Supply Officer

Overall responsible by co-ordinating and guarantee the effective and efficient project supply chain management and the implementation of all the defined standards in accordance with the MSF CH policy and standard.  General Objectives: Propose different options of an adapted Supply Chain Management strategy to the Project Coordination Team Implement, monitor and evaluate the validated Supply Chain Management strategy under the Project Log and Supply Manager responsibility; Manage Project supply HR setup and provide an adequate technical support and a continuous HR reinforcement (training, coaching, etc); Follow up  the performance of the Project supply teams according to their role of responsibilities (as stated in job description); Ensure the implementation of the current supply tools and system, propose new tools if necessary; Ensure the general functioning of the project for stock management. Collaborate with the MTL for drug supply issues  (e.g.: drug rupture); Ensure the general functioning of the transport and purchasing activities according to the mission supply guideline and donors requirements; Ensure the stability of supply activities within regular and emergency intervention within the project; Manage clients visits on regular basis to offer a permanent support to the direct and indirect supply chain actors Languages:   ()   French                        ()  English                     () National language                       () Other dialects (please specify in the list of skills)                                         F – Fluent |  B – Basic |  R – Required |  A – Asset Technical Skills:    1.     Good technical knowledge on stock management (equipment, consumable with or without expiration date). 2.     Good technical knowledge on management of items, description and codification. 3.     Good technical knowledge on procurement (quotation system, tender, etc..) 4.     Good technical knowledge on transport knowledge (truck checking, loading, break of loading…) Personal qualities: Ability to manage a team, good communication skills, negotiating and organisational skills, flexibility, resourcefulness, ability to work in a multi-disciplinary and multi-cultural environment, pro-active attitude, open-mindedness. Able to train and coach, diplomatic. Supplies Prepare the reporting under his/her responsibility and ensure the supply activities are performed according to the chronogram of supply activities. Organize the procurement activities in line with local procedures, in direct agreement with the line manager (collaborate with Purchaser to prioritize the purchasing). Follow up the monthly planned orders with the actual supply activities and report on monthly basis the number of planned and unplanned orders (monthly supply report). Ensure the procurement system is in line with local or regional procedures, in direct agreement with the line manager. Ensure the orders link with internal demand, the order chronogram, product availability forecasts (shortages/surpluses), delivery times, budgets and other relevant factors, in conjunction with the line manager. Supervise the quality of the products and services provided, timeframes and the competitiveness of prices (several quotations), in line with supply guideline. Explain to mission the lead time (commitment of supply team) in supplying the needs to the project Assist the line manager and technical adviser with responding to emergencies, by: keeping the emergency stock monitored and replenished (according to the mission EPREP strategy); assuring supply activities management during emergency according to the agreed supply procedures for emergency response. Prioritize  the purchasing activities as well as the optimum quality of the good purchased with Purchaser and follow up the administrative purchasing (comply with procedures stated in the supply guideline Ensure the medical local purchase is performed according to section pharmacist recommendation (HQ) and validated sources. Ensure the coherent figures (amount and value) in purchasing document are coherent with the related invoice Perform the market study/assessment together with the Purchaser Officer Formulating and updating supplier contracts for terms & condition of purchase and make follow up the existing ones. Ensure the storage is complying with the storage rules of stored products (food, hazardous substances, narcotic & psychotropic, etc.) and provide the medical teams with technical support for the pharmacy stock management. Implement the defined standard tools and procedures of the stock management (reporting, materials and equipment). Checked the monthly consumption data (for consumable items) Prepare the monthly stock report at beginning of every month. Ensure the alert on the expiring items are prepared by Storekeepers (medical & logistic). Ensure the items in the warehouse are only distributed with the validated stock request document. Ensure the Storekeepers do the proper quality control for the stocked item (particularly for sensitive items such as: cold chain). Together with Storekeepers closely monitor the stock level (medical & logistic stock). Carry out the quarterly inventory (physical stock count) with Supply Manager. Carry out random stock check (monthly basis) and report discrepancy to the MedCo. Management of purchases   Stock management Perform the destruction of expired items in accordance with the national regulations, analyze the cost of destruction and prepare the destruction certificate accordingly. Capital Supply Officer Follow up the evolution of national importation regulations, share the information (with coordination) and anticipate the impacts. Ensure international, regional and national freight management is done according to the procedures. Update the mission importation procedure and International order chronogram (stated in the mission supply guideline) in relation with the new country importation policy