objectives
• Participating in the training of his team by accompanying individuals in their work

Experience and Skills

• Essential, working experience of at least two years in relevant jobs and previous humanitarian experience in ALIMA or other NGOs in developing countries, managing large teams. Desirable previous experience in emergencies
• Relevant experience on the job (Supply manager) with the same volume
• Good knowledge of procedures for donors such as ECHO, OFDA, Unicef
• You have qualities of diplomacy, flexibility, organization and reactivity You are able to work under pressure, live in tense security context and do not have problems to travel frequently
• Languages: English is mandatory (written, read, spoken), French, Hausan or Kanuuri is an asset.

Conditions

• Contract term: contract under French law, 6 months, renewable.
• Salary: depending on experience + per diem

ALIMA Pays For:

• Travel costs between the expatriate’s country of origin and the mission location
• Accommodation costs
• Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee and family
• Evacuation of the employee.