Jobs at MEBS Global Nigeria

Job Description

• The Supply Chain Operations Advisor is pivotal to the supply chain operations department providing critical technical oversight of assigned MEBS managed warehouses and contracted third party logistics service providers.
• The role provides direct operational and supportive supervision of the operations within the warehouses ensuring that contractual deliverables are met within the Key Performance Indicators and quality framework set by the project.
• The role provides technical guidance on tactical level decisions geared towards improving the operational efficiency of the warehouses and transport service providers and fostering disruptive innovative strategies targeted at reducing system-wide supply chain operational cost of the project.
• The Supply Chain Operations Advisor reports directly to the Senior Manager, Supply Chain Operations but will be required to work collaboratively with the Manager Supply Chain Operations in ensuring operational metrics and milestones are achieved and has a dotted supervisory oversight of the State Logistics Advisors located within the assigned region.

Specific Responsibilities
Warehousing:

• Ensure adherence to Good Warehousing Practices in the contracted 3PL warehouses. Serve as a resource in the coordination of warehouse operations for the supply of program commodities to health facilities and to ensure appropriate and timely refill of facility commodities based on delivery orders from the Principal Recipients
• Supervise the warehouse operations of the contracted warehousing 3PLs to ensure standard operating procedures and practices are maintained.
• Track warehouse space utilization closely to ensure adequate warehousing space is available for all procured/ordered health program commodities and as well ensure that warehouse service bill match actual utilization.
• Ensure temperature monitoring equipment are available and functional and monitor to ensure compliance to acceptable standards.
• Maintain relevant documentation including quarantine tracker, expiry tracker, pallet utilization tracker, etc. and provide routine summary reports as required.
• Coordinate and supervise the pick, pack and dispatch (PPD) of commodities during long haul to position commodities for Last Mile Distribution (LMD).
• Share daily PPD updates to and troubleshoot and address risks and possible disruptions for timely resolution.
• Validate bulk commodity allocations for LMD against physical quantities prior to LMD commencement.
• Coordinate and supervise the pick, pack and dispatch (PPD) of commodities during LMDs.
• Take receipt of international shipments designated for direct delivery to the contracted warehouses and ensures timely provision of Confirmation of Receipts and other receipt reports
• Work with the Senior Supply Chain Program Advisor to ensure timely receipt of all necessary shipment documentation for timely and coordinated receipt processes.

Distribution:

• Ensure adherence to Good Distribution Practices by contracted transport 3PLs and coordinate the distribution operations of assigned 3PLs to ensure appropriate and timely delivery/replenishment of commodities based on delivery orders.
• Supervise the implementation of project’s transportation optimization initiatives through ePODs and any other innovation aimed at improving the efficiency of transport operations and reducing system-wide cost.
• Use COMs to ensure, orderly utilization of approved route plans, monitoring and tracking the synchronization, readiness and availability of LMD orders for processing on the Warehouses’ Management Systems
• Provide technical support to the state logistics advisor in coordinating state-level distribution operations and activities.
• Carry out inspection of vehicles, ensuring that vehicles deployed by 3PLs are suitable, appropriate and meet set standard as stipulated in the contracts/work orders for the provision of transportation services.
• Support spot-checks during the LMDs; collate and report all non-conformances or adverse report (some of which bother on suspicion of fraud, commodity loss, by proxy delivery, lagging delivery times, use of non-compliant vehicles, etc.) concerning 3PL performance and relate the information to the TQM department to follow through on all project incident resolution.
• Share daily LMD updates and troubleshoot to identify and address risks and disruption of LMD.
• Track all distribution KPIs and provide a comprehensive report in form of a performance score card. Identify key areas of improvement and develop performance improvement plans. Monitor to ensure implementation and positive outcomes
• Support achievement of the overall project goals as required to ensure project performance.
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual.
• Prepare weekly, monthly, quarterly technical reports on distribution activities as required.
• Perform other tasks as directed by the Supervisor

Qualifications

• Bachelor's Degree in Business Administration, Supply Chain Management, or a related field with a minimum of 7 years of progressive experience in supply chain management in the global health sector, preferably with donor-funded projects; with a Master’s degree in supply chain management, a minimum of 5 years of progressive experience is required.
• Full or intermediate/associate certification (or membership) in Procurement, Logistics and Supply Chain Management by reputable and recognized international including but not limited to the Association for Supply Chain Management (ASCM) Chartered Institute of Procurement & Supply (CIPS), and International Federation of Purchasing and Supply Management (IFPSM).
• Excellent skills with the use of data analytic and visualization work tools including but not limited to Powerbi, Tableau, and MS excel, and hands-on experience working with warehouse management systems such as mSupply or extended ERPs such as SAP, Oracle netsuite, Odoo or Microsoft dynamics.
• Experience working with multilateral or bilateral donor agencies (e.g., Global Fund, USAID, DFID etc).
• Strong analytical, problem-solving, and decision-making skills, with the ability to anticipate challenges, identify opportunities, and develop innovative solutions to achieve project objectives.
• Excellent communication, negotiation, and interpersonal skills, with the ability to effectively collaborate and communicate with diverse stakeholders at all levels, both internally and externally.
• Fluency in English.
• Demonstrated ability to work effectively both independently and as a team member.
• Excellent organizational and communication skills.
• Strong written and verbal English language skills.
• Interpersonal Competencies: ability to work with other team members, flexibility, decisiveness and personal integrity
• Language: Fluency in English (speaking, reading, and writing).

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Responsibilites

Goods and Service Solicitation:

• Prepare RFQ or RFP documents for solicitation of services or goods detailing the scope of work, technical specifications, terms and conditions, and evaluation criteria.
• Manage the RFQ process, including communication with suppliers/vendors, clarifications, and ensuring timely submission of bids.
• Coordinate Technical Evaluation meetings to analyze RFQ responses, negotiate terms and prices with selected suppliers/vendors, and support the finalization of vendors' contracts or Purchase Orders in accordance with organizational policies and procedures.
• Prepare EOI documents and support the prequalification process for suppliers including physical inspections.
• Conduct due diligence on all suppliers' proposals including verification of documents, reference checks, and leading physical inspections where appropriate.
• Manage and keep all files and documentation pertaining to all procurement processes from start to finish ensuring the procurement system is audit ready.
• Provide ad-hoc support for urgent procurement needs, such as expediting orders, resolving supplier issues, and addressing contract disputes.
• Conduct market research and supplier assessments to identify alternative sourcing options for critical goods or services

Supplier Relationship Management:

• Manage and regularly update the project’s database of suppliers for goods and services.
• Maintain a professional relationship with the project’s suppliers base ensuring their feedback or concerns are documented and addressed by the relevant project departments promptly.

Contract Management:

• Co-manage contract with the user’s departments ensuring the contract terms and conditions are applied as necessary.
• Effectively liaise with the User or technical department to ascertain the satisfactory performance of contract deliverables or supplies.
• Support the review of suppliers’ invoices to ensure billing aligns with the rates card and methodology in the contracts.
• Work with the technical units or user department to conduct periodic vendor performance review meetings, and translate learnings to improve procurement processes, and contract terms and conditions.

Coordination and Internal Stakeholders Management:

• Proactively track all project’s procurement action requests and manage procurement update tracker ensuring all tasks are completed as scheduled.
• Liaise with the technical or user departments in developing clear technical specifications for all procurement requests.
• Assist in the evaluation of emergency procurement requests, ensuring compliance with procurement policies and regulations.
• Collaborate with cross-functional teams to address unforeseen procurement challenges and find timely solutions.
• Any other tasks assigned by the Senior Manager, Procurement.

Interpersonal Competencies:

• Ability to work with other team members
• Flexibility
• Decisiveness
• Personal integrity

Language:

• Fluency in English (speaking, reading, and writing).

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Responsibilities

• The Total Quality Incident Advisor is a key member of the Total Quality Management department that provides support across project units to facilitate prompt identification and reporting of incidents, and coordinate response by various stakeholders to manage and resolve all project related 3PL incidents.
• The Total Quality Incident Advisor will coordinate cross-functional project teams in managing the various phases of incidents resolution and work closely with the MEAL advisors in translating incident resolution into project learning and continuous process and operational improvement.
• The Incident advisor will assert his role with the Senior Manager, Total Quality Management in ensuring prompt investigation, tracking and close-out of all incidents. The role will manage the project’s database of all 3PL related incidents and follow through on all claims and financial reimbursements due to the project. The role is critical in ensuring the project fulfils incident reporting requirements to the Global Fund Principal Recipients, the national health programmes, the Global Fund Country team and the Office of the Inspector General of the Global Fund.
• The Incident Advisor will produce local operational documentation such as processes, operational instructions, and other information to support incident management for the MEBS 4PL project.
• The Incident Advisor reports directly to the Senior Manager, Total Quality Management but will work collaboratively with other departments, foremost among which is the Supply Chain Operations department, Procurement department and the finance departments.

Specific Responsibilities

Strategic Quality Management:

• Constantly review project incident dashboard, track implementation of agreed corrective and preventive actions (CAPA) and share update with stakeholders.
• Conduct and publish weekly analysis of pending Incident resolution tasks and follow up with responsible teams to drive timely completion of tasks.
• Continuously review new incident reports from the project team to ensure completeness and availability of necessary information and documents required for incident resolution. Work under the guidance of the Senior Manager, TQM to co-create and assign appropriate corrective and preventive actions (CAPA) to resolve incidents.
• Provide technical support to technical teams and project counterparts on incident monthly data to support MEAL advisor to create a data-rich presentations and project reports.
• Support the tracking and updates of all 3PLs-related incidents on the project’s incident management tool and liaise with the supply chain operations and risk team in ensuring incident management underlays 3PL performance and contract management.
• Any other tasks assigned by the Senior Manager, TQM.
  Collaborate with the various project department to ensure compliance with reporting requirements for TQM related incidents.
• Liaise with the transport and warehouse 3PLs in following through the resolution of all project incidents, ensuring quality related incidents are managed through the projects Quality Incidents Management protocol.
• Proactively engage the compliance and risk team to identify and manage the project risk register and risk management framework and support the 3PL invoice reviews to identify and elevate unresolved financial claims attributed to operational incidents by the 3PLs.
• Provide critical support to the Supply Chain Operations departments in vendor performance management by supporting the development of the performance scorecards and co-chairing the bimonthly 3PL performance review meetings.
• Liaise with Senior Manager, TQM and Procurement department in the selection and contract renewal of 3PL.

Training and Development:

• Track training programs and workshops to equip staff with the knowledge, skills, and tools necessary to uphold quality standards and contribute to quality improvement initiatives will be a priority for the Senior Manager for Total Quality Management.
• Follow up with planned trainings, workshops and ensure training records and associated documentation are maintained via individual training folders and kept audit ready.

Issue Resolution and Communication:

• Provide quality-related data and trends for the Senior Manager, Total Quality Management to ensure clear and transparent communication with internal and external stakeholders.
• Support timely capture of operational incidents through daily review and sharing of reports.
• Support follow-up of incident management action owners across assigned teams and states offices.
• Support update of units’ dashboards with data based on stipulated schedules. Provide hands-on support to staffs on incident management issues especially relating to login access and navigating the project incident management dashboard.
• Provide hands-on support to assigned central team on activities related to incident management tasks including procurement, Finance and Supply Chain Operations.
• Develop the bimonthly incident tracker and update the incident sections of the bimonthly operational report to the Global Fund and country stakeholders.

Continuous Improvement:

• Provide systematic analysis of incidents trend and develop learning and continuous process improvements recommendations to the project senior management team.
• Work closely with the MEAL Advisors, the Compliance, risks, and audit department as well as Supply Chain Operations in ensuring project learning from operational incidents are deliberately structured into the project wide learnings and operations improvements initiatives.
• Support the MEAL Advisors in the documentation and development of knowledge experience, and to produce learning materials that will be archived for internal use within the context of the contract in Nigeria and subsequently for implementation of the 4PL strategy for other funders in Nigeria and other countries.

Qualifications

• Bachelor’s degree in Public Health, Public Administration, Social Sciences, or related discipline is required. Advanced degree is an advantage.
• At least five years of experience in managing complex 3PL-related operations in developing country context.
• Demonstrated experience in coordinating and achieving results with high-performing cross-functional teams with demonstrated supervisory, collaboration, and team-building skills.
• Excellent project management and facilitation skills.
• An ability to engage with multiple stakeholders and achieve successful outcomes.
• Strong interpersonal, writing, and oral presentation skills in English required.
• Proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and other data visibility applications.

Interpersonal Competencies:

• Ability to work with other team members, flexibility, decisiveness, attention to details and personal integrity.
• Excellent written and verbal communication skills.

Language:

• Fluency in English (speaking, reading, and writing).

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Qualifications / Experience

• Bachelor’s degree in pharmacy, biomedical sciences, public health, or any social management or applied sciences with a minimum of 5years of progressive experience in supply chain management in the global health sector, preferably with donor-funded projects; A master’s degree in supply chain management and supply chain certifications are added advantages but not mandatory.
• Experience working with multilateral or bilateral donor agencies (e.g., Global Fund, USAID, DFID etc), and managing logistics operations at the state level.
• Strong analytical, problem-solving, and decision-making skills, with the ability to anticipate challenges, identify opportunities, and develop innovative solutions to achieve project objectives.
• Excellent communication, negotiation, and interpersonal skills, with the ability to effectively collaborate and communicate with diverse stakeholders at all levels, both internally and externally.
• Fluency in English.
• Demonstrated ability to work effectively both independently and as a team member.
• Excellent organizational and communication skills.
• Strong written and verbal English language skills.

Specific Responsibilities

State-Level Operations Oversight:

• Manage MEBS operations at the state level including but not limited to bimonthly Insecticide Treated Nets (ITNs) LMD picking and dispatch operations, waste retrieval, PODs reconciliations, resolution of delivery challenges, and development of end-of-distribution cycle reports for the assigned state.
• Serve as project liaison at the state level to the Global Fund Subrecipients (SRs), the State Malaria Program and the SLMCU to ensure timely review and transmission of delivery orders to MEBS central office for execution.
• Work very closely with MEBS regional Supply Chain Advisors to assess state and health facility-specific product requirements and implement rationing advice in conjunction with other partners in the SLMCU.
• Serve as the project's resource in implementing the project's risk framework, as well as reporting, documenting and managing 3PL related incidents on the field.
• Immediately report donor commodity loss at the health facilities or during distribution to Manager, Supply Chain Operations. The losses include, expiries, theft, discrepancies in inventory, commodity damage during handling, damage in product quality etc. while in custody of the 3PLs contracted by the project.
• Facilitate the collection of a police report on the incident were applicable to ascertain the root cause and preventive action.
• Provide critical coordination support to the 3PLs during LMD ensuring all required information for successful deliveries is provided and 3PLs are well guided for the overall safety of commodities and personnel.
• Conduct targeted periodic spot checks on health facilities via calls or physical visits to ensure the distribution processes adhere to the project's quality standards even at the last mile, and escalate any observed deviation to the Manager, and supply chain operations, promptly.
• Coordinate and support field visits of Global Fund Local Funding Agents (LFA) during operational audits or reviews to facilitate the project’s collaboration with the auditors and support the project’s responses and clarifications on audit findings.
• Support the project’s continuous process improvement initiatives and action plans at the state level in relation to any internal and external audits findings.
• Promote the visibility of project’s operations within the state in ensuring state partners are routinely informed project activities and performance metrics.

Stakeholders’ collaboration and commodity accountability:

• Ensure effective stakeholder management, identifying and managing critical relationships required for the project's success and reporting back to the Manager, Supply Chain Operations and the Senior Manager, Strategic Partnership where there are issues.
• Support the operationalization of the national supply chain commodity accountability framework and the Service Level Agreements between MEBS and the Global Fund Principal Recipients, ensuring the RACI matrix delineating the roles of partners on each logistics functions are understood by the stakeholders and followed.
• Work with other Global Fund Malaria SRs in the state to coordinate program activities and promote synergy among partners.
• Support the SLMCU to conduct integrated Monitoring and Supportive Supervisory visits.
• Conduct joint routine review of data quality issues with all relevant stakeholders and develop appropriate strategies to facilitate capacity building activities suited to address identified gaps.
• Maintain a good knowledge and understanding of all office rules and procedures as set in the field office policy manual.
• Support achievement of the overall project goals as required to ensure project performance.
• Support the Total Quality Management department in the computation of routine operational metrics to monitor the performance of the project’s operational processes.

Interpersonal Competencies: 

• Ability to work with other team members
• Flexibility
• Decisiveness
• Personal integrity

Language:

• Fluency in English (speaking, reading, and writing).