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Background:
The In-Kind Grants Officer is responsible for overseeing the end-to-end management of in- kind assistance received by MedGlobal in Sudan. This includes coordination of logistics and supply chain processes, port and customs clearance, warehousing, distribution, post-distribution monitoring, and donor reporting related to in-kind grants. The role works closely with program teams, logistics staff, finance, and HQ to ensure that all in- kind commodities are managed transparently, reach intended beneficiaries in a timely manner, and comply with donor, government, and MedGlobal requirements.
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Duties and responsibilities:
In-Kind Grant and Commodity Management - Manage the full lifecycle of in-kind grants, from award and shipment planning through distribution and close-out.
- Maintain comprehensive tracking systems for in-kind commodities, including shipment status, inventory, distribution, and remaining balances.
- Ensure alignment between in-kind donations and approved project objectives, target populations, and timelines.
Logistics, Supply Chain, and Port Clearance - Coordinate with HQ, donors, freight forwarders, and clearing agents to facilitate international and local transport of in-kind supplies.
- Oversee customs and port clearance processes, ensuring compliance with Sudanese regulations and donor requirements.
- Identify and mitigate risks related to delays, losses, damage, or diversion of in-kind commodities.
- Support warehousing, stock management, and internal controls to ensure proper handling and storage of supplies.
Distribution and Post-Distribution Monitoring (PDM) - Coordinate with program teams to plan and implement distributions in line with project objectives and humanitarian standards.
- Ensure appropriate documentation of distributions, including waybills, beneficiary lists, and distribution reports.
- Lead or support post-distribution monitoring activities to assess utilization, coverage, and beneficiary satisfaction.
- Use PDM findings to inform program improvements and donor reporting.
Donor Reporting and Compliance - Prepare accurate and timely donor reports related to in-kind assistance, including narrative, quantitative (including PDMs), and inventory components.
- Ensure compliance with donor regulations, visibility requirements, and audit standards for in-kind grants.
- Work closely with finance teams to ensure appropriate valuation and reconciliation of in-kind contributions.
Coordination and Capacity Building - Serve as the focal point for in-kind assistance coordination with HQ, program team logistics staff, and external partners.
- Provide training and guidance to field teams on in-kind grant compliance, inventory management, and distribution documentation.
- Contribute to the development and improvement of SOPs related to in-kind grants, logistics, and distributions.
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Minimum Qualification, Skills and Experience Required:
- Bachelor’s degree in Supply Chain Management, Logistics, International Development, Public Health, or a related field. Master’s degree preferred.
- Minimum of 3–5 years of experience managing in-kind grants, humanitarian logistics, or supply chain operations in emergency or fragile contexts.
- Demonstrated experience with international shipments, customs clearance, warehousing, and last-mile distribution.
- Strong understanding of donor compliance requirements related to in-kind assistance (e.g. UN agencies, foundations).
- Experience with inventory management systems and commodity tracking tools.
- Strong organizational skills with the ability to manage multiple shipments and deadlines simultaneously.
- Excellent written and verbal communication skills in English; fluency in Arabic required.
- Ability to work effectively in multicultural teams and high-pressure humanitarian environments.
- Commitment to humanitarian principles and MedGlobal’s mission.
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