Logistics and Procurement Coordinator(Gadrief) – MTI

By Osama Elsheikh Last updated Jan 13, 2024

Job Description

Organization	Medical Teams International
Work Station	Country Office Gadrief
Supervisor	Internationals Logistics Coordinator
Deadline	January 15/2024.

Background:

The Logistics and Procurement Coordinator 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 country-level supply chain activities including planning, including sourcing, transport, shipping, warehousing, and 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 LogisticsCluster 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 with Medical Teams International processes and procedures and donor regulations.
Responsible for directing and monitoring the daily implementation of country logistics and procurement activities, with a particular focus on medical supply chain and fleet management.
Primary Logistics and Procurement technical focal point for the Sudan office, liaising closely with HQ focal point consistently, including participating and attending weekly, action-based meetings

Procurement

Responsible for ensuring that all logistics and procurement processes are carried out in line with Medical Teams policy and procedures and line with government and donor requirements. Special emphasis is being made on the the storage of pharmaceuticals and medical supplies, including cold chain management.
Manage procurement process by 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.
Lead in the creation, revision, and submission of country-specific logistics and procurement SOPs for approval to ensure compliance (Can you include compliance with what? policies, donor regulations?
Be the lead in tender processes as the secretariat of the Tender committee and ensure that the committee is dully constituted and the committee aware of the Tender process SOPs.
Led the team in supplier and contract management including tracking supplies and managing supplier contracts, updating the database using appropriate due diligence processes, and working 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 country-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 is conducted, and subsequently, any variances are explained.
Ensure compliance with 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 with 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, and rented vehicles and transporters as required.

Asset and Equipment management

Ensure efficient asset management with an updated asset register filed in Teams.
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.
Ensure that the IT systems and hardware are up-to-date and secure.

Staff Management /Others

Work with Field Coordinator 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 country 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 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:

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

Public Administration or a related field is required.

Professional certification is preferable (CIPS, CILT, CPP, CPPM, CDPP, CPDW)
A master degree in related fields is desirable

EXPERIENCE

Minimum 7 years of procurement and logistics management experience, with INGOs/UN
inclusive of at least 2-3 years in a similar role (Coordinator or Manager) with INGOS/UN
Experience in managing medical supply chains including pharmaceutical procurement and distribution
Experience with specific Grant rules and regulations on Procurement, Asset & management, and disposal procedures by donors such as (UNHCR, USAID, ECHO, other agencies, etc.) is preferred.
Experience working with a busy and reputable business organization, especially an International NGO is preferred.
Experience working in the humanitarian health emergency operating context.

KNOWLEDGE, SKILLS & ABILITIES

KNOWLEDGE

Indepth knowledge of global supply chain management including procurement, tendering, contractin, clearance, transport, warehousing, distribution, fleet management, and asset management
Demonstratable understanding and working knowledge of medical supply chain best practices
Demonstrated understanding and working knowledge of donor-specific logistics procedures and grant requirements
Excellent knowledge of standard logistics procedures and practices.
Good understanding of financial and HR procedures.
Knowledge of the humanitarian system and principles,

SKILLS

Strong interpersonal, influencing, and negotiation skills
Skilled in managing a budget
Skilled in communication and leading a team
Strong computer skills including word processing, spreadsheets, and databases
A good command of both written and spoken English and Arabic
Skilled in mentoring, training, supportive supervision, and capacity building.
Good level of technical skills in IT / Communications/construction or other desired.
Excellent analytical, communication, and representative skills.
Excellent skills in using Excel skills.

ABILITIES

Ability to act with integrity and ensure security and appropriate use of assets.
Ability to adapt, multitask, and deal with stressful situations.
Ability to work within and motivate the team.
Keen interest in mentoring others
Highly organized with good quantitative ability
Ability to maintain detailed records with high accuracy
Ability to support MEDICAL TEAMS INTERNATIONAL Calling and adhere to the MEDICAL TEAMS INTERNATIONAL Code of Conduct.

NOTE: The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities and skills are also subject to change based on the changing needs of the job, department or organization. The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.

How to apply

Applicants must submit their applications, cover letter, Curriculum Vitae, All qualifications, work certificates, nationality card and birth certificates, 3 reference letters through Labor Office Gardref Hard copy applications.

Application deadline is January 15/2024.