Role & Responsibilities
Ensure quality goods and services are delivered in a timely, cost-effective manner to Medair Projects. Take an active lead role in the management of the country supply chain for the South Sudan Programme in close coordination and liaison with the Juba transport and warehousing team, field locations and the GSO Nairobi team. All activities are carried out in line with Medair policies and procedures and according to any applicable donor, HQ or field guidelines.
Project Overview
Multi-sector relief and rehabilitation programme including provision of primary and emergency health care, water and sanitation, and non-food items and emergency shelter to assist in reducing morbidity and mortality in vulnerable populations of South Sudan.
Workplace & Working conditions
Field based position in Juba, South Sudan.
Starting Date / Initial Contract Details
As soon as possible. Full time, 24 months.
Key Activity Areas
Supply Chain Management
- Ensure Strategic management and oversight of supply chain for Medair South Sudan to ensure all Medair field projects receive required supplies and equipment accurately, on time, and to required quality in accordance with procurement
- Meeting relevant supply chain communication requirements of country programme, this includes management and dissemination of information relating to order and supply chain status and reporting and accountability requirements to, project, Medair and donors.
- Develop and maintain an efficient and transparent workflow process of the supply chain in Juba with all relevant functions and roles in liaison with the Deputy Logistics Manager
- Work in close cooperation with other team members, sharing information on the assessments and proposed interventions, providing overviews of supply chain requirements for the development of project proposals and subsequent projects. Proactively engage with key staff to ensure project planning and budgeting incorporates adequate funding for logistics capacity and resources for supply chain. Provide support for, and carry out supply chain assessments.
Procurement
- Manage the processing of local, regional and international purchase requests; including tracking of requests processed through the GSO Nairobi team.
- Responsibility for keeping the BOF up to date, ensuring accurate and up-to-date information is provided for all order on a weekly basis including GIK BOF.
- Take the lead and coordinate with Logistics Managerโs/DLMโs, support to implement procurement planning for the country programme. Implement selected supplier lists, price lists, conduct price controls, market research and consolidate orders where possible. Ensure all procurement activities are carried out in line with Medair guidelines and procedures and according to donor requirements.
- Review of procurement documents, ensuring relevant processes are followed and all documentation is available. Review and approve Log Packs.
- Responsible for customs management for International and local orders. Ensure tax exemption and customs clearances are executed in a timely manner. Ensure proper documentation of supply chain processes from PRs to ROGs.
- Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.
- Manage the supply chain process of Gift-in-kind (GIK) from local implementing partners (including WFP, UNICEF, UNFPA, UNHCR, WHO, Other Implementing Partners and donors).
- Conduct supplier evaluations, ensuring that all suppliers maintain Medairโs ethics, values and standards. All visits to be documented.
- Contract management/supplier database โ is maintained, with oversight of tender renewals and new tender awards, ensuring all awarded suppliers maintain strict compliance to Medairโs procurement procedures, ethics and standards. Ensure the Tender committeeโs is formed and functioning according to Medair standards.
- Strict oversight of logistics plans, ensuring that procurement thresholds, supplier Blujay checks, and all required supporting documents are followed and available for LP authorization/sign off.
Staff Management
- Line Manage the DSCM and Procurement Officers. This includes setting objectives, supporting (eg. promotion, disciplinary proceduresโฆ) and encouraging team to take ownership of PRโs seeking clarification on items pre-purchase and stock management process; Quality Assurance of items when delivered; enduring their communication of items ready for field to Procurement Manager; dealing with any issues raised by the field on quality / incorrect items; build relationships with staff.
- Build capacity of staff in procurement and supply chain management, Medair and donor regulations.
- Ensure good accountability and reduction of the possibility for fraud.
Quality Management
- Ensure Procurement Officers are taking responsibility for Quality Assurance, checking goods delivered on PRโs assigned to them within 24 hours of items being delivered to the warehouse.
- Ensure good record keeping with accurate paper trail and electronic records.
Relationship building
- Develop strong, open and trustful relationships with Project Managers, have an understanding of their procurement plans for the coming 6-12 months and understand what their urgent needs are.
- Key coordination and responsibility for the relationship with HQ logistics and Nairobi logistics, acting as the focal point for requesting quotes and feeding back information to the field teams and then funnelling PRโs as appropriate to Nairobi / HQ
Delegated Responsibilities
- Logistics: Authority over defining and implementing the procurement function in Juba as per Medair Logistics procedures. (in consultation with Project Support Managers in field locations)
- Cover: During absence of Warehouse or Transport Manager the Supply Chain Manager may be required to stand in for them.
Team Spiritual Life
- Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
- Work, live, and pray together in our Christian faith- based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayer, and words of encouragement.
- Encouraged to join and contribute to Medairโs international prayer network.
Qualifications
- Professional / vocational / technical qualification in a relevant field
- Strong working knowledge of English (spoken and written)
Experience
- Experience in Supply Chain processes and information flow.
- 2+ years in Procurement
- NGO experience
- Work experience in logistics, preferably in an NGO setting
- Strong Christian commitment
- Enjoys a challenge and works hard to achieve objectives.
- Solution-oriented approach
- Team-manager with good inter-personal skills
- Capacity to work under pressure and manage personal stress levels.
- Creative, open-minded, flexible, self-learner
- Can prioritise work to meet deadlines.
- Able to cope with basic living conditions in the field and during field trips
- Problem solving ability.
- Competent with administrative tasks
- Commitment to best practice
- Quick learner with practical, precise approach. Attention to detail
- Able to make decisions within a consultative and supportive framework.
- Respectful, accountable, honest