Supply Manager

PURPOSE OF POST v  Apply supply strategies and procedures; coordinate the implementation of an efficient mission supply chain according to MSF protocols and standards. Organize and follow up the national and international supply chain of the missions. v  Ensure support to the fields and coordination in regards with supply chain management.   MISSION AND PRINCIPAL ACTIVITIES   1.       Supply strategy of the mission   -       In relation with the logistics coordinator and the pharmacist, applies and ensures the implementation of the overall supply procedures, of an efficient supply administration and provides adapted tools to support the different supply activities. -       Offers a permanent technical support to the supply teams as well as to all other departments in the mission (Fin, Med …). -       Under supervision of logistics coordinator validates the use of the supply related third parties (suppliers, transport companies, freight forwarders...).   2.  Activities and objectives   -       Describe and analyse of the position activities and its environment -       Compile and analyse quantitative logistics data (consumption, stocks, distributions) and report results to management n regular basis as requested -       Report on Supply Chain activities on monthly basis -       Identify the local factors impacting the Supply Manager’s work (local authorities, NGOs, service providers, suppliers). Create and maintain good working relations with these external poets of contact. -       With the Logistics Coordinator, decide on the new supply needs for the projects -       Occasionally travel to the field and to the supply market for evaluations and to provide support -       Participate in discussions on the running of the project and the definition of objectives -       Make suggestions on supply strategies for the country’s Logistics Coordinator: choice of transport, storage policy   3. Implementation of programmes   3.1  Follow up international supply -       Follow up arrivals at port of entry -       Follow up customs clearance procedures -       Follow up procedures for closing exportation/importation files -       Contact the transit agent(s) and approve invoices after authorisation from the Logistics Coordinator   3.2  Managing field orders: -       Combine field orders after approval from the Logistics Coordination -       Collaborate with the Medical Coordinator and the Logistics Coordinator for the medical orders -       Referring to the coordination for the supply options (national, regional, international) -       Coordinate order processing after approval (purchase, stocks, etc.) -       Manage reception and dispatch of orders (storage in transit, re-dispatch) -       Follow up on purchase orders (overview of outstanding balances, etc) -       Communicate information on order follow up to the field -       Inform and support the Logistics Coordinator on procedures and field orders (frequency, nature, etc.)   3.3  Stocks: -       Supervise the stock management of the capital, organising the re-supply of the stock for national and regional items -       Receive international orders in collaboration with the Logistics Coordinator -       Follow up international items in stock and keeping the Logistics Coordinator informed so he/she can place an international order   3.4  Local purchasing -       Follow MSF procedures for national purchase, local orders and requests for quotes. -       Approve national and regional purchases up to a pre-defined threshold. Over this, obtaining the Logistics Coordinator’s approval -       Drawing up dossiers for bids to tender   3.5   Dispatching/receiving -       In collaboration with Logistic coordinator chooses the most adapted means of transport (air, road, sea, rail) -       Supervise  dispatch and its follow up -       Check that dispatch goes smoothly right up to arrival in the field: timeframes are respected; transport for the material is in good condition. Requesting the field to give feedback on the state of items on reception -       Approve transport invoices -       Supervise the reception and dispatch of material from and to the field   3.6   Compiling statistics/networking -       Carry out data collection concerning other organisations, suppliers and transporters (contacts, prices , reliability) -       Check the data is correct (updating the suppliers’ list and price list, etc.) -       Carry out regular market studies -       Being in contact with the suppliers and drawing up suppliers contracts with the Logistics Coordinator   3.7   Budget -       Estimate purchase and transport budgets for the monthly treasury requests, budget revisions and annual budget   4. Human resources management   4.1   Team composition The supply manager will supervise all staff belonging to supply unit in Coordination (When such staff is required) -       In collaboration with Logistics coordinator,  define the Human resources  required for his activity and drawing up job descriptions -       Organize the recruitment of personnel for his activity (with the support of the HR Coordinator)   4.2   Managing the team -       Organise and supervising the work of his team members -       Lead and organize regular team meetings -       Organize the circulation of information within the Supply Chain team   4.3   Individual reviews -       Carry out annual individual reviews of staff under his supervision   4.4   Ongoing training -       Define the training needs of his/her team with the project objectives Participate in the training of his/her team by accompanying individuals in their work