Logistic & Supply Supervisor

• Supply & procurement
• Stock management and assistance to the medical stock management
• Partners’ coaching and Capacity Building
• Logistic assistant recruitment and management

Main responsibilities and activities of the logistic supervisor can change according to the organization of the work and to the composition of the team.              

1. Supply & Procurement

• Responsible for all the purchases.
• Collect quotations and interact with vendors (explain MDM formats) and ensure that vendors will use the provided forms.
• Follows MDM procurement guideline, and the donor procurements rules.
• Conducts market research, identifies and recommends potential local suppliers. Maintains commodity files and evaluates local supply sources' overall performance, (competitive pricing, product quality and timely delivery).  Assesses supply administration and control mechanisms, and advises on appropriate actions.
• Update the supplier list regularly.
• Consolidate the procurement in the monthly tracking and send it to the Logistic Manager.
• Supervise the archiving of the purchase file hardcopies and make sure it is uploaded on the share point.

1. Stock Management

• Monitor and submit a monthly report of consumption of the logistic medical and logistic stocks.
• Ensure the reception processes are respected before updating the follow-up of the medical and logistic stocks.
• Ensure that all stock basic requirements are in place (safety, security, documentation, inventories and follow up)
• Ensure proper and effective stock deliveries (documentation, transportation, daily workers up to final delivery)

1. Partners’ Coaching & Capacity Building:

• Support the Finance Partnership supervisor on procurement aspects when receiving partner’s financial reports by controlling the procurement files;
• Follow with partners that all the procurement and logistics documents for validating the various financial reports are provided to MdM (quotations, evaluation grid, purchase orders, purchase requests, etc.)
• Check and validate all the supporting procurement document provided by the partners and linked to the financial reports in order to ensure the well justification of all the operation;
• Conduct the internal control of the procurement processes applied by the partners in order to ensure their compliance with the Memorandum of Understanding (MoU)/Partnership agreements (PA) and donor regulation;
• Ensure the scanning and archiving of all supporting logistic and procurement
• Support the partners to comply with procurement minimum standards: Support on procedures implementation, derogation procedures, procurement plan procedure, etc…
• Organize and lead meeting with Partners
• Lead and organize the logistic capacity assessments (second assessment for some of them) of partner organisations
• Provide a detailed report of each Partners assessment processed;
• Collaborate with partner organisations to finalize procurement plans according to the Project concerned.
• Develop the capacity building/development plan for the partners based on the capacity assessment result, ensure capacity building/development plan is tailored, targeted and responsive to both their organizational needs and priorities;
• Provide training to the partners when implementing new procedures or based on the needs raised;
• Develop and roll out training plans and implement or coordinate trainings for the partner’s as needed and based on the assessed needs for continued training;

1. Staff Management

• Lead the Logistic and Support Assistant recruitment process in collaboration with HR department
• Ensure daily staff management: Plan annual leaves, prioritises the tasks or activities of the Logistic and Support Assistant
• Set priorities and schedule for the logistics assistant
• Once a year to carry out the performance appraisal and build the training plan of the Logistic and Support Assistant
• Train, coach and supervise the Logistic and Support Assistant

1. Others

• Respect MDM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers.
• Perform any other additional duty on request of his/her supervisor
• Report any security-related information to his direct supervisor, following the MdM’s guidelines.

This job description can be modified at any time according to changes in MDM activities or in the context with prior notice and agreement between the two parties. On demand of the direct supervisor, other tasks might be added to that present list.

• To behave with self-restraint at all times and respect the dignity of the beneficiaries.
• To believe in concepts of equity, human rights, neutrality and impartiality.
• Demonstrate willingness to improve own knowledge and skills by participating in any capacity building activities.
• Respect each team member’s position, work and specialty.
• Adapt to special situations or demands from supervisor.

• University degree BA in business and administration, management, logistics or technical diploma.
• Experience with ERP system is an assist
• 2 years of experience minimum
• Ability to work simultaneously on multiple tasks
• Experience in supervising a small team.
• Experience in managing planning.
• Willingness and ability to work effectively with a wide variety of people
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Strong organizational skills
• Good computer skills on MS Office programs, especially in MS Excel
• Capable to multi-task and process information into action without any delays in the program activities
• Clear understanding of donor compliance is essential