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Vacancies (24)
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SUPPLY ACTIVITY MANAGEREmployer MSF - Holland |
| Information on vacancy | |
| Period of publication | 25.09.2024 - 08.10.2024 |
| Field of activity / position: |
Logistic, warehouse, foreign economic activity / Manager |
| Duties | Main Purpose Defining, coordinating and monitoring all activities related to one or more areas of the supply programme (Warehouse, Transport and Customs, Procurement, 1C balance following up, annual reporting of donation of humanitarian cargo's, etc.) according to MSF protocols, standards and procedures in order to ensure an optimal running of the mission/project Accountabilities • In collaboration with the Logistics/ Supply Chain, Coordinator, STL and the Project Coordinator, defining the supply activities and planning the annual budget for the area of the supply programme under his/her responsibility in order to identify and optimize the response to the needs of the mission and the target population. • Monitoring the implementation in the project of the supply activities ensuring compliance with MSF standards, protocols and procedures, and reporting to the Project Coordinator on the development of the supply programme under his/her responsibility. This can include one or more of the following areas: • Warehouse: Defining, coordinating and monitoring all Warehouse and Stock Management activities in the Mission. • Transport and Customs: Defining, coordinating and monitoring all activities related to the clearing and the transport of medical and non-medical goods for the Mission. • Procurement: Defining, coordinating and monitoring all procurement activities related to local, regional and international purchases of goods, transport, subcontracted works and services for the mission. • Any other supply activity • Ensuring technical support for his area of activity and providing coaching to staff under his/her responsibility • In collaboration with the Project Coordinator, Logistics Coordinator and the HR Coordinator, participa-ting 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 pertaining to his area • Participating in monthly reports according to guidelines • Performing delegated tasks according to his her speciality and as specified in his/her job description Performing delegated tasks according to his her speciality and as specified in his/her job description MSF Section/Context Specific Accountabilities Supply Chain Administration: • In collaboration with the LogCo, defines the activities to ensure Misson Supply strategy implementation, suggests revision to supply strategy per changes in local legal regulations or significant context changes, and seeks validaiton of LogCo. • Updating Supply handbook with the support of LogCo • Monitor and ensure an update of: The cargo overview, cargo follow-up sheet with status in each stage by Transport and Customs Supervisor Finance documentation registration for pre-clearance related suppliers(Customs Agents, Transport carrier, Airport facility service provider, Warehouse facility and service providers, DCC import, SES, Express Service with Supply Activity Officer.Follows up, flags and reports if any delays. • Maintains Unifield data on daily basis with the support of Purchasing Officer for locally procured items and Unifield reception / incoming for international cargos • Ensures greenlist is timely updated in UF database for mission instances. • Implements Comparative Bid Analysis (CBA) when required as per Authorization Table Supply management: • Is a focal point for communciations with Amsterdam Operational Procurement Officers on international cargo. • Responsible for the adhering to the mission Order cycle with indicated lead time for local and international procurement. • Responsible for update and distribution of the mission Gantt chart of 6Monthly/3 Monthly international order to all project supply responsible and MTL on time. • Responsible for timely obtaining Project International Orders at Coordination and submission to APU • Responsible for checking the Amsterdam Procurement Unit (APU) order overview and communicating the Operational Procurement Officer (OPO) for any questions and Suggestions. Eg. If cargo is ready to send the cargo document, in collaboration with the custom and transport supervisor. • Ensure to have all the paper work from OPO on time (105 days as per SLA and to Communicate for the next step with the team) in coolabrating with Custom & Transport Supervisor. • Responsible for update the order pipeline with the delivery lead time and monthly distribution to the project supply team. Communicate any foreseen dealy to the projects, with clear reasoning if the mission requires, following up the Red to Green ordering stream support • Supervise and ensure that we get acceptable expire dates on our drugs. If drugs expire date is not acceptable when APU send the papers, report to the LogCo timely and by default don't accept them • LP ordering Cycle schedule: regular update on Local Purchase of the consolidated Stock replenishment on Spare Parts, Electrical, Hygiene, Food, Stationery. • Based on the request of IO/LO, coomunicate to the project and arrange transportation for ready to ship items Purchase Management • Ensure that all PO's are validated and signed according the Authorization Table before purchasing activites are executed. • Responsible to provide the electronic invoice from e-invoice platform for all the purchases based on the PO's • Perform Local Purchase of the consolidated Stock replenishment with project on Spare Parts, Electrical, Hygiene, Food, Stationery. Stock Management • Updating and/or creating stock card for all stock items immediately after reception of the goods or delivery to requester • Assure proper implementation and follow up of MSF Cold Chain Protocols in Coordination with responsible personnel • Carries out physical stock count every 4 months as per MSF supply chain management and produce 4M closed stock count report Reporting: • Responsible for preparation of mission supply report (LRT), and give some feedbacks to the project if requires • Following up the discrepancy sheet (APU-discrpeancies in paper work) and share the claim report to APU • UF Health check monitoring and KPI's • Focal point for Cold Chain breach report and claim to HQ due to discreapancy found in the cargo after phisical count done in the project. • Following up 1C balance on the humanitarian and taxable cargo's with tax consultant personnel and preparing annual reporting for MoJ by reflecting the donation values. Cargo management: • Responsible of CARGOS, from the moment is consolidated ,to shipping, preclearance and until the reception of the cargo to the projects. • Is a focal point of communciation with Amsterdam OPO & Transport in terms of sending order, order status and lead time. • Responsible to receive the preclerance paper document from OPOs, analysing it and inform OPOs for any change. • Over seeing of cargo reception in country, and process in airport warehouse and trasfer to Bayer bonded warehouse, which is perfomed by Transport and Customs Supervisor. Pre-clearance/clearance Customs management: • Responsible of the overall customs clearance process, main focal point responsible of the clearing agent company that works with us. • Checking up Import Declaration (IM70 and IM 40) done by Clearance agent, based on the information provided • Requesting Act of Reconciliation with Tashkent Airport • Validation of invoices as content responsible • Checking of draft incoming road cargo document, suggest changes if necessary. • Document check up for direct shipment from international supplier. • Tender for custom agent, local transport carrier (once a year), and WH. • Importation documentation related letters check and supervision of preparation and corrections and issues reloving, validation of letters (Ministry of Health, Cabinet of Ministery, (DCC) import) • Follow-up on the importation letter application with authority with help of Supply Activity officer • Representing supply department in meeting with authorities, supplier's, other departments meeting where supply related consultaion is needed • In colaboration with Supply Activity Officer, providing sample qty in loading plan HR Management: • Supervise and manage Purchaser 50% Coord and TASH project, Transport and Customs Supervisor and Supply Activity Officer • Perform the yearly evaluation of Purchaser , Supply Activities Officer, Transport and Customs Supervisor • When ever needed update the Job Descriptions of the supply team • Responsible for Breifing and De-breifing of the International and National Staff Other tasks: • Contribution to the mission annual plan budget • Monthly BCR (Budget Control Report) inputs • Flexible to fill the gaps within supply team as requested and /or delegated by the line manager |
| Requirements to the candidate | |
| Age: | Irrelevant |
| Gender: | Irrelevant |
| Residence: | Tashkent, Uzbekistan |
| Education: | Higher |
| Professional requirements | Requirements Education • Secondary education, desirable warehouse management related studies, procurement, or certificate in clearing and forwarding or related fields Experience • Essential at least two years of working experience in related activities. • Desirable previous experience with MSF Logistics or Supply Department or other NGOs, and working experience in developing countries Languages • Mission language essential; local language desirable Knowledge • Computer literacy, (for warehouse: mathematics, reporting and analytical skills) Competencies • People Management and Development L2 • Commitment to MSF Participles L2 • Behavioural Flexibility L3 • Results and Quality Orientation L3 • Teamwork and Cooperation L3 |
| Working conditions | |
| Region | Tashkent |
| Employment | Full |
| Salary offered | 16 921 625 sums (gross, taxable) |
| Extra motivation | - Medical coverage; - Paid holidays; - Training opportunities. |
| Additional information | |
| Additional information: | Starting date: ASAP Application deadline: October 08, 2024, 5 PM Interested applicants who meet the requirements are invited to forward their CV and motivation letter. You may also send your application to the following address: Tashkent, Kichik Mirobod Street, 41 Kindly note that only shortlisted candidates will be contacted. MSF does not enter into correspondence with regard to the reasons for non-selection of candidates. |
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