Job Description

“Supply Officer– Sana’a”

For our program in Yemen, we are looking for a Supply Officer, this position will be based in Sana’a. 
Médecins du Monde (MdM) is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

Position:     Supply Officer 
Contract:    Full-time
Location:     Sana’a
Reporting to:     Supply Advisor Sana’a

Job Purpose

Under the supervision of the Supply Advisor, the Supply Officer will be responsible for the following main activities in accordance to donors and MDM procedures:

• Carrying out specific supply works regarding his qualifications, according to MDM procedures and his superior's instructions, to contribute to the procurement process of the relevant base, such as preparing contracts, gathering quotations, and suppliers pre-qualifying. 
• Assist in preparing weekly and monthly reports related to supply and procurement.

Main activities

Procurement Process: 

• Assist the procurement procedures (contracts, quotations, appraisals of quality and price) for goods, services and works in respect of MDM and donors’ requirements.
• Carry out purchases of a supply for MdM offices and projects, analyzing market sources, and competitive pricing conditions among different suppliers in order to ensure an ongoing supply of all sorts of goods, while guaranteeing best quality and pricing for MDM goods and commodities. 
• Maintain all Mission Requests in a systematic manner to support optimum use of Mission resources and manage service agreements.  
• Solicit bids or quotations, analysis them for conformity to specify requirement and conduct appraisals, confirm terms of agreement with selected suppliers.  
• Ensure overall best value for money is achieved through a competitive and transparent procurement process considering quality, availability, time frame, transport and storage costs and technically advise the Procurement Committee accordingly.
• Follow up on status of Mission Request and keep the requesting department abreast of estimated time of delivery.
• Ensure the delivery of all purchased items to the requester/sites, collects the proof of delivery and proceed to the validation of the invoices.
• Prepare all kind of contracts for goods, services and works. 
• Assist the Log Coordinator and supply advisor in following up on the payments of all suppliers and collecting all the necessary supporting documents from them.
• Support the Supply advisor or Logistics Coordinator in ensuring that all procurements files and documents are completed and uploaded to SPF and properly archived.
• Compiles documentation required for payments and sends to finance for processing in a timely manner.
• Facilitate the negotiation with local purchasers and maintain good relationships with suppliers.
• Run market assessments and update the pre-qualified supplier's lists.
• Update all the supplier files and ensure all formation related to the supplier has been fully updated on the SPF.
• Ensuring contract terms & pricing list are carried out by regularly reviewing and updating in procurement system.
• Act as procurement focal point for all Mission Requests received from Sub-Offices (Aden and Marib).
• Support the Logistic department in liaising with medical team and sup- offices under supervision of Supply advisor regarding mission requests in order to consolidate overall procurement and optimize purchasing power.  
• Collaborate for the preparation of the weekly and monthly logistics report.
• Perform tasks delegated to him.

Stock Management: 

• Ensure that all items are well organized and correctly stored for non-medical item, well protected, fully identified and easily accessible (cleanliness, security, access, etc.). 

    Reporting and meetings:

• Prepare weekly activities report to submit to the Supply Advisor (purchase tracker, monthly action plan, donation statement, ets… 
• Commitment to attending weekly and monthly logistics department meetings as well as general staff meetings.

Others:

• While most of the work will be carried out in the Sana’a Office – staff may be required to make occasional support visits to other field offices. 
• Supply Officer may be required to carry out inductions with new staff on aspects of Supply chain role, support and areas of expertise.

PROFILE REQUIRED

Qualification required: 

• Bachelor degree in Business Administration or related field of study.
• 2-4 years of proven experience in managing supply and purchasing activities in INGOs.
• Experience working in INGOs is highly desirable.
• Female candidates strongly advised to apply.
• Good knowledge of procurement processes.
• Essential computer literacy (word, excel and internet).

Technical skills

• High level of integrity and understanding of procurement ethics.
• Planning and organizational skills and ability to meet deadlines.
• Negotiation skills, communication and interpersonal skills.
• Service orientation.
• Initiative.
• Teamwork and cooperation.
• Flexibility and adaptability.
• Commitment to MDM principles.
• Arabic and English language are essential for the post.