Supply Supervisor Vacancy at Alliance for International Medical Action (ALIMA)

Position Title: Supply Supervisor.

Job Station: Borno State.

INTRODUCTION:-

Supply Supervisor job opportunity is available at Alliance for International Medical Action (ALIMA) for individuals who possess relevant qualifications.

Main Objective of Position

• To provide all necessary Supply/procurement supports to ALIMA Nigeria Mission, Katsina, Owo, Abuja and the project office in Maiduguri, and proceed with maximum efficiency while adhering to ALIMA’s procurement processes/ validation table; but not limited to the coordination.

Functional and Hierarchical Lines:

• Reports to {Supply Manager} and Collaborates with {Project Teams and other departments}.

DUTIES AND RESPONSIBILITIES:-

International Supply:

• Work in collaboration with the Dakar team in completing of procurement documents done from Dakar or France
• Maintain and track all the international procurement IR number
• Collects the final versions of orders and preparing the necessary documentations
• Submits and collects all documents related to medical and non-medical freight and make sure that necessary clearance expenses are done in good time.
• Maintains regular contact with the supplier and organizes transport schedule
• Suggests measures to improve the system to the different actors involved
• Receive air freight at Abuja International Airport or sea freight at Lagos Port or Port Harcourt
• Transfers the orders to the pharmacy team and making sure that all the necessary documentations are done.

Local Supply:

• Advices the field team and other departments on the availability of the requested products on the local market in terms of quantity, quality and time constraint
• Collects the final versions of internal order documents review and makes the necessary processing according to the validation table
• Send RFQ’s, RFPs and order clarifications to the selected suppliers by ALIMA Nigeria
• Regular Assessment of LOCAL market in order to create and update list of the most convenient suppliers, prices, etc.
• Checks that ALIMAs procedures are followed during local purchasing (quotes and bids to tender), ensures correct financial conditions and negotiates with service providers
• Follows up on orders and outstanding Deliveries and making sure that full/complete deliveries are made by suppliers at all time.
• Updates the contact list with price lists and maintains a network and good professional relations with the various partners
• Follow up the order during the whole supply process, keeping the Supply Manager and Logistics Coordinator updated. Reacts in order to take appropriate measures according to field’s supply priorities
• Share the necessary documentation (SPO and sample if need be) to the Logistics team for verification during reception of goods in the warehouse
• Gets feedback about the reception of the goods at the final destination and update the Supply Manager and Logistics Coordinator
• Responsible for managing the samples for the Mission for future procurements.
• Ensure and facilitate the smooth running of the supply admiration, audit internal request (IR), order to be complying/ respect with the supply process.  Assist in proposing corrective measures or adjustment where necessary
• ensures the transport, supply and distribution of goods.

Administrative Roles:

• To deputize the supply manager in his/her absence and ensure there is continuity of entire supply chain activities in support of the program
• During the Supply Manager’s absence, manage all staff employed in the supply Department who are directly under him/her & supporting operations for in Nigeria by assigning of duties through Delegation, monitoring the performance and regularly evaluating staff directly supervised by him /her.
• Plan and conduct staff performance reviews for supply staff directly under his staff management and map out the staff performance development plan.
• Assist the Supply Manager for procurement activities planning, organizing and developing the long term strategy and approach of ALIMA Nigeria supply department
• Ensure there is an adequate and neatly organized filling system( both soft & hard archiving) for ALIMA Nigeria Mission
• Work in closed collaboration with the Pharmacy to obtain necessary supply needs.

Maintenance:

• Maintenance of tidiness and cleanliness in the area of work.

Equipment:

• Responsible for any assets assigned to you by the logistics team.

Reporting:

• Sharing of accurate timely weekly report to the Supply Manage and the Logistics Coordinator by 3pm of every Friday
• Sharing of accurate timely Monthly report by 1st of every Month
• Report the quarterly market survey to the Supply Manager and the Logistics Coordinator

DESIRED EXPERIENCE & QUALIFICATION:-

Education:   

• A Bachelor’s degree in Supply / Business Management / Transport.
• Technical diploma in Supply Chain Management is Essential.

Experience:

• Desirable working experience in supply chain activities related jobs
• Desirable working experience with MSF or other INGOs
• Desirable working experience in developing countries

Knowledge:

• Essential computer literacy (Word, Excel and Internet).

Languages:

• Mission working language essential, with local language skills is preferred.

Competence:

• Result oriented, teamwork, flexibility, commitment and stress management.

Note: This job profile is not exhaustive, as it could change from time to time according to the needs of the mission.

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