Médecins Sans Frontières-Holland
Médecins Sans Frontières (also known as Doctors without Borders or MSF) is a private, non-profit, international humanitarian medical organization that intervenes in emergencies and crisis situations to relieve human suffering resulting from unmet medical needs. MSF observes strict neutrality with respect to politics and provides its assistance without discriminating on the basis of race, religion, ideology, or political affiliation. MSF’s members are required to respect humanitarian principles and principles of medical ethics at all times.
MSF-Holland is looking for:
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Main objectives and responsibilities of the position
Define supply strategies, coordinate the implementation of the supply chain process and procedures in the project, supervise purchasing activities, inventory, storage and transportation of goods leaving or entering the project, according to MSF protocols and standards, in order to achieve a proper distribution of material resources in terms of price, quality, time and service, ensuring efficiency, accountability and transparency as well as contributing to shape the supply chain at local, regional and international level.
Plan, coordinate and monitor all technical logistics activities of the project according to MSF H policies and guidelines.
Coaching and supporting Technical Logistic activities of project
General
· Plan, organize and supervise supply chain related activities in the project, according to the context specificities, the operational needs and MSF protocols and procedures.
· In line with MSF’s protocols, policies, standards and guidelines, ensure the implementation, monitoring and evaluation of the validated mission supply strategy.
· Acts as a permanent auditor of the supply chain: as such, monitors the different supply processes as well as the use of tools and the accurate execution of the supply procedures and proposes adjustments where needed
· Ensures the stability of the supply activities within regular and emergency intervention of the project.
· Participate in the definition and update of annual project planning and budgets and revisions.
· Links with the finance department to make sure that all financial and donor requirements are correctly implemented and followed on.
· Coordination of the order cycles for medical and non-medical supplies, together with the Project teams as per MSF standards and guidelines, using the Total Stock Review (TSR) when appropriate.
· Participate in reports according to guidelines (Logistical Statistical Reports, KPI’s, Situation Reports (sitreps), etc.) and define and update the Country Supply Guideline
· Ensure technical support to all camp sites/location regarding supply related tasks
· Evaluates the HR-setup related to the supply team (team sizes, JD, organigrams, division of tasks and responsibilities), and participates in the selection, follow-up (training and coaching) and evaluation of the staff under his supervision.
· Offers a permanent technical support to the supply teams as well as to the other departments of the project (Fin, Med, …)
· Ensure that vehicle, energy, security, construction, maintenance and communication policies and procedures are understood and adhered to by project mechanics, drivers, passengers, technicians and management staff. This may involve drafting additional policies and procedures where there are gaps, and/or provide additional trainings where needed.
· Responsible for timely completion of reporting tools for all project level technical activities.
· Responsible for follow up and support on project level reporting.
Ensures the following activities within the departments under his/her supervision resulting in an optimal service for the projects:
Purchasing and order management:
Coordinate, monitor and follow-up all national and international purchases and orders in the field. This function involves:
· Validate the use of the supply related third parties (suppliers, transport companies ….) proposed by the supply officers or purchaser, together with the technical referents when needed.
· Lead tenders and bidding contest according MSF procedures.
· Validates contracts concluded with local suppliers together in collaboration with the finance department and supervisor.
· Ensuring that purchasing procedures comply with the requirements established by MSF and local law.
· Centralizes project orders, approving national and regional purchases up to a pre-defined threshold.
· Coordinates after approval order processing, reception and dispatch, informing the departments on the progress.
· Identify the best possible transport of goods in terms of quality, price, service and time for each type of goods and destination as well as organizing the logistics of goods transport in the project ensuring compliance with the deadlines
· Centralizes monthly stock report, analyses them and takes the necessary actions. Closely monitor the stock level (medical and non-medical) related to monthly consumption figure, expiry dates, excess drugs and possible shortages in the project.
Administration
· Ensures the correct implementation of the supply software and organizes training according to the needs. Ensures the quality and completeness of the Lx7 database.
Storage
· Guarantees the standardization of warehouse management of both medical and non-medical
Inventories
· In consultation with the immediate supervisor and in cooperation with Storekeeper organize 4 monthly (preferably, a week before 4M, 8M & 12 M) physical stock counts in the project.
· Ensure inventory and follow-up of the project’s fixed assets.
Vehicle Management
· Act as the focal person in the case of accidents in the project region following MSFH policies and procedures. Submit an immediate incident report within 24 hours of the incident. Follow-up on the case and provide the post incident report within two weeks. Keep a record of all incidents and submit and follow-up on insurance claims through to completion.
· Ensure all vehicles are registered, inspected, plated and insured at all times and follows up the validity of all required documents per vehicle.
· Plans and coordinates the vehicle movement in close communication with all project members and CO.
· Maintains updated total inventory overview of vehicles, generators and radio communication equipment and other technical assets of the project, assuring proper documentation as per Log admin Kit.
· Ensures that all drivers have valid driving licences and conducted eye test as required.
· Monitors logbooks and vehicles charge sheet of Drivers on a weekly basis; compiles and submits monthly report of maintenance cost summary, fuel usage, personal mileage and KM analysis and submits with recommendations
· Oversees the daily operations of the workshop, proper utilisation and up keeping of tools and equipment; supervises the refilling of vehicles.
· Closely monitor fuel consumption and manage fuel supply of vehicles and generators of the project.
· Approves the maintenance schedules
Installation, Repair and Maintenance
· Supervise (and assist in) the installation, maintenance and repair requirements of equipment and installations (generators, pumps, AC, cold chain, chargers/invertors, batteries, cabling, lightning …) efficiently and effectively.
· Manage contracts and supervise third parties involved in the repair and maintenance of vehicles, office compound and other technical works to be carried out in the project.
· Ensures monthly repair and maintenances overview is updated, recorded and reported.
· Ensures MSFH standard is followed on technical issues for the whole project.
· Make sure that MSF houses, compounds, warehouses, offices and all premises are in good condition and well maintained.
· In charge of safety for all compounds, warehouses (electrical, fire, …)
· Manage and ensure the asset liquidation and handover process according to the country procedures and requirements.
Communication
· Ensure all VHF and HF equipment is in good working order and properly installed, maintained and programmed and that the appropriate paper work is done.
· Maintain MSFH communication list, including call signs and road codes.
· Follows up on vehicle movement in project area.
· Ensure communication equipment inventory is updated monthly for the project.
HR Management
· Supervise all logistics team
· Make sure monthly drivers and guard schedules are updated by the Head Driver and Head Guard (with coaching if necessary) and they are implemented well.
· Involve in the recruitment of logistics staffs of the project in line with the mission’s rules and regulations for HR management, including staff evaluation, training and career planning;
· Holds regular meetings with his/her direct subordinates as well as monthly meetings together with their key staff; ensures minute-taking, record keeping and the timely and systematic follow-up of action points.
· Ensure technical reference for all logistics issues in the project and provide coaching to logistics staff under his/her responsibility.
Place of work: Abdurafi KalAzar and HIV/AIDS Project, Gondar zone
Terms of employment: One year contract with a possibility of extension
Remuneration and Benefits:
- Starting gross salary: 22,607.00 ETB/Month
- Medical Coverage: 100% coverage
Deadline for application: March 2nd, 2017
· Education – Essential degree and specialization in Logistics/Procurement & Supply Chain management or Minimum Degree in Engineering in one of the following fields, Electrical, Mechanical, Civil or Marine Engineering.
· Desirable – An additional Degree or diploma in one of the following fields: logistics, administration, electrical, mechanical or structural engineering.
· Experience – Minimum 4 years previous experience in Technical or Supply Chain Management and in organization of supply administrative procedures. Minimum 2 years of experience in humanitarian context, desirable
· Languages – Mission language essential and local language desirable.
· Knowledge – Essential Computer Literacy (word, excel)
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