The main purpose of the Position

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.

1. Accountabilities

• In collaboration with the Project Coordinator and the Supply Chain Coordinator or Logistics 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 (UNIFIELD, Q4, etc.)
• 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 PC, Supply Chain Co or LogCo and the HRCo, 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;

2. MSF Section/Context-Specific Accountabilities 

Is the supply referent of the project

• Supervises the Supply Team at project level
• Develops communication network between supply team and the other project actors (departments, Mekelle. coordination, projects).
• Produces supply guideline of the mission (policies & procedures) in addition to OCB supply guideline.
• Sets-up and ensure proper implementation of the supply guideline, at project level.
• Monitors the accurate execution of supply procedures and revise them if needed.
• Defines and provide the right tools to support supply activities.
• Briefs the project actors on supply guidelines.
• Evaluates the supply human resources set-up (size, sharing of responsibilities and tasks) at project level.

Provide active support to the supply team and indirect actors

• Organizes Training and Coaching.
• Carries on regular physical inventories at log stockroom.
• Organizes Meetings and Workshops.

Analysis performances and results of the supply chain

• Follow-up on the key performance indicators on the supply chain process.
• Works as a permanent auditor of applied supply chain.
• Reports and recommend based on the supply chain local and or global evaluation.

Market Analysis

• Analyses the global (Local, national, regional & international) market availabilities & access and proposes supply sources.
• Based on frequently purchased items, initiates tenders process for local procurement.

Stock Analysis

• Analyses context, turnover (in & out) and proposes storage strategy (centralized, decentralized; mini-maxi, non-stored items, …)
• Analyses stock reports and recommend suitable follow-up system.

 Data Base Management (Unifield) and Filiing

• Is responsible for the “supply” database (back-up, configuration, update & upgrade, set-up, user right access…).
• Makes sure to keep the link between the data encoded by different users.
• Analyses the Unifield data base for purchasing and stock management.
• Is responsible for filing according to the supply procedures (electronic and paper).
• Records the items which have no code and ask for local code’s creation from coordination.
• Makes local lists of items to be purchased and transmits them to the Purchaser for quotations.
• Makes lists of local prices by supplier, and by group of items and updates them regularly.