Job Opportunities at Medecins Sans Frontieres

Main objective and responsibility of the position

• Implement general administrative procedures in order to ensure documentary traceability as well as com-pliance with local labour and fiscal regulations, under the HR Coordinator’s supervision.

General Accountabilities

• Following the HRCo’s instructions, supervise that the internal regulations are followed in the mission in order to ensure both tax and labour regulation compliance
• Support recruitment activities ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.
• Inform all the new staff on Staff Regulations, HR policies and regulations and/or living conditions in order to facilitate staff integration and their security.
• Execute, under the HR Coordinator supervision, employee contract related activities (file opening and formal documentation archiving, personal data updating, amendments, termination dates supervision, etc.) in order to ensure legal compliance.
• Present and explain contract terms and the content of Internal regulation (rights and obligations) to newly recruited personnel in order to ensure legal compliance and local integration.
• Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on time payroll payment.
• Supervise the payroll process, checking the list of employees and amounts payable (variable pay, taxes, social securities contributions, etc.) in order to ensure accuracy and on time payroll payment.
• Follow-up cost of living on a regular basis.
• Register applicants to training activities and help the HR Coordinator to evaluate the results in order to improve return on training expenditures.
• Support the HR Coordinator to draw up annual holiday planning in order to schedule staff shifts and cover operational needs.
• Supervise project budget execution in order to detect deviations and recommend corrections.
• Following up of all expiring National Staff definite contract dates and inform the Personnel Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative
• Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project HR Manager in translating documents into local language and assisting in meetings upon request.
• Additional HR/ Admin tasks delegated by the PAM.

MSF Section/Context Specific Accountabilities:

Administration:

Supervision and management of domestic staff (Cooks, Cleaners & Nanny) at Coordination (offices and houses).

• Manages leave of absences, ensures replacements.
• Prepares evaluations and follows up on performance.
• Management of household items and office supplies (including drinking water, coffee, tea) in liaison with the logistics department, arranging of expat food & meals (quantifies and quality), ensures cleaning material and household items are maintained at required levels.
• Ensures and monitors office and houses are clean (monitoring of laundry at expat houses is included)
• Reports maintenance needs to relevant department/people.

Archives

• Responsible for personnel file archives
• Responsible for recruitment file archives

Recruitments

• Support the recruitment process with posting and dissemination of vacancy announcements

Personnel Information and Contracts for the mission:

Personnel Information:

• Maintenance of MSF Homere staff database;
• Maintenance of employee files (hard copies and electronic).
• Execute contract related activities (file opening and formal documentation archiving, personal data updating, amendments, termination dates, filing etc.) ensuring legal compliancy and MSF norms and standards.
• Printing of Staff Identification cards;
• Support to projects with respects to HOMERE and other administrative queries.

Contracts for Coordination staff

• Enter all new hires in Homere
• Prepare employment contracts
• Monitor end of contract dates, change of contracts, special payments, allowances
• Generate payslips

Compensation and Benefits for the mission:

• Medical Insurance
  • Ensure documentation is complete for subscription for medical insurance coverage;
  • Follow up with Coordination and projects that documentation has been received for additions to medical insurance.
  • Circulate beneficiary list of the insurance company to Coordination and projects to ensure lists are accurate and updated.
• Support onboarding of new staff in coordination during briefings (i.e.: social benefits)

Requirements

• Education: Business administration, management, finance or related degree is desirable.
• Experience: Essential: previous working experience of at least two years
• Desirable: Experience in MSF or other NGOs in developing countries.
• Languages: Very good command of English language is essential; Local language desirable
• Knowledge: Computer literacy (word, excel, internet, Homere) is essential.
• Competencies: Commitment to MSF Principles, Behavioural Flexibility, Stress Management, Results and Quality Orientation, Teamwork and Cooperation.

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Main Purpose

• Assisting the pharmacy storekeeper in ensuring the proper general functioning of the central pharmacy and the supply to other field pharmacies, according to MSF protocols, standards and procedures in order to keep pharmacy stock above security level.

Main Duties and Responsibilities

• Maintaining the adequacy of storage and hygiene conditions of pharmacy according to MSF protocols.
• Participating in physical inventories and organization of stock according to MSF recommended storage guidelines.
• Participating in preparing and sending to the different health structure (packaging, transport…). If working as a dispenser, verify with prescriber in case of unclear prescription or difference from standard protocols, and that patients are counselled appropriately regarding their prescribed treatments
• Participating in the reception of supplies
• Ensuring that no material is taken without authorization and that the security regulations of the pharmacy are respected.
• Reporting immediately in case of robbery/damage of medical equipment or medicines. Taking actions to avoid or prevent the robberies and damages on the equipment.
• Updating stock cards and informing the stock manager as soon as an item reaches the minimum or maximum threshold or is about to expired.

MSF Context Specific Accountabilities:

• Support to ensure optimal storage condition in terms of hygeine, organization, storage capacity, and recommended temperature
• Responsible for all movements and storage of controlled drugs (narcotics, psychotropics and precursors)
• Follow-up of stock level at the intermediate pharmacy by preparing a list of items to replenish, informing the project pharmacist of any change in consumption trend
• Responsible for checking/inspection of monthly order reception from intermediate pharmacy
• Supports ordering process from the end user units (ensuring ordering SOP is followed, tally sheets and daily register are filled)
• Participates in pharmacy meetings
• Any other duties assigned by the supervisor in line with the pharmacy activity.

Minimum Required Skills and Qualifications
Education:

• Diploma or HND in health sciences or related filed is desirable.
• Certification in Pharmaceutical Logistics, Inventory Management, or Supply Chain Management is an added advantage.
• Experience
• Knowledge of MSF protocols or experience working in a humanitarian/NGO medical setting is desirable.

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Main Purpose

• Execute the pharmacy/medical warehouse storing activities in order to keep pharmacy stock above security level and following recommended conditions (temperature, humidity, etc.) under the supervision of the Pharmacy Supervisor, and in collaboration with the logistics team.

Main Duties and Responsibilities

• Supervising material orders and dispatching in order to ensure rational use
• Receiving orders and deliveries, identifying potential disparities against cargo manifest or others and reporting them, and stores materials in accordance with the system in force, in order to ensure continuous availability. It includes:
• Ensuring good storage conditions of all medical items in the pharmacy in accordance with pharmaceutical standards in order to ensure continuous availability.
• Ensuring correct fill in entries on the stock cards and software.
• Carrying out or participating in regular inventories including EPREP stock.
• Following up stock levels with regards to alarms thresholds, stock out, expiry dates and drugs to expire in the following 6 months.
• Preparing orders of the different consumption units (departments, wards, others), ensuring proper packaging and dispatching and reporting any anomalies or changes in consumption patterns to the Pharmacy Supervisor. Informing Pharmacy Supervisor as soon as stock reaches alert limit.
• Controlling warehouse facilities in order to ensure materials are kept in good keeping conditions, it includes:
• e.g. Monitoring temperature in the warehouse and ensuring that products requiring cold chain are suitably stored and transports received, stored, and prepared and transported appropriately according to MSF Supply and Cold Chain protocols.
• Ensuring cleanliness of premises (stock pharmacy) and in close collaboration with the logistics department, maintaining refrigerating equipment.
• Controlling warehouse limited access to authorized personnel and ensuring doors and other exits are secured. Immediately informing the line manager of any problems arising in the course of the work, particularly with regards to damage, loss, attempted break-ins or theft in the warehouse.
• Ensuring that items to be quarantined (on-going quality alerts) or to be placed in quarantine zone (batch recalls, expired or damaged items) are removed from the stock and safely locked.
• Following up stock levels with regards to alarms thresholds, stock out, expiry dates and drugs to expire in the following 6 months.
• Preparing reports and passing it to the supervisor.

MSF Context Specific Accountabilities:

• Participate in preparation and estimation of the medical supplies (hygiene, PPE, medication, equipment) for end user units
• Building the capacity of the Ministry of Health (MoH) / MSF staff to manage the pharmacy
• Collaborate with the rest of the medical team in updating/adapting pharmacy tools
• Ensure cleanliness and optimal organization of the intermediate pharmacy for better visibility and traceability (shelves properly labelled, items arranged according to families, designated areas for quarantine/expired items/etc.)
• In the absence of the Pharmacy Supervisor, will do encoding/recording of item movements (reception of medical items from Central Warehouse, Order replenishment for EUU, expired/damaged items)
• Sends stock backup by the end of the month to pharma supervisor
• Any other duties assigned by the supervisor in line with the pharmacy activity

MinimumRequired Skills and Qualifications
Education

• Diploma or Degree in Pharmacy, Pharmaceutical Technology, or a related Health Sciences field is essential.
• Proficiency in pharmaceutical stock management systems is preferred.
• Familiarity with MSF pharmaceutical guidelines and cold chain management standards is highly desirable.
• Certification or training in Inventory Management, Supply Chain, or Pharmaceutical Logistics is an added advantage.

Experience

• Essential previous experience of at least 2 years in similar or relevant positions.
• Desirable previous experience in MSF or other NGOs in developing countries.
• Demonstrated experience in maintaining regulatory compliance, conducting physical inventories, and managing expiry tracking.
• Hands-on experience with medical inventory systems and cold chain logistics

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Main Purpose

• Ensuring general functioning of the Zurmi Central pharmacy and supervising pharmacy supply chain processes in accordance with MSF standards, protocols and procedures, in order to ensure its efficiency and operating availability.

Responsibilities

• Ensuring storage, stock management and supply processes, as well as hygiene and security procedures, tools, and protocols (controlling pests and rodents), implementing appropriate quality controls and records, in order to ensure good storage conditions (temperatures, humidity and light exposure) and availability of drugs and medical material, according to MSF protocols, national regulations and in cooperation with the logistics department.
• Doing the deliveries, receptions and recording of regular’ orders and the exceptional orders, in close coordination with the logistics department, updating stock files and informing Project Pharmacy managers on their status (shortfalls, over-stocking, expiry dates), in order to permanently ensure security stock levels and ensure efficient management of stock.
• Supervising orders of drug and medical material in order to ensure an efficient and appropriate consumption pattern under budget constraints.
• Ensuring efficient supply of the end user units supported according to the orders and stocks and using cold chain when needed. Monitoring and analyzing orders of end user units in order to avoid ruptures of stock or having expired drugs.
• Supervising, with the HR department, the associated processes (sizing, staff shifts, recruitment, training, performance evaluation, development and internal/external communication) of the pharmaceutical team and the nursing staff, in order to ensure both the sizing and the amount of knowledge required and to improve their dispensing capabilities.
• Recording all items received and issued in Isystock and reporting on drug consumptions and medical equipment dispensed according to protocols, informing on unusual patterns as well as forecasting future needs, in order to rationalize the budget and to ensure availability.
• Assisting in the training of nursing staff regarding the dispensing of drugs and their side effects.
• Following the implementation of the Daily consumption sheet and biweekly consumption sheet in the unit.
• Ensure a good use of the medications in the end user units by supervision of these units and do recommendations that can permit to improve the management of the stock in the end user units.
• Ensure that the movements done in Isystock are the same one than the one on the stock card and are matched with the documentation and to have all the documentation is updated and well-archived.

Requirements

• Education: Essential, a degree in pharmacy management.
• Experience: 1-year certified work experience as a pharmacy Supervisor or Pharmacy technician.
• Language: Good English level and Hausa is also an asset
• Knowledge: Essential computer literacy (Isystock, Word, Excel and internet)

Competencies: 

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

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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