PROJECT ASSISTANT SUPPLY CHAIN MANAGER

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation.
“Female candidates and people with disabilities are highly encouraged to apply “
MSF does not charge fees or accept any money during the entire recruitment process.”

MSF-E is advertising for the following position PROJECT ASSISTANT SUPPLY CHAIN MANAGER

Requirements for the position

Education:    

• Essential diploma and specialization in Logistics/Supply Chain Management. (university degree desirable)

Experience:    

• Minimum 2 years' experience in supply chain .
• Desirable experience in MSF or other NGOs in developing countries.

Languages:    

• Strong communication skills, Essential : written and spoken proficiency in English & Arabic.

Other:    

• essential computer literacy (Word, Excel and Internet)

Description

• Place of work: Abs district – Hajja governorate - Republic of Yemen
• Level: 8
• Duration: One year with the possibility of extension subjected to a probationary period according to the Yemeni Labour Law
• Others: Salary: Based on the organization scale

Main objectives:    

Defining, coordinating and monitoring the supply chain activities in the project according to MSF protocols, standards and procedures in order to ensure the optimal running of the project

Main responsibilities and tasks:    

• Supporting actively the Project Supply Chain Manager in the definition and update of the site (project) annual planning and budgets through the definition/revision of the site supply support according to the context and the operational needs, in line with MSF's protocols, standards and procedures; and ensures its implementation, monitoring and evaluation
• Participating in the definition of the HR set-up related to supply (team sizing, organization charts, job descriptions, division of roles, tasks and responsibilities), assisting the Project Supply Chain Manager in the management of the site supply team (hierarchically and functionally) and participating in the selection, the follow-up, the support (training-mentoring-coaching), the evaluation and the development of the staff supervised.
• Supporting the stability of the supply activities within regular and emergency intervention of the site; proposes strategic adjustments and resources (re)allocation when needed.
• Implementing the defined standardization of order, procurement, transport and delivery management.
• For warehouse management (including Eprep) focus on medical stocks and their interactions with the distribution points.
• Managing sub-sites visits on regular basis to offer a permanent support to the direct and indirect site supply stakeholders.
• Supporting the offer of a permanent technical support to the supply teams as well as to all other departments in the site (Ops, Med, Log, Fin, HR, , …)
• Assessing, measuring and reporting, to the Project Supply Chain Manager, the implementation of the overall site supply chain management and, as a permanent guarantor, ensuring an efficient supply administration by providing adapted supply processes, procedures and tools to support the different activities.

Participating in the validation of the supply related third parties proposed by the supply and procurement supervisors together with the technical referents when needed.
 
MSF Section/Context Specific Accountabilities    

• In collaboration with the LTL and the Deputy Supply Chain Coordinator, planning, establishing and reviewing the supply activities in the project including its budget, in order to identify and optimize the response to the needs of the mission and the targeted population
• Monitoring and ensuring the efficient and smooth running of the following supply activities in the project: order processing, local purchase management, physical (warehousing) and administrative (management of movements) stock management, freight management, supply administration and implementation of standard supply tools (LogistiX 7, etc.)
• Defined and implement the standardization of order, procurement, transport and delivery management. For warehouse management (including Emergency preparedness) focus on Logistics stocks and their interactions with the distribution points.
• Ensuring the availability of relevant management data to the owners of the stock, project and capital coordination (expired drugs, risk of shortages, stock reports, lead time, pipeline, etc.).
• Managing the supply team in the project, and in collaboration with the logistics team Leader, Supply manager. Deputy Supply Chain Coordinator and the HR, participating in the planning and implementation of HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the staff under his / her responsibility in order to ensure both the sizing and the amount of knowledge required to correctly perform all supply activities
• Participating in monthly reporting according to guidelines.
• Ensuring continuous coordination and consistency between project and capital reducing delays and misalignments in procurement and delivery time.
• Ensure regular monitoring of orders at project and capital level with clear feedback of priority and status of every item ordered.
• Acts as the central point of collaboration with other departments, ensuring that supply activities are fully aligned with operational needs and reduce shortage and gaps for supplies in Hospital.
• Ensuring systematic tracking of consumable materials with clearly defined consumption figure, improving forecasting accuracy and reducing misuse.
• Manages logistics supply and service contracts, guaranteeing reliable, regular supplies and holding vendors accountable to performance and timelines on deliveries.
• Incharge of renewals of logistics, supply and service contracts at project level with the support and guidance of Logistics team leader.
• Ensure that all contract documents are well translated in Arabic and English.
• Leads the management and enforcement of all supply-related procedures and protocols, ensuring compliance, traceability, and efficiency at every level.
• Regular assessments of new suppliers and enforces standardized documentation and quality requirements, minimizing risk and ensuring consistency of local suppliers.
• Implements a transparent system for tracking consumable materials with precise consumption figures, reducing waste, stockouts, and overstock. Creates and maintains a clear supply chronogram aligned with operational timelines, ensuring that supply flows meet project demands without interruption.
• Ensure regular inventory and analysis according to inventory chronogram and provide reports with clear action points for the next period.
• Operates autonomously with minimum dependence of Logistics team leader except for management guidance and validation of documents. This will enable fast response to supply needs in the project.
• Be a custodian of supply management at project level and responsible to provide feedback to capital and Users.