Job Description

Médecins Sans Frontières (MSF), is an International Humanitarian Organization providing medical aid to populations in distress, victims of natural and man-made disasters and victims of armed conflict, regardless of race, religion and political believes. For more information, visit our Arabic website, www.msf-me.org

Médecins Sans Frontières France is looking for Yemeni nationals to recruit for the following position:

SUPPLY CHAIN SUPERVISOR

   Location: Aden MSF Hospital – behind Sadaqa Hospital. 
    Contract type: Fixed-Term 4 months contract
    Reporting to:     Logistics Team Leader / Supply Coordinator 

Main Purpose:
Planning and supervising the execution of the supply chain and Transport customs activities in the project or capital (order, procurement, transport and customs and stock management) according to MSF protocols and standards in order to ensure the optimal functioning of the mission.

Key of responsibilities:

• Ensure that all the MSF standard supply tools are used, and the Local Purchasing Procedure is understood and respected by the team under his/her supervision.
• In charge of market assessments and facilitate Framework agreements and contracts.
• In conjunction with the Storekeeper, ensure that the right items and quantities are on stock, following the consumption data - in order to increase the stock release rate and economize the procurement activity.
• Ensure sufficient stock, in collaboration with the Storekeeper for the effective functioning of the project activity: Periodically check stock levels (physical count), keep track of deliveries, movement of goods, keep informed on price fluctuations, shortages of certain goods.
• Ensure in collaboration with the storekeeper complete physical inventory is done. Full inventory at least twice a year, partial inventory of recurring items is done every quarter and Fuel inventory done every end of month. 
• In collaboration with the storekeeper ensure inventory reports after every inventory are completed and signed by the responsible.
• Ensure the stock follow-up tool is updated of all stock movements by the Storekeeper and perform regular checks to ensure the tool is being updated.
• Execute monthly physical spot checks of stock quantities for crucial or high turnover and strategic items, in cooperation with the Storekeeper.
• Receive & encode all IRs in UF.
• Prepare purchase documents (LPOs & FOs) on basis of IRS ensure compliance with MSF standards and protocols.
• Keep the following UF and share the backorder list with respective requesting departs once a week with comments on the status.
• Organizing the purchase process by specifying days for creating documents, days for purchasing and days for closing the purchasing process.
• In the beginning of the week, screen all new and pending order lines of UF and group the requested goods according to their nature.
• Organize and plan the purchasing days (2 days/week) in order to economize movements for items that need to be picked up. Request delivery directly to the warehouse/log store whenever possible. 
• He/she is in charge of collecting quotations for the requested items from the local suppliers.
• He/she is in charge of creating bid analysis to compare between the offers, collecting the required validation on the local purchase documents according to the validation table.
• Ensure received invoices have full details and translate it to English.
• Follow up the payment process by collecting the required validation on the invoices.
• Updating the price list and supplier list on weekly basis.
• Good reception from the suppliers and deliver them to the warehouse or log store.
• Making sure that received goods are in good condition and have long expiry dates.
• Follow up all pending exemptions related to the international cargos.
• Ensure the preparation of the applications and all documents for pre-clearance documents without delay as soon as a cargo RTS notification has been received from the ESC (European Supply Centre = MSFLogstique) or a regional supplier for cargo destinations in south Yemen.
• In charge of checking all cargos documents and status in the portial by weekly basis.
• Responsible to ensure that all documents are prepared absolutely correct and coherent, taking into account all import rules and restrictions of the southern Yemeni authorities.
• Submit the applications with full document sets to the clearing agent.
• In cooperation with the clearing agent, follow up the progress of the clearance approval through the different authorities and keep the cargo follow-up and cargo division permanently updated.
• In cooperation with the clearing agent, follow up the actual clearance upon reception of the cargo in the entry port of Yemen. 
• In case of direct release, follow up the exemption process after cargo reception up to be completed ASAP to avoid any delay. 
• Ensure the daily worker available during loading and offloading and finalize their payment with finance team.
• Ensure cargo reception in MSF warehouse and separating log from medical items.
• In charge of updating cargo follow up and sharing it with medical team in weekly basis.
• Responsible to verify clearance agent or transported invoices.
• In charge of requesting the required trucks for each shipment.
• Responsible of closing the cargo documents on time and archiving.
• Actively reporting to line manager about new regulation, constrains, expected blockage … etc
• Participating in assessment of transport, clearing agents, forwarding agents.

QUALIFICATIONS AND SKILL REQUIREMENT

Education:    • Essential technical diploma, in supply chain.

Experience:    • 1-2 years in MSF Logistics Department, OR previous experience in supply chain activities /transport and customs or related jobs

Languages:    • Essential mission language. Desirable local language.

Knowledge    • Essential computer literacy (word, excel and internet).

COMPETENCES

• Results and Quality Orientation
• Teamwork and Cooperation
• Behavioural Flexibility
• to MSF Principles
• Stress Management