Supply Activity Supervisor (Omdurman) – MSF Holland

Job Description

Job Title	Supply Activity Supervisor
Salary	968 USD
Section/Unit	Logistics and Supply
Supervisor	Supply Manager / Logistics Manager / Supply Chain Team Leader
Location	Sudan –  Omdurman
Closing Date	20 June 2024

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

Duties and responsibilities:

• 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:
• Warerhouse: 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 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

Supply Administration:

• Responsible for supply administration, maintains the archiving and unifield database in Omdurman project.
• Responsible for filing documents, correspondence and other papers relating to supply in the project, as well as the archives.
• Keeps both soft and hard versions of all supply folders, files and binders, in MSF Log/Admin Kit updated for Marib 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
• Analyses the standard items and compares it periodically with items regularly ordered by the project.
• In collaboration with Logistics Manager keep track of items regularly purchased locally and advise on creating codes in the Unifield database.

Order Processing and Local Purchase:

• 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 MSF supply procedures, keeping the storekeeper informed in the loop of communication for follow up.
• Tracks all outstanding orders, freight receptions and stock replenishment functions for Omdurman project.
• Assisting in preparation and organizing in-country cargo transportation between warehouse/store to requested destination from Coordination / Omdurman project or reverse.
• In close collaboration with the purchaser carryout market survey for regularly purchased big scale orders (Non-Therapeutic Hospital food, Cleaning items, Office food, Stationary) every four (6) months.
• Prepare Purchase contracts for big scale purchases for Omdurman project to save.
• 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 Store Keeper and Assistant storekeeper and reports discrepancy to the Logistics Manager.
• Based on the minimum and maximum stock, forecasted monthly consumption,  advice order quantity and communicates with the Logistics Manager and Medical Focal Point  to determine the defiant order quantity
• Organize the monthly supply – medical meeting to analyze the med stock for ruptures and overstock
• Generates stock requests and communicates with the Warehouse Supervisor/purchaser for the delivery of the goods.
• Informs the Store Keeper and sends the reception control form, for all in- coming cargoes
• Finalize and distribute to the relevant departments a monthly stock review
• In collaboration with the store keeper organize cargo to the projects
• Prepares and manages expiry report from Unifield with utilization of consumptions figures provided by Medical Team.

Human Resource Management:

• Supervise 2 (two) positions i.e. Purchaser, Store Keeper and Assistant Storekeeper 
• In order to ensure the coverage of the human resources needs and maintain high standards of quality, organize and coordinate the activities of team supervised (week’s schedule, annual leave, absences, DW request etc.) based on his/her team supervised by communicating and coordinating with HR Admin department all relevant information in due time agreed, evaluate performance, define and ensure the needs of capacity building/training to his/her team member
• 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.
• Staff is not allow to chew QAT during working hours or during on duty
• Under no circumstances are firearms/weapons allowed in MSF vehicles or on MSF premises.
• The above-mentioned activities and responsibilities are not exhaustive, staff may be assigned additional or adhoc responsibilities or tasks as required by superior i.e.: to be a gap filler to cover the team member he or she supervised during absence or Log Manager when needed on specific situation and limited time.

Periodic Supply Reporting:

• In collaboration with Store Keeper prepare and provide monthly stock reports for medical stock (MSR/TSR/SMS/LSR) for Omdurman project.
• Based on forecasted consumption, communicate potential ruptures and excess stock to Logistics Manager.
• In collaboration with Storekeeper (Med/Log) carryout 4monthly (preferably, a week before 4M, 8M & 12M) physical stock count for 4M narrative reporting period.
• Liaises with coordination HR/Admin to ensure all employees have valid MSF ID cards.
• Keep information updated on NS Training, record trainings done in order to be able to provide accurate information at any time.
• Staff planning ( Leave planning) , to minimize gaps within her team Evaluation of staff, regular follow up of performance of all staff under his/her supervision,annual leave planning and ensure gap fill plan in the team when someone is on holidays/leaves.
• Ensures good stock keeping /FU of stocks for the expat houses is done, places orders ( Detergents, cleaning materials)
• Ensures good Stock management     and ordering  for the stationary for the offices
• Coach & supervise admin staff (Cooks & Cleaners). 
• Follow up daily workers tracking sheet & prepare payment on time.
• The above-mentioned activities and responsibilities are not exhaustive, and staff may be assigned additional responsibilities or tasks as required.

Minimum Qualification, Skills and Experience Required:

Education	Essential technical diploma, in supply chain
Experience	1-2 years in MSF Logistics Department, previous experience in supply chain activities related jobs
Languages	Languages Essential mission language is desirable local
Knowledge	Essential computer literacy (word, excel, internet)
Competencies	Computer literacyResults and Quality Orientation Teamwork and Cooperation Behavioral: Flexibility Commitment to MSF Principles Stress Management

How to apply

Interested candidates are requested to send their CV & copy of educational and experience certificates directly to MSF Holland Offices (Port-Sudan, Kassala, Gedarif and Omdurman)