Supply Officer at Alliance for International Medical Action (ALIMA)

Management lines: 

• Report to (Direct): Logistic Manager
• Report to (Functional):  Mission Supply and Logistic Manager
• Staff Reporting to him:  None

MAIN OBJECTIVES AND RESPONSIBILITIES

Primary Objectives:

• Organizing and supervising the daily supply chain activities and the teams associated, in the project level, according to ALIMA protocols and standards in order to ensure the optimal running of the project.
• Planning and supervising the project supply, following the associated administrative procedure, purchase cycle processes and procedures, clearance and transportation according to ALIMA protocols and procedures in order to facilitate the smooth functioning operation of the mission’s supply chain that ensures efficiency, accountability and transparency with integrity.

Responsibilities:

Order Process:

• Ensures and facilitate the smooth running of supply administration, audit internal requests (IR), order to be in compliance/respect supply process and procedures. Assist in proposing corrective measures or adjustment where necessary.
• Manage the documents archive (correct filing and archiving of the supply documentation), ensure supply database integrity and reliability; and guarantees the availability and the coherence of supply data.
• Processes all orders and requests, communicates regular feedback on their order status to backorder, leads time, etc and report problems to his line management.
• Communicate with  suppliers on order status, claims and payment and reports challenges to line management.

Local Purchase

• Coordinate and supervises administrative procedure relating to purchase orders, from IR reception through the complete order cycle management.
• Perform and coordinate administrative procedure relating to purchases, verifying the compliance with ALIMA standards and protocols.
• Prioritize the purchase planning with log manager.
• Regularly assesses the market for new suppliers to meet ALIMA’s recurrent needs in the time frames. Negotiates prices and proposes new suppliers for validation.
• Develops and maintain good relations with different suppliers in order to ensure a stable supply of goods in the mission.
• Collect quotation and submits such to manager prior to order processing in accordance with ALIMA purchasing policy.
• Create and manage a supplier list and price list in the mission under the supervision of the line manager. Responsible for updating “Supplier List, Price List” data to depict: price, availability, quality, and lead-time.
• Ensure the timely closing of purchases with Finance Department on time.

Stock management:

• Support the store keeper on stock management (inventories, different follow up).

Freights/ waybills:

• On the supervision of the logistics Manager, s/he is responsible for the reception of all freights and delivery to ALIMA warehouse. Is responsible of the preparation of waybills documents when sending out of the project.

REQUIRED SKILLS AND QUALIFICATION

• Education: A Bachelor degree in supply/business management/transportation/logistics. Technical diploma in supply chain management in essential.
• Experience: 1-2 years of supply and or freight logistics experience in supply chain related jobs.
• Language: Be fluent in spoken English, with good writing skills, local language skill is preferred. 
• Knowledge:  Computer literacy- basic MS-word and Excel spreadsheet.
• Competencies:  Result oriented, teamwork, flexibility, commitment and stress management.

CONDITIONS

• Contract term: contract under Nigeria Law.
• Salary: According to ALIMA function grid.