Supply Manager
Médecins Sans Frontières (MSF)
Medico-Humanitarian
Closing date: 07 Mar 2011
Location: - Various -
Location: - Various -
SUPPLY MANAGER
Médecins Sans Frontières Suisse
Scope of responsibilities :
Overall responsible by co-ordinating the appropriate, effective and efficient management of the Supply Chain activities for the mission in accordance with the MSF CH policy and standard
General Objectives:
1. Monitor and evaluate the existing Supply Chain Management of the mission;
2. Propose, to the coordination team, an adapted supply strategy integrating coordination team members stakes, objectives, specificities and constraints (inter-departmental strategy)
3. Guarantee the respect and the implementation of the coordination team decisions; report to LogCo (strategy and associated objectives = coordination team; means and methods = supply chain manager)
4. Ensure the stability of supply activities within regular and emergency intervention of the concerned ;
5. Ensure the implementation of standardized methods (hr set-up & job desc., internal & external com, processes and procedures, support doc., tools, reporting, field support/training, etc…)
6. Ensure, with the MedCo and the pharmacist, the integration of medical warehouses management (capital and projects) under logistics/supply responsibilities (requirements, implementation and timing)
Recruitment criteria :
Education:
University diploma in logistic management and/or supply chain management is a plus
Any logistic course for coordinator
Experience MSF :
Minimum 2 years experience as Supply Officer
Experience in industrial logistic is a plus
Experience non MSF:
Minimum of 3 years’ experience in the area of humanitarian logistics,
or 1 years’ experience in a similar role in a humanitarian organisation
Languages: French and/or English
Technical skills:
1. Mastery of the MSF supply chain and tools
2. Good technical knowledge on MSF articles, standard description and codification
3. Excellent knowledge of LogistiX 7
4. Good understanding of MSF Logistique
5. Good international and local transport knowledge and experience (incoterms, import, transit & export procedures, truck checking, loading, break of loading…) and flows management.
6. Comfortable with customs procedures (circuit of documents, laws, VAT exemption…).
Personal qualities:
Ability to manage a team, good communication skills, negotiating and organisational skills, flexibility, resourcefulness, ability to work in a multi-disciplinary and multi-cultural environment, pro-active attitude, open-mindedness.
Able to train and coach, diplomatic
Responsibilities of the position :
Supplies:
• Monitor and evaluate the existing SCM strategy (set-up, follow up, measure and report); in collaboration with the LogCo, considering the objectives, specificities, supply responsibilities and constraints of each coordination team members.
• Ensure the stability of standardization use on supply tools, especially on LogistiX, at any step of the supply chain (capital & projects, procurement, central stock management, freight, transport)..
• Elaborate the Mission Supply Guideline within key team members in the mission (capital and projects levels) and evaluate it in yearly basis together with coordination team (mainly with LogCo).
• Ensure the efficiency of supply management in the mission is implemented according the MSF guideline/procedures; within the regular mission activities and as well as during emergency.
• Advise the market assessment strategy and assist market study/assessment in the mission.
• Establish & maintain contact with other MSF section (in the country or regional) or other agencies, for a potential collaboration and exchange of resources and information on supply.
• Liaise with Finance Coordinator for any financial and donor constraint, that link with supply activities.
Management of Orders and purchases:
• Ensure the team members in mission understood and respect the line of ordering procedures
• In keeping with operational needs: follow, update and redesign as appropriate the purchasing procedures in place for local supply, in order to obtain good quality items at the best possible price
• Prepare and maintain the supplier list (local and regional suppliers) accordingly in the database.
• Master procurement sources through local and regional market assessments (Leogane mandatory)
• Make a proper link between Supply and Finance, trained the logistician on budget holder, therefore supply team could create Purchase Order according to the mission budget
• Ensure the purchasing activities in both mission is implemented according to the MSF standard procedures
• Conduct the tender activities for the mission.
Stock management:
• Ensure the warehouses are secured and storage sized according to the needs
• Ensure the proper stock management and warehouse organization according to MSF standard and policy.
• Provide advices on necessary means required for the stock management (HR, materials and equipment) at peripheral levels
• Define the different stocks at peripheral level (what? Who? Frequency of ordering)
• Define an Eprep stock strategy with the coordination team
• Ensure the inventory of MSF Asset is followed and updated accordingly (quarterly basis)
Freight and delivery :
• Assess the local transport market and monitor prices of transporters.
• Ensure international, regional and national freight management
• If required (new country importation policy), update the mission importation procedure and International order chronogram.
Human Resources management:
• Design a proper supply organization chart according MSF standards based on the principle:
• one project, including capital = one supply officer and his/her backup + a supply team
• Provides coaching, training and support to the whole supply actors (capital & projects; med, log and fin).
• Ensure and train on the proper use of all MSF standard procedures and tools; supply related.
• Expatriates & national staff:
- Evaluate the current supply organization chart size according to the mission stakes
- Ensures individual follow-up of the supply staff (national and int’l): supports, coaching and evaluations (intermediary and end of mission)
- If required, provide welcomes, briefs and debriefs for the new expat and new recruited national staff.
• Ensure trained backup for each supply position and especially for the supply officers
Administrative and Management:
• Ensure efficiency of the supply administration (capital and projects) and the implementation of standard tools (especially for LogistiX).
• Ensure all the supply documents are filed in the proper manner (capital and projects).
• Ensure supply documents are properly followed, according to the respected mission procedures, rules and guidelines.
• Evaluate and update clean all the LogistiX databases (capital and projects
Information:
• Participate regularly to the logistic meetings, coordination, medical and finance if necessary (capital and projects levels).
• Conduct regular supply meetings, analyze and solve communication barriers with other departments.
Communicate regularly with direct line supervisor (LogCo) in order to ensure good understanding of each other’s activities and priorities
Reporting and communication :
• Ensure submitted regular supply activity reports to the coordination team (monthly, quarterly, annual and other required reports).
• Ensure regular order monitoring to the coordination / project team (clients).
• Regular contact with the Mission Coordination members.
• Participate to the PoA and associated budgets and revisions.
• Immediately inform the line manager and/or technical adviser (in Geneva) of any information that has or could have an impact on Supply chain management.
• Immediately inform the line manager of any problems arising (related with supply issues) within the Mission.
• Provide field visit reports and adequate recommendations.
Other:
• Collaborate with the MedCo and the pharmacist to ensure the implementation of a a proper medical distribution
• On request
Responsibilities towards MSF
General knowledge of MSF:
• Have a general understanding of the organisation, its functioning, structure and values (Charter).
• Be familiar with the objectives and activities of MSF, both generally and in the direct context of his/her work.
Understanding of the Project:
• General understanding of the background of the Project and the origins and consequences of strategic decisions through operational reports (CPP, Action Plan, etc.), end-of-Mission reports and other internal documents.
Understanding of the context.
• Develop knowledge about the history of the region, particularly the towns in which MSF deploys its activities, and the major political, economic and social events.
Cooperation with other departments:
• Keep up to date with the activities of other departments, comply with specific rules and procedures, provide support where necessary
Source of information:
• Keep up to date and regularly follow developments in the social and political context.
• Gather relevant information relating to the field of activity of MSF and the context.
• Advise on various subjects (culture, economics, politics, etc.).
• Translate documents and/or act as an interpreter during conversations, as the need arises.
• Assess the local transport market and monitor prices of transporters.
• Ensure international, regional and national freight management
• If required (new country importation policy), update the mission importation procedure and International order chronogram.
Human Resources management:
• Design a proper supply organization chart according MSF standards based on the principle:
• one project, including capital = one supply officer and his/her backup + a supply team
• Provides coaching, training and support to the whole supply actors (capital & projects; med, log and fin).
• Ensure and train on the proper use of all MSF standard procedures and tools; supply related.
• Expatriates & national staff:
- Evaluate the current supply organization chart size according to the mission stakes
- Ensures individual follow-up of the supply staff (national and int’l): supports, coaching and evaluations (intermediary and end of mission)
- If required, provide welcomes, briefs and debriefs for the new expat and new recruited national staff.
• Ensure trained backup for each supply position and especially for the supply officers
Administrative and Management:
• Ensure efficiency of the supply administration (capital and projects) and the implementation of standard tools (especially for LogistiX).
• Ensure all the supply documents are filed in the proper manner (capital and projects).
• Ensure supply documents are properly followed, according to the respected mission procedures, rules and guidelines.
• Evaluate and update clean all the LogistiX databases (capital and projects
Information:
• Participate regularly to the logistic meetings, coordination, medical and finance if necessary (capital and projects levels).
• Conduct regular supply meetings, analyze and solve communication barriers with other departments.
Communicate regularly with direct line supervisor (LogCo) in order to ensure good understanding of each other’s activities and priorities
Reporting and communication :
• Ensure submitted regular supply activity reports to the coordination team (monthly, quarterly, annual and other required reports).
• Ensure regular order monitoring to the coordination / project team (clients).
• Regular contact with the Mission Coordination members.
• Participate to the PoA and associated budgets and revisions.
• Immediately inform the line manager and/or technical adviser (in Geneva) of any information that has or could have an impact on Supply chain management.
• Immediately inform the line manager of any problems arising (related with supply issues) within the Mission.
• Provide field visit reports and adequate recommendations.
Other:
• Collaborate with the MedCo and the pharmacist to ensure the implementation of a a proper medical distribution
• On request
Responsibilities towards MSF
General knowledge of MSF:
• Have a general understanding of the organisation, its functioning, structure and values (Charter).
• Be familiar with the objectives and activities of MSF, both generally and in the direct context of his/her work.
Understanding of the Project:
• General understanding of the background of the Project and the origins and consequences of strategic decisions through operational reports (CPP, Action Plan, etc.), end-of-Mission reports and other internal documents.
Understanding of the context.
• Develop knowledge about the history of the region, particularly the towns in which MSF deploys its activities, and the major political, economic and social events.
Cooperation with other departments:
• Keep up to date with the activities of other departments, comply with specific rules and procedures, provide support where necessary
Source of information:
• Keep up to date and regularly follow developments in the social and political context.
• Gather relevant information relating to the field of activity of MSF and the context.
• Advise on various subjects (culture, economics, politics, etc.).
• Translate documents and/or act as an interpreter during conversations, as the need arises.
How to apply
Thanks for addressing your application (CV and motivation letter in French or in English) before March 7th 2011 at christine.gayral@geneva.msf.org mentioning the reference ‘Supply Manager’ONLY PRE-SELECTED CANDIDATES WILL BE CONTACTED.
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