Job Description

MEDECINS SANS FRONTIERES (MSF) – SOMALIA MISSION

 MSF is an independent humanitarian medical organization providing emergency medical aid to populations in need. MSF Somalia mission is seeking a qualified person for the position below:

Job Title             : SUPPLY ACTIVITY OFFICER

Work Location             : BAIDOA_SOMALIA

Start date                     : AS SOON AS POSSIBLE

Length of contract      :  Fixed term (1year) 100% with 3 to 6 months’ probation period.

Main Purpose

Performing the day to day implementation of supply procedures and ensuring efficient administrative processes for one or more areas of the supply programs (Order Processing, Transport and Customs, Procurement, etc.) at coordination or project level according to MSF protocols, standards and procedures in order to ensure the optimal running of the mission

Accountabilities

·         Performing the day to day activities ensuring an efficient running of the administration processes of the supply activities following the supply procedures according to MSF standards and protocols. The activities can include one or more of the following areas: 

·         Order Processing: Performing the day to day order processing activities in a particular supply office (coordination or project level)

·         Purchasing: Performing the day to day  purchasing activities in a particular supply office (coordination or project level)

·         Transport and Customs: Performing  the day to day  procedures and administrative processes for  the clearance and transportation of goods  in a particular supply office (coordination or project level)  ensuring an efficient shipment of goods

·         Performing and coordinating administrative procedures related to his/her supply activity(ies), verifying the compliance to MSF procedures, standards and protocols

·         Ensuring that all necessary tools and management procedures are followed to avoid stock ruptures, losses and excess stocks in the mission

·         Performing delegated tasks according to his / her activity(ies) and as specified in his/her job description

MSF Section/Context Specific Accountabilities

1. Procurement & Management

·         Coordinate with coordination team and project team to forecast procurement needs and plan purchasing activities accordingly.

·         Source, negotiate, and manage relationships with suppliers and vendors to ensure cost effectiveness and quality compliance.

·         Prepare purchase orders using UF, track delivery timelines, and ensure MSF procurement procedure respected and applied.

2. Inventory & Warehouse Management

·         Monitor inventory levels and perform regular spot check and do 4M stock inventory to prevent stock outs or overstocking.

·         Ensure the MSF standard storage procedure applied for medical, logistics, and handling of materials in warehouses.

·         Maintain inventory records in the UF or inventory management system.

·         Coordinate with storekeeper for stock reconciliation and reporting.

3. Logistics & Distribution

·         Manage transportation and distribution of goods to ensure timely delivery and use FEFO.

·         Optimize shipping routes and logistics costs.

·         Coordinate customs clearance and import/export documentation for international shipments.

·         Handle logistics disruptions and develop contingency plans.

4. Planning & Coordination

·         Support demand and supply planning to align production and inventory levels with customer needs

·         Collaborate with other teams to ensure smooth operations across departments.

·         Assist in forecasting and budgeting processes for the supply chain function.

5. Reporting

·         Ensure supply chain processes MSF Policies

·         Maintain accurate and up-to-date documentation for audits and inspections.

·         Generate regular reports on KPIs such as delivery performance, cost savings, stock turnover.

Experiences and Qualifications

Education

·         Essential secondary education

·         Desirable technical diploma, in supply chain or commerce related studies

Experience

·         At least 2 years' experience in supply chain related jobs or in the logistics department

·         Desirable proven understanding of MSF Field Logistics

Language

·         Essential mission language and local language desirable

Knowledge

·         Computer literacy

Competencies

·         Results and Quality Orientation L1

·         Teamwork and Cooperation L1

·         Behavioural Flexibility L1

·         Commitment to MSF Principles L1

·         Service Orientation L1

·         Stress Management L2

Skills Required

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