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

MAIN MISSIONS:

• The Supply Manager, in collaboration with the Logistics Coordinator is responsible for the proper designing, planning, and implementation of the supply chain in the mission/country, ensuring the achievement of the objectives set at the mission Level.
• To support Country Mission, in ensuring timely arrangement of different project commodities i.e. goods, drugs, and services to Support ALIMA intervention in North East Nigeria.
• Ensure Supply support to the mission in Coherence of ALIMA standard Procurement procedures & Donor Financial requirements.
• Understand the Nigerian Government customs & import procedures, IDEC & NAFDAC procedures, and insure our supply strategies are aligned accordingly.

MAIN ACTIVITIES:

International & local Supply Management:

• He/she is responsible project Procurement planning, in close connection with the Logistics Manager of the project office, Pharmacy Manager, Medical Coordinator, and Logistics Coordinator;
• He/she is responsible for maintaining procurement tracking sheets (local & international), updating and sharing with relevant departments;
• He/she will ensure that Donor & ALIMA procurements requirements, procedures and guidelines are respected in all ALIMA procurements;
• He/she will follow up international supply during all the process, before arrival or in customs, being responsible for preparing and providing all necessary documents (customs clearance, transits, etc.) on time;
• He/she is responsible for execution of procurement of local supply process through coordination office, to be timely purchased and delivered to the project office on time;
• Ensure that local purchase of supply is done as per ALIMA Procurement guideline, specifically ensuring the quality of goods/supplies and best value for money;
• Market intelligence with due diligence to ensure that ALIMA is paying according to prevailing market prices;
• He/she is responsible to critically review the prices to have effective cost control in the procurement of supplies/goods and equipment for the project;
• He/she is responsible holding an Open market competition to select suppliers and sign a framework agreement for different recurring supplies;
• Maintains a Supplier Database at the mission level, with all relevant information, including their contacts details and market of supplies;
• Maintains price list of different project commodities at the mission level, and evaluating the price on quaterly basis;
• Maintains regular contacts with suppliers and regularly re-evaluate the market in order to get the best quality, prices and service possible;
• Ensures that all in local Procurement, ALIMA procurement procedural compliance is respected and adopted as per the threshold of the accumulative cost of specific supplies/goods and equipment. Checking that ALIMA procedures for national purchase, local orders, and requests for quotes are followed (if purchases are over a pre-defined amount);
• Prepares tender documents & call of quotation for any supplies needed;
• Having regular field visit to support the Field Logistics & Supply for implementation of ALIMA procurement guidelines/rules and regulations.

Orders/Requests of Supplies:

• Being a focal person of supply at the mission level, processing all request in close coordination with Logistics Coordinator/Medical Coordinator in case of technical medical equipments;
• Works closely with the Field Coordinator, Logistics Managers in the field, in relation to processing their request of supply/service good;
• Works in close collaboration with the Medical Coordinator and the Logistics Coordinator for the medical orders & non-medical local & international order;
• Works in close cooperation with the Finance department on forecasting of the budget required for different local medical & non-medical supplies. Review all payment case before submission to Finance department, to ensure ALIMA financial and procurement compliance is respected;
• Coordination & communication with suppliers for placing the Orders after approval of procurement, as per ALIMA validation table;
• Follows up on Backlog of different orders with HQ & sharing the updated order follow up a sheet of international & local orders with relevant different and staff on a weekly & monthly basis;
• Works in close collaboration with customs clearing agents and freight forewarders for effective supply chain process & order management.

Emergencies:

• Participates in any emergency activity or exploratory visit in or out of the ALIMA area of work, being prepared to intervene directly if needed and assume the management of all supply activities and staff.

Team management:

• Defines and updates job profiles and descriptions of all supply chain related staff;
• Participates in the selection, follow up and evaluation of all staff under his/her direct supervision;
• Trains the staff on supply chain standards & administrative procedures of Shipment Custom clearance;
• Reinforces skills of all supply chain staff;
• Undertakes regular evaluations of staff team under his/her direct supervision;
• Promotes communication and active participation of all staff under his/her supervision.

Reporting:

• Sharing of weekly reports for both International and Local procurements to Field Staffs;
• Participates in monthly reports according to guideline, i.e. International and local procurement updates, procurement planning, etc. together with the Logistics Coordinator;
• Carries out regular market surveys and makes them available to program staffs;
• Informs the Line Manager of any problems that might be linked to work of supply staff.

SKILLS and EXPERIENCE:

Experience:

• Education: Essential university or technical school diploma, desirable supply related studies
• Languages: Mission working language essential
• Experience:
  • Essential working experience of at least two years in supply chain activities related jobs
  • Desirable working experience with ALIMA or other INGOs
  • Desirable working experience in developing countries
• Knowledge: Essential computer literacy (Word, Excel and Internet)

Languages:

• Fluency in English (written and spoken), and at least two local languages (Hausa, Kanuri, Yoruba)
• French is an asset