Supply Chain Officer

AS SUPPLY OFFICER:

• Organize and execute the daily supply chain activities: coffee break, cleaning and stationary orders and orders requested by the staff via internal requests.
• Being responsible for the order, purchase (sourcing), logistic stock and pharmacy stock management, and freight management in the project level.
• Informing the staff about the supply procedures.
• Monitoring and ensuring a smooth running supply administration and the respect of the implemented supply procedures.
• Being responsible for the supply database (UniField) and the correct filing and archiving of the supply documentation in order to guarantee the availability and the coherence of supply data.
• Input the coffee break, cleaning, stationary and logistic items into the UniField. Make sure of the quality of the database before removing the paper based counting system (stock cards).
• Communicating with clients, keeping them up to date concerning their orders status (Back Order confirmation) and prioritizing procurement and transport according to their needs.
• Informing the Logistics Supply Manager in case of any major issue and draws-up all required reporting, in order to keep updated and reliable information that will help in decision-making
• Performing any other tasks within the scope of his role, as directed by supervision and according to the needs of the mission.

AS STOREKEEPER

• Receive incoming shipment, orders and make stock transfer to the clients. 
  • Carry out incoming shipment; make physical reception, report to Logistics Supply Manager if there are any discrepancies against cargo manifest or other delivery documents
  • Prepare the bi-weekly medical order (drugs and vaccines) and the weekly insulin shipment, ensure the packaging and proper dispatching documents.
  • Inform project biomedical service before dispatching any medical devices.
• Store and manage materials in accordance with the system and ensure stock availability, which includes:
  • Ensure correct filling in/out of entries on the software, incl. medical devices and related items (collaborating with project biomedical service)
  • Report any anomalies or changes in consumption patterns to Logistic Supply manager and Pharmacy Supervisor.
  • Inform line managers as soon as stock reaches at minimum stock level (alert level).
  • In conjunction with the line managers, perform physical stock counts in accordance with the frequency previously defined and generate inventory report.
  • Generate monthly stock report and submit to the line managers.  Report covers:
    • Monthly in/out volume (#s of orders, #s of parcel, #s of line article, with values)
    • Stock levels with thresholds (with values)
    • Stock out (with values)
    • Expired articles (with values)
    • Materials/goods to be expired in the following 6 months (with values)
  • Generate the quarterly Key Performance Indicators (KPIs) report in order to launch the discussion with the medical department on how to improve the management of products likely to expire, non-moving stock, stock rapture, etc.
• Manage and control logistic and pharmacy stores in order to ensure that products are maintained in good conditions. It includes:
  • Ensure cleanliness of premises (cleaning once a week).
  • Monitor temperature and humidity in the stores and ensure that products requiring cold chain are suitably stored and transports received and prepared appropriately according to cold chain protocols
  • Remind the logistics department of the due time of maintenance for the cold chain equipment.
  • Immediately inform the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the stores.
• Make sure the Good Distribution Practices are applied in the warehouse in collaboration with the medical department of the project.