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

The Alliance for International Medical Action (ALIMA) is an independent humanitarian medical NGO that was created in 2009 by professionals of humanitarian medicine. ALIMA’s mission is to provide medical care in emergency situations or medical catastrophes.

We are recruiting to fill the position of:

Job Title: Supply Supervisor

Location: Maiduguri, Borno
Profile: Supply Supervisor
Department: Logistics
Report To: Supply Manager
Functional With: Logistics Coordinator
Level: 6

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}.

Responsibilities and Tasks
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
• 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.
• 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

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
• 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
• 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
• 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
• 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.
• 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.

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

Requirements
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.

How to Apply
Interested and qualified candidates should send their CV and Cover Letter to: [email protected] using the "Job Title" as the subject of the email

Application Deadline  5th April, 2021.