Supply Officer – Bekaa Valley - Baalbeck

  -Scope of responsibility: Ensure an efficient implementation of supply chain activities (order management, purchase management, stock management and freight management) for the Bekaa project supply office guaranteeing a proper application of MSF supply procedures.   -Accountabilities: Focal person in all information related with supply operations (eg: order follow up) between capital & project team, including the pharmacy issues. Plans, coordinates and supervises the daily activities of the Supply team organizing their working plan, rotation schedules, ensuring coaching and taking part of the recruitment team. Ensures a smooth running supply administration and the respect of the implemented supply procedures and proposes adjustments where needed. In particular: Ensure efficient supply administration, and implementation of standard tools Responsible for filing documents, correspondence and other papers relating to supply in the projects, as well as the archives. Analyze the database of standard items and to compare it periodically with items regularly ordered. Is responsible for the supply database and the correct filing and archiving of the supply documentation and guarantees the availability and the coherence of supply data. Is responsible for the purchase management, in particular: Responsible for follow-up of local purchase and therefore, is responsible for communicating with all suppliers. Prepare with the project log, market assessments, contracts, and supplier evaluations. Communicate with local suppliers for status of purchase orders, claims and/or complaints. Monitors stock levels (medical and non medical) related to monthly consumption figures, expiry dates, excess drugs and possible shortages in the capital, using standard MSF tools, updating equipment inventory, scrutinizing Monthly Stock Report generated by the storekeeper Supervise, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required. Carries out the purchases of the Bekaa project on the basis of purchase documents issued by the line manager and manages the administrative and accounting procedures related to purchasing. Constantly assess the local market, seeks products and suppliers that offer the best value for money, and negotiates prices. At the request of the line manager, obtains different quotations from suppliers according to the MSF Purchasing policy. Place purchase orders to pre-selected suppliers with whom prices have been agreed. Request invoices or receipts, without delay, for all purchases, check they are correctly filled and translate information written in local language before aproval. Regularly updates the supplier-item-price data on the supply office. Manage the administrative and accounting procedures related to purchases: complete purchase orders, check delivery notes (against orders), etc. Manages the advances issued by the Finance Department. Assists in reception control process with the storekeeper and supply assistant. Update information on purchase lists after purchases are made. Informs the Supply log/supply supervisor and LogCo/project log of all information or modifications to the “item-supplier” data: price, address, items available…   -Specific Activities: Ensure the general functioning of the transport and purchasing activities according to the mission supply guideline and donors requirements; Manage clients visits on regular basis to offer a permanent support to the direct and indirect supply chain actors. Supervise the quality of the products and services provided, timeframes and the competitiveness of prices (several quotations), in line with supply guideline. Keep the emergency stock monitored and replenished (according to the mission EPREP strategy) Ensure supply activities management during emergency according to the agreed supply procedures for emergency response. Ensure the medical local purchase is performed according to section pharmacist recommendation (HQ) and validated sources. 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. Analyze the database of standard items and compare it periodically with items regularly ordered vs the stocked item. Notes the items regularly purchased which have no code, and propose for the creation of local codes. Check if the status of document (PO/PL, ST, RN/FM+PA) has been updated by the respected supply personnel. Regularly update & disseminate the database of articles (local code, ZBD code, ITC code) to the clients. Perform any other tasks, as requested