Latest Vacancies at Medecins du Monde (MdM)

Location: Maiduguri, Borno
Employment Type: Full-time

Hierarchical & Functional Links

• The Supply Chain Officer works under the responsibility of the Logistic coordinator.

He supports the Logistic coordinator for all supply and transportation, storage in the mission:

• Realize purchasing at the better prices and qualities
• Ensure to follow all purchase process (under MDM procurement process)
• Work in close collaboration with the Logistic coordinator and pharmacist on all medical orders and deliveries
• Follow up of medical item deliveries with the Logco and pharmacist
• Keep and update all logistic purchase files system at the mission level
• Assist the pharmacist for stock management
• Any other additional duties requested by his supervisor

Tasks and Responsibilities
Objective 1 - In collaboration with the Logistic coordinator responsible for supervising the supply chain at Mission level:

• Responsible for local purchasing of goods for the mission, upon instruction and under the supervision of the MDM Purchasing procedures
• Purchase goods ensuring the optimum price/quality ratio on the market;
• Collecting quotations and checking prices for purchase of goods, medical equipment; services, and work
• Ensure that the suppliers fill in all receipts/invoices for mission purchases correctly;
• Ensure the delivery of all purchased items to the requester, collects the proof of delivery and proceeds to the validation of the invoices by the Logistic coordinator and Admin.
• Do not accept money, loans, credits, gifts, entertainment or commissions from past, present or future suppliers.
• In collaboration with the LogCo Ensure the implementation of supply procedure according to MDM procedure
• Monitor the supply, the deadlines, delivery dates on with board;
• In collaboration with the LogCo make sure that all purchase done by following the financial plan, cash forecast;
• Check the Purchase dossier before sending for validation on respect of MDM procurement procedure;
• Update the purchase follow up, and shared it with project team and Logco, once a month;
• Anticipate the supply activities related to projects and convey to purchaser on time
• Participate in project procurement plan of the mission
• He provide technical support on supply chain management and procedure to the base log supply assistant

Object 3 - Transport:

• Anticipate the transport needs for projects and Logs at mission level;
• Make sure the safe & on time transportation of material to the field or between warehouse,
• In collaboration with the Logco, anticipate the need of daily worker for of loading, and loading in each request make sure that the following information (Number of daily worker, purpose of work, volume, quantity, weight, duration). Be sure that the daily worker rate payment of MDM Nigeria is followed.
• Make sure that all transport document are in place and signed by the required staff, Way bill, packing list, contract, etc.
• Make sure that all materiel is checked when of loading before storage.

Objective 4 - Stock Management:

• Check, record and put away goods received, under the supervision of the Logco.
• Regularly check inventory levels (physical counts);
• Support pharmacist for the storage make sure that drugs is stored on good condition, the first in first out is respected, temperature, the items are well identified (names, project, donors) etc.
• When an order is received: in collaboration with the pharmacist Check the number of packages, packaging and content and inform the pharmacist and Logco of any problems (missing or damaged goods, etc.).
• After receipt, puts the goods away following instructions of the log base.
• After receipt, immediately update the stock cards, recording the reference number of the receipt document, and put the goods away.
• Ensure that all items are well organised and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.)..

Objective 5 - Base meeting and report:

• Participate meetings at the Logistic coordination meeting;
• Participate at the coordination meeting for the purchase update once a week,
• Participate with the Logistic coordinator at the monthly SITREP, each last week of the month
• Participate with the Logistic coordinator at the Logistic monthly report each end of the month (none asset inventory, purchase follow up) and submitted to the logistic coordinator.
• Update the supplier data list, on monthly basis.
• Update the data prices on monthly basis.

Job Requirements

• Candidates should possess a Bachelor's Degree qualification.
• 5 years work experience.

go to method of application »

Location: Maiduguri, Borno

Main Responsibilities
The Logistics Manager oversees:

• Supporting the Logistics team to run the logistics affairs of the Maiduguri Base including management of the guesthouse, office / facilities, warehouse, supply chain of the base as well as supply chain support to MdM Damboa Base;
• Follow-up the logistics activities to facilitate the operational part of the project with the resources, procedures and tools as defined and/or directed by the Logistics Coordinator (LogCo).
• More specifically and in accordance with the priorities and action plan will be given by the Logistics Coordinator in close collaboration with the Field Coordinators.

Working Relationship

• Hierarchical link: Logistics Coordinator
• Functional link: Logistics Coordinator
• Team under his/her direct supervision: The Logistics Officers
• Team under his / her indirect supervision: The MdM Maiduguri logistics team

Roles
Supply for the Implementation of the Base and the Program:

• Ensure the follow-up of the supply for the base and the project: reception of orders, selection of the procedures needed, purchasing, packaging, organizing transport and delivery
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Receive, approve under supervision of the coordination and process requests for quotes and internal order forms
• Supervise the preparation of purchasing documents and draft the contracts in Coordination with the LogCo and FinCo
• Select suppliers and negotiate prices, deadlines, and delivery methods
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Ensure that purchasing documents are complete and archived in keeping with MDM procedures
• Regularized all purchases files (signature to have, derogation letter…)
• Update of price lists and supplier files
• Update the purchase follow-up tools
• Implement the risks management SOPs and take diligent measures to ensure potential supply chain risks are prevented and/or reported accordingly.

Vehicle Fleet Management:

• Negotiate vehicle rental contracts in line with existing framework
• Supervise the team of drivers, including scheduling in line with MDM HR policies
• Supervise the planning and execution of maintenance and repair work on mission vehicles
• Establish vehicle movement schedules
• Ensure that a complete vehicle breakdown repair kit is available on board all vehicles
• Ensure that drivers are aware of their obligation to adhere to MDM safety rules and procedures
• Check that vehicle logbooks and other mandatory or legal document are in place and are used correctly

Equipment & Asset Management:

• Ensure tagging of all MdM assets is done
• Ensuring proper repairs and maintenance of equipments and assets
• Organizing for disposal of obsolete equipments and assets using the recommended procedure
• Proper record keeping of all organizational equipments and assets.
• Ensure the equipments and assets register is well maintained and updated
• Follow up on incident reports for damaged or lost equipment and assets.

Warehouse / Stock Management:

• Ensuring warehouse security and personnel safety is observed
• Spot check on all warehouse records i.e., stack cards, ledgers and database are up to date and accurate daily
• Ensuring the management of contingency/ buffer stocks is well done
• Ensure warehouse management is done according to established SOPs and train the Warehouse Officers on same.

Compound and Facility Management (Office, Guesthouse, and Health Facilities):

• Ensuring safety of our staff within the compounds i.e., hazard free working environment
• Ensure firefighting equipment’s are placed on strategic positions
• Ensure clear accessibility to all areas of concern within the compounds
• Ensuring that we have lights, water and other compound necessities all through
• Conducting random checks within our compounds in the mornings and evenings

IT & Communication:

• Ensure there is stable and reliable internet by ensuing effective tracking systems of contractual obligations, etc.
• Support and ensure the rollout and use of VHF communication system
• Ensure there is proper management of the VHF radios i.e., repair, configuration, use etc.
• Support in the training of staff on VHF use and communication

Base Maintenance (Guesthouse / Office, Pharmacy):

• Ensure the regular orders for the guesthouse (food, water, cleaning products…)
• Ensure the maintenance of the base (electricity, repairs). Depending on the problems, fix it with or without the owner in keeping with provisions of the lease contract
• Upgrade and develop facilities for the leaving area of the expatriate
• Supervise the team of guards, including scheduling, in line with MDM HR policies

Construction Activities Management:

• Monitoring on the construction activities in case of anyone.
• Reviewing construction progress report.
• Reviewing certificate of completion
• Review tenders, BoQs, designs and drawing for construction
• Follow up to ensure the technical Plan and BoQ are strictly followed

Security:

• Support the Logistics Coordinator in all aspects of security measures for the mission
• Attend to security meetings if requested from the Field Coordinator
• Ensure implementation of the security protocols by the drivers and guards, as well as through procurement procedures and any other areas of work

Team Management:

• Recruit and monitor the performance of the logistics team through regular appraisals and action plan follow-up
• Provide technical support to the logistics team and if needed, training sessions
• Organize regular meetings, briefings and debriefings with the logistics team
• Assist the Deputy Log Base in maintaining good inter-team communications, engender good team dynamics, and take suitable action when problems occur

Reports:

• Mission Request Follow up to be shared to Logistics Coordinator
• Stocks/ inventory reports to be shared to Logistics Coordinator
• Equipment and Asset reports to be shared to Logistics Coordinator
• Fleet and generator reports to be shared to Logistics Coordinator
• Monthly narrative to be shared to Logistics Coordinator

Others:

• The list of missions is not exhaustive and may be changed to reflect developments and specific needs.

Conditions of the Job:

• Regular field visits to sites of intervention

Skills Required
Training & Experience:

• Degree in Logistic/Supply/ Management/Business Administration
• Qualification from a professional body (eg CIPS, ASCM, IPSCMI etc.)
• At least 6 years of professional experience in Logistics
• At least 4 previous experience with an INGO is required
• Experience in fleet management, supply chain and stock
• Experience dealing with suppliers and following procurement procedures

Skills:

• Excellent organizational skills
• Ability to work quickly, under pressure, with short deadlines
• Negotiation skills
• Flexibility, Reactivity, anticipation, and adaptability
• Respectful and integrity
• Able to work and live in challenging security context

Hard Skills:

• IT - Excellent knowledge of Windows environment (word, excel)
• Languages - English is mandatory (oral and written), and knowledge of country languages such as Hausa, Kanuri, would be an asset.