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Logistics and Procurement Officer
Medical Teams International

Medical Teams International ... We are a global health organization working to provide care to people affected by disaster, conflict and poverty.  Help heal a hurting world today

 


 Section/Unit: Operations
 Grade Level: 4
 Supervisor: Field Manager
 No. of Post: 1
 Duty Station: Khartoum
 Closing Date: 13 June 2024

 
 Background:

The Logistics Officer is responsible for overseeing that all Logistics and Procurement, Fleet operations and daily operating activities are in line with all related regulations, to facilitate all Medical Teams operations in Sudan.



 
 Duties and responsibilities:

Strategic and coordination

  • Coordinate all field level supply chain activities including planning, sourcing, transport, shipping ,warehousing, asset management; apply distribution control techniques to optimize stock levels.
  • Participate in writing expressions of interest, project proposals, developing budgets,procurement plans, and project performance analysis reports.
  • Lead the interaction and coordination with Sudan Logistics Cluster around cargo movement, storage,fuel supply and other areas of service provision to operational areas as required.
  • Be the lead in directing and monitoring daily operations of Logistics and Procurement services and ensure compliance to Medical Teams International processes and procedures and donor regulations.
  • Responsible for directing and monitoring the daily implementation of field logistics and procurement activities, with particular focus on medical supply chain and fleet management.
  • Primary Logistics and Procurement technical focal point for Sudan office, liaising closely with HQ focal point on a consistent basis, including participating and attending weekly, action-based meetings.

 

Procurement

  • Responsible to ensure that all logistics and procurement processes are carried out in line with Medical Teams policy and procedures and in line with government and donor requirements. Special emphasis being made on storage of pharmaceuticals and medical supplies, including cold chain management.
  • Manage procurement process in accordance with Medical Teams policies and procedures in a transparent, accountable, efficient, timely and cost-effective manner, that protects and benefits MedicalTeams activities.
  • Ensure that logistics and procurement paperwork is filed properly and available for audits in hard copy and digital format uploaded in Teams.
  • Be the lead in tender processes as the Secretariate of the Tender committee and ensure that the committee is dully constituted and the committee aware of the Tender Process SOP.
  • Lead the team in supplier and contract management including tracking supplies and managing supplier contracts, updating database using appropriate due diligence process, and work closely with user departments to ensure effective and efficient implementation.
  • Support timely payments for suppliers by ensuring all required documentation is submitted completely and on time.
  • Assist in annual procurement planning process and continuously track field level budget vs. actual, providing reports to management as required to support decision making.

 

Inventory/Stock Management

  • Ensure that correct procedures are implemented to enable accurate receiving of goods with appropriate technical review where necessary (adequate checking of deliveries of goods for quality, price and quantity ensuring the correct recording of details on relevant/appropriate forms; GRNs, Waybill or Delivery Note)
  • Ensure that correct procedures are in place to manage the stocks, including cold chain procedures for pharmaceuticals to be stored in an adequately locked and temperature-controlled environment.
  • Ensure that all dispatches have been approved and waybills issued.
  • Ensure Weekly stock reports are shared, and monthly physical stock count conducted and subsequently, any variances explained.
  • Ensure compliance to Medical Teams International and Donor approved disposal procedures of assets and goods.

 

Fleet Management

  • Ensure efficient fleet management, including vehicle allocation, fuel management, and providing adequate monthly fuel reports.
  • Ensure compliance to vehicle safety requirements in compliance with Medical Teams International safety standards.
  • Work with management and HQ Logistics to ensure that program activities are supported by providing owned, rented vehicles and transporters as required.

 

Asset and Equipment management

  • Ensure efficient asset management with an updated filed asset register filed in Teams.
  • Ensure that all Medical Teams assets and equipment are appropriately labelled and identifiable.
  • Responsible for managing day-to-day communications equipment and associated SIM cards.
  • Liaise with management to ensure the safe and smooth equipment management required to support program delivery and management of facilities.
  • Conduct regular verification of assets and equipment on a monthly, quarterly, or annual basis and share reports with Management.
  • Ensure that the IT systems and hardware are up to date and secure.

 

 

Staff Management /Others

  • Conduct regular trainings of staff to ensure knowledge and compliance to the logistics requirements of Medical Teams.
  • Work with Field Manager in the improved logistics and procurement staff capacity around the implementation of group and individual work plans, performance plans and others in line with country and global strategies.
  • Provide indirect technical guidance and instruction related to field operations, ensuring they have clear objectives, receive mentorship, and participate in capacity-building opportunities.
  • Provide mentorship and documented capacity-building initiatives for staff involved in logistics and procurement and fleet.
  • Support safety and security tasks as delegated, including updating security guidelines, security briefings, incident reporting, etc.
  • Support construction and rehabilitation activities including clinic rehabilitations and office maintenance.
  • Ensures safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams’ Protection from Sexual Exploitation & Abuse, and Child & Vulnerable Adult protection policies and sexual harassment policies.
  • Other duties as assigned.
  • Utilize volunteers when possible.

 

 


 
 Minimum Qualification, Skills and Experience Required:

EDUCATION, LICENSES, & CERTIFICATIONS                                                                                                                                     

  • Bachelor’s Degree in Procurement & Logistics, Supply Chain Management, Business Administration,

Public Administration or related field is required.

  • Professional certification is preferable (CIPS, CILT, CPP, CPPM, CDPP, CPDW)
  • Master’s degree in related fields is desirable.

 

  EXPERIENCE                                                                                                                                     

  • Minimum 5 years of procurement and logistics management experience 3 Years with INGOs, 
  • Experience of managing medical supply chain including pharmaceutical procurement and distribution
  • Experience working with a busy and reputable business organization especially International NGO is preferred.
  • Experience working in the humanitarian health emergency operating context.

 

 KNOWLEDGE, SKILLS & ABILITIES                                                                                                                                               

KNOWLEDGE 

  • In-depth knowledge of global supply chain management including procurement, tendering, contracting, clearance, transport, warehousing, distribution, fleet management and asset management 
  • In-depth knowledge of ERP systems 

SKILLS 

  • Highly skilled at using ERP systems to manage inventory logistics. 
  • Skilled in managing a budget. 
  • Skilled in training and leading a team. 
  • Skilled at using Microsoft Word, Excel and Outlook. 
  • A good command of both written and spoken English. 

ABILITIES 

  • Ability to act with integrity and ensure security and appropriate use of assets. 
  • Keen interest to mentor others.
  • Highly organized with good quantitative ability.
  • Ability to maintain detailed records with high accuracy. 
  • Ability to support MTI Calling and adhere to the MTI Code of Conduct. 

 

PHYSICAL CONDITIONS                                                                                                                                                                

This position requires frequent travel to health facilities located in remote areas with very basic living conditions. 


Application Procedure: 

  • All interested applicants who meet the criteria should submit their application letter and CV to HAC and Labor Office Kosti.  
  • Indicate your expected salary, and notice period at the bottom of your CV.  
  • Indicate clearly the position applied for in the subject line “Logistics and Procurement Officer”. 
  • Application Deadline: 13th June 2024.








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