Objective of the Role:
Provides logistical, administrative, and procurement support to the Colombian program team and colleagues, as needed. This position serves as a logistics focal point for the program office. With the Leadership of the Regional Program Manager, the Logistics Officer supports the implementation of the programs from a logistical point of view, for which he works in an articulated manner with the Coordinator of the Health Program and the Regional Financial and Administrative Coordinator.
Responsibilities
Purchase Management:
- Responsible for the correct completion of: Purchase Requests, Contribution Analysis, Purchase Orders, Notes of Assets Received and Payment Documents, established in FOM 13 and purchasing SOPs in Colombia.
- Responsible for collecting and preparing quotes and research for new providers of goods and services, and working with the Operations and Support Manager and Program Managers, analyzing quotes and making recommendations in a competitive bidding process
- He is responsible for the management of the minor box of the location and giving compliance to the management policies.
- Work to proactively create, maintain, and grow supplier and contract databases, anticipating new and emerging business needs. Maintain supplier relationships and manage supplier performance in key contracts
- Work with the Operations Manager, to receive and analyze supplier questionnaires, identifying and scaling any critical risk area for the business.
- Responsible for preparing and maintaining purchase documents and filing them at a high level that is sufficient for any future audit requirements or subsequent inquiries, especially ProPacks and purchase tracking documents.
- Work with the Health Program Manager and Coordinators to create and maintain an updated and accurate purchasing plan for planning, reporting, and auditing.
- Work with internal and external stakeholders to determine procurement needs, quality and specifications, and delivery requirements, and promote best practices of value for money and integrity in acquisitions.
- Support the Program Manager with procurement planning, monitoring (purchase plan) and other assigned projects with the technical guidance of the Operations and Support Manager.
- Manage the development, implementation and monitoring of framework agreements with specific suppliers.
- Support colleagues to understand and comply with FOM and SOPs related to purchase plans.
- Work with the Operations Manager, to establish and monitor the terms and conditions of the contracts to be signed by Medical Teams at the regional office.
Inventory Management:
- Responsible for managing stocks and warehouses at the location.
- Responsible for the correct management of formats established in FOM14
- Responsible for sending a monthly stock report to the operations and support manager and the Program Manager.
- Contribute to the monthly request for the budget required for the logistics area.
- Responsible for monitoring equipment and assets at the location.
- Keep the corresponding information updated in inventory and document databases
- Manage providers and transportation processes for the office, including ensuring compliance with transportation policy and all security protocols.
- Responsible for all assets being labeled, stored, and tracked using established templates for asset management.
Logistics and security:
- Check that the security checklist is completed for each field visit
- Share with the security coordinator, alerts, situations, or eventualities that may compromise MTI activities
- Check the safety checklist for vehicles that mobilize MTI staff
- Responsible for the correct identification with logos of the organization, to the vehicles that provide us with their service for the activities.
Installations:
- Periodically review the expiration dates of items such as the medicine cabinet, the fire extinguisher, as well as check if the smoke and CO2 detectors are in operation.
- If you apply, check that the office security system (alarm, camera, etc.) is working.
- Address the needs of facilities at the location, develop and maintain constructive and cooperative working relationships with all colleagues at Medical Teams International.
- Work with the Operations Manager, to establish and negotiate the terms and conditions of the contracts to be signed by Medical Teams at the regional office.
- Address the needs of facilities at the location, develop and maintain constructive and cooperative working relationships with all colleagues at Medical Teams International.
Coupons:
- Support in the market study of coupon products, in order to establish the value of inputs in each city.
- Support the selection process of the most suitable providers for MTI, through the characterization, identification and evaluation of the same in the required areas of each city.
- Support the Contracting processes with suppliers for coupons, including the collection of documents, generation of contracts, others and generation of contractual monitoring with the selected suppliers.
Other obligations:
- Comply with and maintain knowledge of applicable rules, legislation, regulations, standards and best practices, including funding requirements of institutional donors.
- Respond to routine inquiries and requests for advice in a timely and consistent manner.
- Support the protection of program participants and employees by promoting an environment of awareness and complying with the provisions of the code of conduct of protection policies Medical Teams against sexual exploitation and abuse, protection of vulnerable children and adults, and bullying-free labor policies. Support the team of volunteers from each location whenever possible.
- Additional duties assigned by the Program Manager and / or the Operations and Support Manager.
- Support the protection of program participants and employees by promoting an environment of conscience and defending the provisions of the Medical Teams Protection Code of Conduct against Sexual Exploitation and Abuse, protection of Vulnerable Children and Adults, and workplace policies free of harassment. Holders will remain alert and responsive to any risk of child and adult protection, acquire relevant knowledge and skills that will enable them to promote sound protection practices, understand the policy and procedures for the protection of children and adults, and behave consistently with Protection.
Education:
- Professional in business administration, Industrial engineering and / or Technologist in logistics, supply chain, business administration or other related careers.
Experience:
- Minimum 2 years of experience working in logistics, preferably with an NGO or a health-related non-profit organization
- The experience of working with institutional donors (UN, USAID, etc.) is an additional advantage
- Experience in supplier management, framework agreements and purchasing processes.
Knowledge:
- Basic knowledge and work experience in a Purchasing Function, developing, supporting, maintaining processes and systems.
- Basic knowledge and experience of other logistics functions, including fleet, inventory and asset management, that support and maintain processes and systems.
- Knowledge of how to operate a bidding process and link it to organizational financial systems.
- Knowledge of how to effectively manage a supply chain.
- A good understanding of competitive bidding processes.
- Knowledge of existence management practices.
- Basic knowledge of fleet and travel planning is an added bonus.
- Practical knowledge of English is an additional advantage.
Skills:
- Interpersonal skills and strong communication skills, both verbally and in writing, with the ability to be an active listener.
- Mastering Microsoft Office applications is essential: demonstrable aptitude with Excel
- Mathematical skills and reasoning.
- Demonstrable trading skills capable of identifying value drivers in different types of acquisitions.
- Organizational and time management skills.
- Effectively prioritize requests for support from internal departments and external clients / applicants and respond accordingly
- Identify problems early and communicate effectively
- Able to adapt negotiation strategies to face new circumstances or problems that arise.
- Experience working for an international company, including intercultural sensitivity, and to understand the implications of the international organization on procurement processes and results.
- Good judgment and ability to make decisions.
Competences
- Ability to work as part of a high-performance team and proactively support the team to be more effective and productive.
- Detailed orientation.
- task prioritization and workload effectively
- Plan and schedule your own work, highlighting foreseeable busy periods
- Confidentiality management
- Understand when problems can be dealt with directly or should be referred to the Operations Manager.
- Demonstrate the values of professionalism, objectivity, problem solving and strong customer support.
How to apply
Interested parties who meet the requirements described in this job description can make their application (CV AND essential cover letter) via email using the following address, recruitmentco@medicalteams.org before June 11, 2024, it is essential to indicate in the matter the position to which you apply and the source where you learned of the call.
Medical Teams does not discriminate in their selection processes, however, it recommends that people with living experience in the migration process, as well as from different backgrounds, apply for this position, If they have the corresponding legal documentation to work in our country, it is also an essential added value that the candidate is at least fluent in the Spanish language and an added value in the English language.
