Supply Activity Supervisor at Medecins Sans Frontieres

Main Objective and Responsibilities of the Position

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

General 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 / MED & LOG: Planning and supervising the execution of the Warehouse and Stock Management activities in the project. 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 and liaise the coordination supply team for any procurement that is conducting in the capital or international level. 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 (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 specialty and as specified in his/her job description

MSF Section/Context Specific Accountabilities
Supply Administration:

• Responsible for supply administration, maintaining the Gummi project's archiving and unified database.
• Responsible for filing documents, correspondence, and other papers relating to supply in the project, as well as the archives.
• Keeps both soft and hard versions of all supply folders, files and binders, in MSF Log/Admin Kit.
• Responsible for the Unifield supply database, consults with the Supply Activity Officer, Purchaser regarding the update of suppliers’ data (addresses, prices, preferred items), and Store Keeper for update and verification of his respective stocks
• Analyses the standard items and compares it periodically with items regularly ordered by the project.
• In collaboration with the Logistics Manager keep track of items regularly purchased locally and advise the capital supply team on creating codes in the Unifield database.

Order Processing and Local Purchase:

• Preparing and updating schedules for regular weekly and monthly internal requests for both Medical and Non-Medical (Logistics/Administration and other Non-Medical departments) and sharing it with respective departments.
• Responsible for processing of Internal Requests by sourcing to external suppliers and MSF stocks (Med/Log) collaboration with the Supply activity officer and purchaser.
• Communicating on lead-time of requests and orders to the related departments and project and informing about any delays well on time.
• Prepares outgoing shipments according MSF supply procedures, keeping the storekeeper informed in the loop of communication for follow-up.
• Tracks all outstanding orders, freight receptions and stock replenishment for the project.
• In close collaboration with the purchaser carryout market survey for regularly, purchased big scale orders (Non-Therapeutic Hospital food, Cleaning items, Office food, Stationary) every 6 months or based on the mission policy.
• Prepare Purchase contracts for big scale purchases for the project.
• Support and suggest on the right strategy of purchase for various categories of orders; mainly non-medical local purchases to Logistics Manager.

Project Stock Management:

• Carries out random stock check together with the Supply Activity Officer, Store Keeper and Assistant storekeeper and reports the status for the Logistics Manager.
• Based on the minimum and maximum stock, forecasted monthly consumption, advice order quantity and communicates with the Logistics Manager and Medical responsible personnel to fill any gaps in time.
• Organize the monthly supply – medical meeting to analyze the med stock for ruptures, expired before consumption and overstock.
• Generates stock requests and communicates with the Supply Activity Officer, Warehouse Store Keeper/purchaser for the delivery of the goods.
• Finalize and distribute to the relevant departments a monthly stock review
• Prepares and manages expiry report from Unifield with utilization of consumptions figures provided by Medical Team.

Human Resource Management:

• Supervise 2 (two) positions i.e. Supply Activity Officer and Purchaser.
• Support the Logistics Manager in preparation of realistic job description for the staff under his her supervision.
• Conduct regular performance evaluation of the staff under his/her supervision as per MSF standard HR procedure and submit to HR department.
• Support Logistics Manager in preparing the annual evaluation plan for him/her and the staff under his/her supervision.
• The above-mentioned activities and responsibilities are not exhaustive, staff may be assigned additional or adhoc responsibilities or tasks as required by superior i.e.: to be a gap filler to cover the team member he or she supervised during absence.

Periodic Supply Reporting:

• In collaboration with the Supply Activity Officer and Store Keeper prepare and provide monthly stock reports for medical stock (MSR/TSR/SMS/LSR) for the project.
• Based on forecasted consumption, communicate potential ruptures and excess stock to the Logistics Manager.
• In collaboration with Storekeeper (Med/Log) carry out 4-monthly (4M, 8M & 12M) physical stock count for 4M narrative reporting period.
• Staff planning (Leave planning) , to minimize gaps within her/his team evaluation of staff, regular follow up of performance of all staff under his/her supervision, annual leave planning and ensure gap fill plan in the team when someone is on holidays/leaves.
• Ensures good Stock management and ordering for the stationary for the offices
• The above-mentioned activities and responsibilities are not exhaustive, and staff may be assigned additional responsibilities or tasks as required.

Requirements

• Education: Essential technical diploma, in supply chain / preferably BA degree in supply chain, or related fields.
• Experience: 1-2 years in MSF Logistics Department, previous experience in supply chain-related jobs
• Languages: Mission language (English ) and local language, essential Hausa or Fulani
• Knowledge: Computer literacy (good knowledge in computers is an asset.)

Competencies:

• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Behavioral Flexibility L2
• to MSF Principles L2
• Stress Management L3