Jobs at Medecins Sans Frontieres (MSF)

Main Purpose

Performing the day to day purchasing activities in a particular supply office (SKID) according to MSF protocols and standards to ensure an optimal running of the mission/ project.

Accountabilities

Performing on a day to day basis the purchasing activities of a supply office, analyzing market sources and competitive pricing conditions among different suppliers in order to ensure an ongoing supply of goods, following the procurement procedures and according to MSF standards and protocols. Including the following activities:

• Constantly assessing the local market, seeking products and suppliers that offer the best value for money and negotiating prices in order to guarantee the best quality and pricing for MSF goods and commodities. Regularly updating the supplier-item-price data on the supply office and informing the Supply (Activity) Supervisor / Logistics Supervisor of all information or modifications to the data i.e. price, address, items available
• At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing policy and placing purchase orders to pre-selected suppliers with whom prices have been agreed
•  Requesting invoices or receipts, without delay, for all purchases, checking they are correctly filled and translating information written in local language before approval
• Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), managing advances issued by the Finance Department, etc. Updating information on purchase lists after purchases are made.
• Assisting in reception control process with the storekeeper
• Preparing procurement document according to validation table of MSF SKID.
• Encoding and preparing Purchase Order (PO) in MSF ERP system (UniField)
• Regularly archiving all the procurement related files according to the MSF Switzerland policy and guideline.
• Working hand in hand with order processing officers to compile internal requests related to orders
• Any other duty delegated by line manager from time to time.

Requirements

Education

• Essential, bachelor’s degree/ Diploma in Procurement/Supply Chain Management.

Experience

• Essential: At least 2 years' experience in supply chain related jobs specifically in procurement.
• Desirable: Proven experience in MSF or other NGOs in developing countries.
• Experience in supply UNIFIFELD ERP system is desirable.

Languages 

• English & Kiswahili Knowledge
• Computer literacy (Excel, Outlook, ...)
• UniField

Competencies

• Results and Quality Orientation
•  Teamwork and Cooperation 
• Behavioural Flexibility
• Commitment.to MSF Principles
• Service Orientation
• Stress Management

Closing: 11thNovember, 2022

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Main Purpose: 

Performing autonomously, specific complex / advanced installation, maintenance works and repairs depending on technician’s specialization (requiring special/qualifications/training), according to supervisor’s instructions and MSF standards and procedures, in order to ensure a proper functioning and maintenance of MSF equipment, installations and infrastructures.

Other tasks include, but not limited to:

• Performing autonomously, all necessary installations, maintenance and repairs, according to the supervisors’ instructions and executes any needed tests after any repair or maintenance.
• Making suggestions regarding any repair or maintenance work needed in MSF electrical and water installations, equipment and/or vehicles and assisting logistics department for any relative work needed.
• Managing the stock of consumable items, filling in the stock cards, carrying out physical stock inventories, executing orders necessary for renewing stock, avoiding any shortage.
• Responsible for the equipment and tools, including extinguishers, checking they are correctly and safely used, while maintaining and renewing them when necessary and keeping the inventory updated.
• Ensuring that all record sheets and books related to logistical maintenance are always completed. Preparing needed reports before and after any repair or required maintenance.
• Immediately informing the line manager of any problems that arise in the course of the work, particularly with regard to damage, loss, theft or attempted breakings.

Repairs and maintenance

• Ensure facilities remain in good state (plumbing, lighting, roofing, furniture etc.) by performing high quality preventive and corrective maintenance.
• Maintain high quality maintenance to ensure equipment remain in good state (power supply, cold chain, energy, maintenance tools etc.).
• Supervise out-sourced technician and daily workers in case of need.
• Follow-up projects equipment repairs sent to Nairobi and keep the field logs informed.

Power supply and cold chain

• Perform minor repairs of generators, cabling, chargers/inverters, batteries, protection devices etc.
• Supervise (and assist) technician in maintenance of cold chain, lighting etc.

Maintenance for the OCA rented facilities in Nairobi

• Responsible technical aspects and requirements for the capital rented facilities and houses
• Responsible for the maintenance needs for the rented facilities existed and repairs needed for the ones during the handover to the owner, and taking over a new facility from owner.
• Ensure the fire safety equipment & alarm systems are in place for all rented facilities and houses

Water Supply and vector control

• Ensure sufficient water supply in all premises, see that there are enough storage capacity, showers are in good working condition, plumbing works well maintained and checked regularly
• Draft the schedule for the vector control in all OCA premises in Nairobi
• Ensure all beds are fitted with LL mosquito nets.
• Job Requests follow up for MSF Somalia mission premises in Nairobi.

Requirements:

Education 

• Essential: Diploma/Degree in any technical field (electrical/ engineering/Mechanics/Biomed etc).

Experience

• Essential: Previous working experience of at least two years in relevant jobs.
• Desirable: experience in MSF or other INGOs in developing countries of at least 2years.

Language

• Essential: Fluency in English & Kiswahili (written & spoken)
•  Desirable: Fluency in Somali (written & spoken) 

Knowledge

• Essential: office Equipment Maintenance. Electrical repairs/plumbing/stock management/inventory/fire equipment usage and maintenance.
• Desirable: MSF protocols, standards & procedures on maintenance of equipment/electrical setup/fleet management/Biomed.

Competencies

•  Results and Quality Orientation
• Behavioral Flexibility
• Commitment to MSF principles
• Stress Management
• Teamwork & cooperation
• Service Orientation

Closing: 15th November 2022

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Main Purpose

Planning and supervising the execution of the Warehouse and Stock Management activities in SKID according to MSF protocols and standards in order to ensure the optimal functioning of the mission.

Accountabilities

Planning and supervising on a day-to-day basis the Warehouse and Stock Management activities in SKID, ensuring compliance of MSF standards, protocols and procedures. These activities include but are not limited to the following:

• Physically and administratively managing medical and non-medical stocks in conjunction with the Storekeepers and the stock owners and assuming responsibility for the warehouse and its contents
• Ensuring that all necessary tools and management procedures are in place to avoid losses (expiries, damages due to bad storage conditions, temperature breach) and excess stocks. Regularly checking inventory levels (physical counts), keeping inventories up to date.
•  Checking, recording, and arranging the goods received and ensuring GDP storage (medical supplies, food, spare parts, tools, equipment, etc.)
• Ensuring that all items are well organized and correctly stored according to their specificity, well protected, fully identified and easily accessible (cleanliness, security, access, etc.)
• Supervising the team under his/her responsibility including the definition and planning of each person's tasks (daily supervision and checking the quality of their work); drawing up working schedule and organizing and leading team meetings
• Performing delegated tasks according to his/ her specialty and as specified in his/her job description.
• Coordinates timely the picking, packing, sorting, labelling, and loading.
• Monitors warehouse related consumables [e.g. labelling and carton boxes] and places an internal replenishment request.
• Responsible for the accuracy of the filing system
• Immediately informs the Line Manager of any problems arising in the course of the work, particularly regarding damage, loss, attempted break-ins, or theft in the warehouse.
• Working hand in hand with supply chain team members, including, transport manager, procurement manager, pharmacy manager and order processing officers.
• Responsible for efficient and effective utilisation of storage space.
• Responsible for ERP Unifield database cleaning and updates, such that physical inventory matches with system data.

Requirements

Education

• Essential: bachelor’s degree/ Diploma in Procurement/Supply Chain Management.
• Desirable: Warehouse management related studies.

Experience

• Essential: At least 2 years' experience in supply chain related jobs specifically in warehouse management.
• Desirable: Proven experience in MSF or other NGOs in developing countries.
• Experience in supply UNIFIFELD ERP system is desirable.

Languages 

• English Essential & Kiswahili desirable

Knowledge

• Basic mathematics and use of measuring equipment.
• Computer literacy.

Competencies

• Results and Quality Orientation
• Teamwork and Cooperation
•  Behavioral Flexibility
• Commitment.to MSF Principles
• Service Orientation
• Stress Management

Closing: 11thNovember, 2022

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Main Purpose:

Defining, coordinating and monitoring all Warehouse and Stock Management activities in the mission according to MSF protocols, standards and procedures in order to ensure an optimal running of the mission.

Other tasks include, but not limited to:

• In collaboration with the Deputy Coordinator Supply Chain, defining the Warehouse and Stock Management activities and planning the annual budget in order to identify and optimize the response to the needs of the mission and the targeted population
• Monitoring the implementation of the Warehouse and Stock Management activities, following up of the medical and logistics stocks, ensuring compliance with MSF standards, protocols and procedures, and reporting to the line manager on the development of the ongoing programmes. This can include the following:
• Ensuring all equipment and premises are adapted to the proper storage of goods in compliance with the customer's requirements and Good Distribution Practices.
• Ensuring that physical and administrative management of the products inside the warehouse are properly managed in conjunction with the owners of the stocks (SOPs, flow management, IS warehousing tool, inventories…)
• Ensuring the safety and the security for goods and people inside and outside the premises under his/her responsibility
• Analyzing monthly/quarterly warehouse data, identifying problems, and proposing solutions to line manager, owners of stocks and pharmacist
• In collaboration with the Deputy Coordinator & HR Coordinator, participating in the planning and implementation of HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required to correctly perform all supply activities pertaining to his area 
• Ensuring technical support for his area of activity and providing coaching to staff under his/her responsibility
• Managing his team and elaborating their activities planning (Warehouse supervisor, storekeepers and log-helpers.)
• Participating in monthly reports according to guidelines
• Performing delegated tasks according to his her specialty and as specified in his/her job description

Somalia mission inter-sectional approach has a major impact on Supply Chain at capital level. These sections work a little differently compared to each other with OCA being the lead section. The Warehouse Manager will need to be flexible and open

• As the mission focal point person for warehousing & inventory management, work closely with the Deputy Coordinator Supply Chain, in areas of stock management, Unifield Support, Trainings & capacity building and reporting in the mission
• Project visits to support in the warehouse and inventory management practices as when required
• Work closely with the project warehouse teams as when required, in conjunction with the project Log Managers and Deputy Coordinator Supply Chain
• Acting as a bridge between Kenya Office warehouse operations and Somalia office warehouse operations on issues of receptions, stock moves, cold chain and disposal processes
• Troubleshoot and propose better ways of integration, collaboration and harmonization of warehouse operations on matters stock and inventory management for the OCs within the Somalia mission
• Remote support to project warehouse teams as when required

REQUIREMENTS:

Education: 

• Essential: University Degree in Logistics/Warehousing & Inventory Management/Supply Chain; or Professional Diploma/Higher Diploma in Logistics/Warehousing & Inventory Manage/Supply Chain

Experience:

• Essential: More than 5 Years’ experience of which 2+ years must be in a warehouse supervisory role
•  Desirable: Previous experience with MSF Logistics or Supply department or other NGOs, and working experience in a pharmaceutical Warehouse.  Proven experience in UniField Software specifically on the Warehouse Module. Current /previous experience & Licensed in handling DGs

Language: 

• Essential: Fluency in English & Kiswahili (written & spoken)
• Desirable: Fluency in Somali (written & spoken)

Knowledge:

•  Essential: Computer literacy, (for warehouse: Excel, mathematical, reporting and analytical skills).

Competencies:

• Results and Quality Orientation
•  Behavioral Flexibility
•  Commitment to MSF principles
• People Management & development
•  Teamwork & cooperation

Closing: 15th November 2022