Supply Activity Supervisor at Medecins Sans Frontieres

Main Objective and Responsibility of the Position

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

MSF Section / Context-Specific Accountabilities

• Carry out data entry activities into UNIFIELD system, registering all orders, deliveries and data concerning stocks according to established procedures, and produce the appropriate, updated documents for the supply team in order to support decision making processes.
• Perform data entry of all ordering information into UNIFIELD program and create appropriate documents for ordering and receptions, ensuring that all data entered has been approved according to authorization table and MSF policy. Ensure that appropriate documentation has been received and ensuring that all data entry processes occur in a timely and efficient manner.
• Ensures all data collected and entered to databases is consistently accurate and complete.
• Perform the workflows, outgoing and ingoing, of all the related logistics documents.
• Verify correct authorization of orders and receptions in UNIFIELD.
• Report any anomalies in the database to the supervisor immediately
• Files documents according to MSF standards (Log Admin Kit).
• Ensures no unauthorized people have access to the database
• Discusses work progress with the supervisor on a daily basis, reporting to the rest of the supply team at the weekly team meeting.
• Perform routine checks of the database to ensure consistency.
• Assists the supervisor to identify any items at risk of rupturing or expiring – referring to UNIFIELD database.
• Reporting duties:
  • Identify, in close relation with the supervisor and the Supplier and according to UNIFIELD database, potential stock risks (expiring, security level stock).
  • Produce UNIFIELD reports on stock level, average expiring terms and availability.
  • Compare with the supervisor the logical stock inventory with real stock levels on a monthly basis and justify any gap.
  • Enter data and create worksheets to assist in the International Orders
  • Provide weekly and monthly format sheets for consumption and stock reports of all locations.
  • Report immediately to the supervisor of any discrepancy found in data system.
  • Report the pipeline and the ordered material received or outstanding items.
  • Sharing back order overview to departments on weekly basis as defined by the Supply Manager.
  • Overseeing and planning procurement to ensure effective local purchase is made and stakeholders needs are met on timely manner
  • Submission of the supply reporting (MSR, TSR, SMS, LSR, LRT) by the 5th of each month to Supply Manager.
  • Completion of monthly TSR analysis with Supply Manager and MTL/Dep PC to assess upcoming ruptures, expires before consumption and overstock.
  • Supervising the Supply Activity Officer and the Purchasing Officer to ensure that he/she carry out their tasks/responsibilities in the project on a day-to-day basis as specified by the line manager, ensuring compliance to MSF standards, protocols and procedures.
  • Supporting in planning their work schedule and ensuring that they are always working to meet MSF OCA SOPs.
  • Supporting the Sokoto team where necessary in preparation for an intervention, during an intervention and after an intervention to ensure MSF OCA Supply standards are maintained throughout.
  • Ensure that the pre-qualified suppliers registered business details (CAC & TIN) are updated regularly.
• Ensure that the supply filing system (hardcopy in log admin soft copy) are frequently checked every two weeks to ensure that supply filing system is in compliance with the filing SOPs

Requirements (Qualifications / Experience / Knowledge)
To apply for this role applicants MUST meet the following criteria:

• Education: Essential - Technical Diploma, in Supply Chain.
• Experience: 1 - 2 years in MSF Logistics Department, previous experience in supply chain activities related jobs
• Languages: Essential mission language. Desirable local language
• Knowledge: Computer literacy

Competencies:

• Results and Quality Orientation
• Teamwork and Cooperation
• Behavioural Flexibility
• MSF Principles and Stress Management