Médecins Sans Frontières (MSF) is an international, humanitarian, non-governmental organisation providing assistance to people in need as a result of natural and man-made disasters, irrespective of race, religion, ideology or politics.

We are seeking to employ a candidate for the following position:

Female - Supply Chain Supervisor

Place of work: Erbil – MSFCH Office

Deadline for application: 17/11/2024

Number of Jobs: 1

Main purpose of the job:

Planning and supervising the execution of the supply chain activities in the project or capital  (order, procurement, transport and customs and stock management) according to MSF protocols and standards in order to ensure the optimal functioning of the mission

Accountabilities:

• Planning, coordinating, supervising and monitoring on a day-to-day basis the implementation of the supply activities in the project as specified by the line manager, ensuring compliance to MSF standards, protocols and procedures. Including the following tasks:
• Order management: Responsible for the supply administration, the correct filing and archiving of supply database and the efficient processing and follow up of orders and requests.
• Procurement: Responsible for purchase management, in particular the follow up of purchases, preparation, together with the Logistics Manager, market assessments, contracts and supplier evaluations and communication with local suppliers for the status of purchase orders, claims and complaints
• Transport and Customs: Ensuring the clearing and the transport of medical and non-medical goods of the mission and provide info on timelines regarding administrative procedures concerning, import, customs clearance, etc.
• Stock management: Controlling quality and costs and the physical state of orders and determines the quantities of products to buy (volume) taking into account the demand and needs of the mission, the availability forecasts, delivery timelines, budget and other relevant factors and monitors stock levels related to monthly consumption figure, expiry dates, excess drugs and possible shortage in the capital.
• Communicating with customers, keeping them up to date concerning their orders status (BO confirmation) and prioritizing procurement and transport according to their needs
• Coordinating and leading the team under his/her responsibility including the definition of each person's tasks (daily supervision and checking the quality of their work), drawing up working schedule
• Supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required.

MSFCH Context Specific Accountabilities of the position:

• Monitors all project procurement and supports the Supply Officers of the fields when needed (Mosul and Duhok)
• Ensures all purchases of the mission made in Erbil in compliance with the deadlines and the follow-up of orders by sending a monitoring with all the information to the customers every Thursday.
• Ensures the preparation of supplier files for purchases made for payment and ensures the archiving of all supporting documents.
• Ensures the updating of supplier catalogs.
• Participate in the evaluation of suppliers, market research, taking advances and their closure with all supporting documents.
• Ensures the maintenance of the UniField database and order status.
• Ensure that the needs of the requesters are understood before encoding the order. If necessary, ask for clarifications as soon as possible.
• Ensures the rapid encoding of the mission's orders (quarterly orders and other ancillary orders).
• Ensure the conformity of prices and their reliability in accordance with the framework contracts signed with the suppliers (CBA in order of selection of suppliers) of all orders and ensure that prices are up to date in the UF database.
• Follows up on project orders and sends order monitoring with the right statuses (in UniField) every Wednesday to customers.
• Follows up on all procurement activities and reports any difficulties encountered to the Supply-Manager
• Project Procurement/Emergency Response Support in collaboration with the Supply-Manager
• Support to the Warehouse Team in case of work overload
• Perform any other tasks related to the procurement work given by the direct or functional Supervisor.
• Prepare monthly supply reports using standard template provided, conduct analysis of it and share conclusion with the Supply Manager

Specific requirements for the role:

What we offer:

• Legal national contract and 100% pay in accordance with MSF Salary Grid. Level 06.
• The chance to gain professional development and to develop (career path, training, etc.) within the organisation.
• The opportunity to contribute to our objective of saving lives, alleviating suffering and working with those most in need.

How to Apply:

Interested candidates are invited to submit their complete application file (updated CV max 2 pages + motivation letter + references + Diploma + Certifications), Only applications with complete documentation will be considered.

By email to MSFCH-Erbil-Recruitment@geneva.msf.org

applications sent to any other email address will not be considered.

Please indicate “Supply Chain Supervisor” in the e-mail title.

We recommend all applicants to write a cover letter containing an introduction of yourself, explaining why you are applying for the position, and explaining why you think you are suitable for the position.

In-complete applications will not be considered

Only PDF and Word Format Applications will be considered

English CVs only

Only shortlisted candidates will be contacted.

Female Candidates are encouraged to apply.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.

Data Protection: The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your data will be treated confidentially. Only people part of the recruitment process have access to your data. MSF does not sell your data under any circumstances. If you have any questions or requests, you can contact msfch-erbil-recruitment@geneva.msf.org