Supply Chain Coordinator – Yemen M/F At Médecins Sans Frontières

Médecins sans Frontières (MSF) is an international, independent, medical humanitarian, organization that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters, and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation.

Médecins sans Frontières seeks for its field position a Supply Chain Coordinator.

Mission

Main Purpose:

Defining and guaranteeing the implementation of an effective and efficient mission supply chain and defining standards and strategies according to MSF protocols, standards and policies in order to enable the development of the mission and optimize the impact of the medical projects.

Yemen Mission with 3 Hospital projects (2 in the north and 1 in the south), 1 coordination in capital Sanaa, 1 rear base in Djibouti as transit for international procurement goods by plane. 1 supply structure in the south, Aden (mainly for sea shipment and local purchase), 1 supply structure in the north, Sanaa (mainly for plane and charter shipment and local purchase) + 2 small supply structures in the project of the north. 1 fret structure in Djibouti (for transit to Yemen). 1 supply partner (MSF supply center) in France for all international procurement. RH : Supply coordinator will supervise 1 supply team in the capital Sanaa (for the north), 1 supply team in Aden (for the south), 1 supply team in Djibouti (mainly for the transit fret) + 1 deputy supply co (staff national) very experienced to assist Supplyco, Supply partnership with other MSF sections in Yemen.

Accountabilities:

• Participating actively in the definition and monitoring of the annual project planning and budgets
• Participating actively in defining the Emergency response strategy in terms of supply (HR Set-up, Procurement strategy, Simplified procedure…), and translating the identified needs into objectives, priorities and resources needed for intervention
• Responsible for defining, implementing and revising the supply strategy of the mission together with the coordination team according to the mission’s context and the operational needs, in line with MSF’s protocols, policies and guidelines
• Responsible for monitoring the efficient implementation of the overall supply procedures (demand planning, procurement, importations and exportations, warehousing, distribution and transversal activities) and the use of tools to support the different supply activities, proposing adjustments when needed
• Responsible for anticipating risks linked to the supply chain, defining action plan to mitigate those risks and implement it through a long-term strategy involving specialists (finance, legal…)
• Responsible for the stability of supply activities within regular and emergency intervention of the concerned projects
• Responsible for performing regular assessment of the supply chain (including field visit), ensuring that permanent support to the direct and indirect supply stakeholders is available and defining adjustments when necessary
• Final responsible for validating the use of the supply related third parties (suppliers, transport companies, freight forwarders, etc.) together with the technical referents when needed
• Representing MSF in meetings with Authorities and other NGOs
• Act as a focal point for definition, planning and implementation of intersection projects (mutualization, integrations, merging) and ensuring communication with various stakeholders and Participating in the drafting / revision of the MoU / SLA of the mission
• Responsible for the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, division of tasks, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities heshe is accountable for.
• Responsible for the proper flow of communication within the mission (supply teams, Op, Med and support dpts) and with external stakeholders (suppliers, ESC, authorities…)
• Analyzing supply chain activities through reporting and KPI while proactively communicating and collaborating with key stakeholders and proposing corrective and preventive actions, Overall responsible for the quality and accuracy of data linked to the supply chain as well as the availability and optimization of mission Supply chain guidelines and SOPs.

MSF Section/Context Specific Accountabilities:

Yemen mission has a coordination in the North with 2 medical projects, and another 1 medical project in the south together with an intersectional rear base in Djibouti (managed by OCP).

North and south Yemen are considered as 2 separate countries in term of importation with separate authorities rules and customs.

The main objective for the SupplyCo, through a clear monitoring of the global supply chain, will be to ensure the smooth daily management of supply chain in respect of the supply procedures ensuring all activities are made in a transparent and traceable way.

Tools

• Ensure all teams are managing properly unifield the data base supply management tool.
• Ensure importation responsible are managing well the portal tool, ensuring a good followup of orders and cargos management.
• Communicate with supply department for maintenance and end-user issue from that supply tools.

HR

• Coach, support and train the current staff to ensure they are fulfilling plenly their responsibilities.
• Review at least once a year the supply setup HR according to type and volume of activities.

Djibouti Rear Base

• Follow up the activity and support the team with specific objectives about freight forwarder and collaboration with OC’s and authorities. Make sure that the data collection is properly done and provide a monthly report with an analysis.

Procurement Contracts

• Ensure that all the local procurement contract, purchase and services, are manage in a way that MSF procedures are respected and warranty the best interest in term of price and conditions by setting up price lists, items lists and implement contracts with suppliers on recurrent items.

Importations

As the main entry for sea shipment of Aden, is a fragil entry, develop other alternative routes for OCP or intersectionally.

• Hodeida north port
• Dubai – Sanaa/Aden by truck
• Explore other possibilities (trough Jordan)

Develop a smooth and constructive relationship and collaboration with ESC MSF Logistique key partners (operator and freigth manager)

• To Optimise backorder management by periodic meeting
• To adapt documents to customs constraint.

Mutualization and innovation

Explore the ways where the supply activities can be implemented in order to reduce costs and win in efficiency looking for common interest intersectionally.

• Proactive intersectional cooperation to plan regular charter from Bordeaux to Sanaa
• Forecast: chronogram analysis

Data management

At least quaterly, analyse global supply data through the supply report of the mission to correct and improve supply chain performance.

MAP and Budget

• Define strategy and objectives of supply on the mission for the year.

With project supply responsible supervise construction of annual supply budget and mid term revision.

Professional skills

Education: Essential degree and specialization in Logistics/Supply Chain.

Experience:

• Essential in supply chain management (2 years mandatory) and in organization of supply administration and procedures.
• A significative experience in coordination or in capital for an INGO as a supply coordinator is mandatory.
• Desirable proven understanding of MSF Field Logistics (general knowledge of MSF equipments and kits in accordance to the nature of the project).

Knowledge: Computer literacy.

Languages: English speaking level (B2 minimum) and Arabic is a plus.

Position’s specificities

Contract: Standard one-year contract with two weeks of break each 3 months.

Salary: Salary between 2 648€ and 3 148€ gross per month, Level 13 according to the MSF Field Salary grid. 20 days of paid leave, and monthly local per diem. Flight ticket at 6 months covered by MSF + 5 additional days and return ticket to home country after completing 1 year. Monthly home child support of 347€ per child under 18 years of age, up to a maximum of three children.

Availability: April 2024.