Logistics Officer for Medical Supplies

  • Posted on 23 August 2019
  • Congo, The Democratic Republic of
  • Closing on 22 September 2019

Job Description

Role & Responsibilities

Take leadership in the supply chain management for medicines and medical supplies – procurement, transport, warehousing, dispatch to partners/projects, loss management and reporting. On a day-to-day they carry out a variety of functions required to ensure the logistical needs of programme are met and that all logistical activities are delivered efficiently, accurately and on-time. All activities are carried out in line with Medair policies and procedures and according to any applicable donor or Medair guidelines.

Project Overview

Emergency health projects targeting displaced, war affected and vulnerable populations in NE Congo. Developmental typed projects aimed at long term and sustainable behaviour change in general population and state health employees to improve public health outcomes.

Workplace & Conditions

The first position is based in Goma, DR Congo. Take a look at Medair’s work in DR Congo.

Starting Date / Initial Contract Details

October 2019. Full time, 3 - 6 months.

Key Activity Areas

Procurement

  • Prepare complete documentation for procurement of medicines and medical supplies.
  • Prepare payment dossiers (the complete documentation above plus signed delivery notes, packing lists, original invoices and demand for payment forms) for medicines and medical supplies.

Transport

  • Facilitate an efficient coordination for the movement of goods from the supplier to Goma/Bunia.
  • Facilitate in-country transport of procured items – among Medair bases and to project partners.
  • Supervise and maintain the relationships with transporters.

Warehousing

  • Ensure medicines and medical supplies, including cold chain items, are properly stored.
  • Supervise the daily entry and dispatch of medicines from the Stock.
  • Supervise and Update the Stock Fulfilment Plan and support of contingency requirements.
  • Ensure consistency of warehouse documentation and reporting.
  • Drive improvements in stock reporting accuracy for medicines and medical equipment inventories.
  • Ensure physical inventories are conducted on a monthly basis and communicated to the PM.
  • Capacity building staff in accurate reporting and stock management.
  • Ensure loss reports are drafted and sent to the Logistics Manager and the Project Managers.
  • Maintain asset list and submit monthly revisions to the Project Managers and Goma Logistics Manager.
  • Check that dead-lines of medicines deliveries to the partners are respected. Perform Spot checks.
  • Supervise that the Warehouse is properly set-up, cleaning and security conditions are respected.

Documentation

  • Ensure that documentation is regularly sent to the final storage location and that necessary documentation is ready to move should an evacuation be needed.
  • Maintain Waybills and Receipts of goods in support of GIK documentation.
  • Ensure Medair’s partners’ related documentation is maintained including asset tracking and Right of Use agreements etc.

Communication

  • Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements.
  • Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.

Quality & Compliance

  • Ensure logistic department is compliant with Medair guidelines, policies, and procedures, and adherent to any applicable donor guidelines.
  • Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.
  • Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources.
  • Ensure all relevant staff receive training, advice, and coaching regarding logistical procedures, internal controls and the logistical requirements of donors.

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, prayers, and words of encouragement.
  • Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

  • Professional / vocational / technical qualification in logistics management with an emphasis on inventory management and procurement.
  • Strong working knowledge of English and French (spoken and written).

Experience / Competencies

  • 3 years post-qualification professional experience of which at least 2 years should be in procurement, health supply chains, inventory management and transport.
  • Work experience in logistics, preferably in an NGO setting.
  • Able to make decisions. Can prioritise work to meet deadlines.
  • Competent with administrative tasks. Problem solving ability. Attention to detail.
  • Quick learner with practical, precise approach.
  • Before you apply

    Please ensure you are fully aware of the:

    a) Medair organisational values.

    b) Profiles and benefits package provided for Internationally Recruited Staff (IRS).

    c) Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).

    Application Process

    To apply, go to this vacancy on our Medair page.

    Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.

About the Organization

Medair

Medair is a humanitarian organisation inspired by Christian faith to relieve human suffering in some of the world’s most remote and devastated places. We bring relief and recovery to people in crisis, regardless of race, creed or nationality. As signatories of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, regardless of political, social or religious viewpoint. We save lives in emergencies and then stay to help people recover from crisis with dignity—working side by side with communities to leave a lasting impact. We provide a range of emergency relief and recovery services: health care and nutrition; safe water, sanitation, and hygiene; shelter and infrastructure.

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