Supply Activity Supervisor at Medecins Sans Frontieres (MSF) - Holland

Medecins Sans Frontieres (MSF) is an international, private, non-governmental, non-profit humanitarian organization. Our organization offers assistance to populations in distress, to victims of natural or man-made disasters, to victims of armed conflict, without discrimination irrespective of race, religion, creed or political affiliation. We have been working in Nigeria since February 1996.

We are recruiting to fill the position below:

Job Title: Supply Activity Supervisor

Location: Makurdi, Benue
Employment Type: Indefinite

Main Objective and Responsibility

• Planning and supervising the execution of supply activities in the project for one or more areas of the supply program (Warehouse, Procurement, Transport and program.) according to MSF protocols and standards in order to ensure the optimal functioning of the mission.

Accountabilities

• Ensuring an effective running of the supply activities in the project on a day to day basis as specified by the line manager, ensuring compliance to MSF standards, protocols and procedures. The activities can include one or more of the following areas:
  • Warehouse: Planning and supervising the execution of the Warehouse and Stock Management activities in the project or capital ensuring sufficient stock for the effective functioning of the supply activity to avoid stock ruptures, losses and excess stocks in the mission, controlling and monitoring the medical and non-medical stocks and assets and ensures that storage is carried out under optimum conditions.
  • Procurement: Planning and supervising the procurement activities in the project or capital ensuring an efficient and on-time purchasing.
  • Transport and Customs: Planning and Supervising the execution of all activities related to an efficient clearance and shipment of goods in the mission ensuring the clearing and the transport of medical and non-medical goods of the mission
  • Other supply activities
• Communicating with customers, keeping them up to date concerning their order status and prioritizing procurement and transport according to their needs
• Supervising, 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
• Ensuring the smooth running of administration and procedures related to his/her supply activity(ies)
• Performing delegated tasks according to his/her specialty and as specified in his/her job description

MSF Section / Context-specific Accountabilities

• Lead the implementation of market assessment in the project at intervals indicated by Logistics Manager, to ensure our suppliers meet the minimum requirements for compliance.
• Communicate the status of internal requests to stakeholders on a regular basis, by sending outstanding order overviews with explanatory comments every month.
• Back-up for Purchaser when needed.
• Supervise and monitor the performance of supervisees (Purchaser, Storekeeper, etc). Ensure that they comply with MSF policies and ethical practices.
• Takes a proactive approach to safety the and security of stocks, assesses potential loopholes in hardware measures and systems, and communicates immediately to the Logistics Manager any concern in this regard.
• Maintain a mutual understanding and cooperation with the finance department and seek clarity if anything is not clear at the level of the finance department.
• Ensures that all staff under their supervision perform their duties observing the MSF policies and in compliance with relevant SOPs of the department. Reports to the manager immediately whenever compliance is not or cannot be met.

Supply Administration:

• Responsible for supply administration, maintains the bookkeeping and Unifield database in Benue project.
• Responsible for filing documents, correspondence and other paperwork relating to supply in the project.
• Carry out data entry activities into UNIFIELD system, registering all orders, deliveries and data concerning stocks according to established procedures, and produce the appropriate, updated documents for the Logistics Coordinator in order to support the decision-making processes.
• Perform data entry of all ordering information into UNIFIELD program and create appropriate documents for ordering and receptions, ensuring that all data entered are approved according to authorization table and MSF policy. Ensure that appropriate documentation has been received and ensuring that all data entry processes occur in a timely and efficient manner.
• Ensures all data collected and entered to databases is consistently accurate and complete.
• Verify correct authorization of orders and receptions in UNIFIELD.
• Keeps both soft and hard versions of all supply folders, files and binders, in MSF Log/Admin Kit updated for Benue’s project.
• Responsible for the Unifield supply database, consults with the Purchaser regarding the update of suppliers’ data (addresses, prices, preferred items), and Store Keeper for update and verification of his respective stocks;
• In collaboration with Logistics Manager keep track of items regularly purchased locally and advise on creating codes in the Unifield database.
• Perform routine checks of the database to ensure consistency for Unifield data quality in low rank;
• Report any anomalies in the Unifield database to the Supply Manager immediately.

Order Processing and Local Procurement:

• Preparing and updating schedules for regular weekly and monthly internal requests for both Medical and Non-Medical (Logistics/Administration and other Non-Medical departments) and sharing it with respective departments.
• Responsible for ensuring the follow up and reception of regular Internal Requests (paper based) for the above mentioned departments.
• Responsible for processing of Internal Requests by sourcing to external suppliers and MSF stocks (Med/Log).
• Communicating on lead-time of requests and orders to the related departments and project and informing about any delays well on time.
• Prepares outgoing shipments according to MSF supply procedures, keeping the storekeeper in the loop of communication for follow up.
• Tracks all outstanding orders, goods receptions and stock replenishment functions for Benue project.
• In close collaboration with the purchaser carryout market survey for regularly purchased big scale orders (Cleaning items, Stationary)
• Prepare Purchase contracts for big scale purchases for Benue project to save time.
• Support and suggest on the right strategy of purchase for various categories of orders; mainly non-medical local purchases to Logistics Manager.

Project Stock Management:

• Carries out random stock check together with the storekeeper (Med, Log) and reports discrepancy to the Logistics Manager.
• Organize the monthly supply – medical meeting to analyze the med stock for ruptures, expiries and overstock
• Generates stock requests and communicates with the storekeeper for the delivery of the goods.
• Informs the Store Keeper and sends the reception control form, for all in-coming cargoes
• In collaboration with the Store Keeper organize cargo to coordination and other projects;
• Prepares and manages expiry report from Unifield with utilization of consumptions figures provided by Medical Team.

Human Resource Management:

• Supervise two positions i.e. Purchaser, Store Keeper (Med/Logistics).
• Support the Logistics Manager in preparation of realistic job description for the staff under his her supervision.
• Conduct regular performance evaluation of the staff under his/her supervision as per MSF standard HR procedure and submit to HR department.
• Support Logistics Manager in preparing the annual evaluation plan for him/her and the staff under his/her supervision.

Periodic Supply Reporting:

• In collaboration with Store Keeper prepare and provide monthly stock reports for medical stock (MSR/TSR/SMS/LSR/LRS) for Benue project.
• Based on forecasted consumption, communicate potential ruptures and excess stock to Logistics Manager.
• In collaboration with Storekeeper (Med/Log) carryout periodic physical count (preferably, a week before 4M, 8M & 12M) physical stock count for narrative reporting period.
• Prepare monthly supply sitrep for LRS narrative.

Requirements
To apply for this role applicants MUST meet the following criteria:

• Education: Candidates should possess an essential Technical Diploma in Supply Chain
• Experience: 1 - 2 years in MSF Logistics Department, previous experience in supply chain activities related jobs.
• Languages: Essential mission language. Desirable local language
• Competences: Results, teamwork, flexibility, commitment, service.

Salary
N373,846 Monthly.

Application Closing Date
14th May 2023 (5:00 PM).

Method of Application
Interested and qualified candidates should:
Click here to apply online
And
Submit their Cover Letter, latest Curriculum Vitae (CV) and photocopies of only necessary Credentials (as one document) with Telephone contact details (daytime) to: [email protected] using “SUPPLY ACTIVITY SUPERVISOR” as the subject of the mail.

Note

• Only applications submitted online will be accepted.
• Only one online application form should be submitted as multiple submissions will not be considered.
• Only shortlisted candidates will be contacted.
• No Transportation and/or Allowance will be provided during the recruitment process.
• MSF is an equal opportunities employer and promotes diversity within the organization.
• This job description may be amended in line with the activities or evolution of the Mission.