Procurement and Logistics Assistant Full Time NEW

Médecins du Monde (MdM) or Doctors of the World is an international humanitarian organization that provides medical care and support to vulnerable populations around the world. Founded in 1980, the organization’s mission is to ensure access to healthcare for all, regardless of race, religion, or political affiliation. MdM operates in over 40 countries including Ethiopia, delivering medical aid in crisis zones, conflict-affected areas, and areas of extreme poverty. Our teams of healthcare professionals, including doctors, nurses, and support staff, work tirelessly to provide essential medical services, emergency relief, and long-term healthcare programs.MDM–France invites qualified candidates to apply for the following position

Job Title: Procurement and Logistics Assistant

Location: Coordination Office – Addis Ababa

Line Manager: Procurement officer

Job Summary

Under the supervision of the Procurement officer and logistics Officer Logistics and Procurement assistant will undertake the logistics and procurement activities at MdM AA coordination office n in line with MdM standard procedures.

1. Essential duties and responsibilities.

Procurement Management:

Ensure that all procurement processes are fully aligned with MdM as well donor procurement procedures and requests are fulfilled within minimum lead-time without compromising on quality and costs.

• Assist Line Manager in organizing and reviewing the completeness of all procurement documents submitted for further approval/endorsement in accordance with the MdM Procurement Procedures and validation matrix.
• Ensure all approved Mission Requests (MRs) are entered into Purchase Follow-up and ensure the status is updated daily.
• Obtain and review quotations and prepare the Evaluation Grid in accordance with the MdM Procurement procedures.
• Assist in surveying vendors available in the market, and if suitable, register them in the system.
• Upload E-filling in SharePoint to dedicated folder (s) and ensure that hard copies are kept in proper order in procurement files, as well as relevant filing and tracking system is well maintained.
• Monitor that delivery of ordered goods/services is in accordance with the terms and conditions of the PO/Service Agreement.
• Assist Line Manager in monitoring the correctness and timely payments of purchased and delivered goods and services, in close coordination with the Finance Unit.
• In close collaboration with the Procurement Officer, prepare standard list for Office supplies, Stationary and other recurring items to establish framework agreements.
• Ensure that all payment invoices are reviewed and signed by the relevant staff and submitted to the finance department, recorded in the register book, and that finance signs a confirmation of receipt.
• Keep current MR Tracker for Coordination Office and access provision for all internal stakeholders for status update of the MRs raised by respective requestor (s).
• Support Procurement Officer preparing routine monthly procurement reports and timely submission.
• Upon request, support/cover field offices in procurement and travel to field offices.

Logistics Management:

• Support the monitoring and maintenance of log inventory levels.
• Coordinate with internal stakeholders to ensure accurate tracking of incoming and outgoing logs.
• Conduct periodic inventory audits and reconcile discrepancies as necessary.
• Assist in coordinating transportation logistics for log shipments.
• Liaise with carriers, freight forwarders, and other logistics partners to schedule deliveries and track shipments.
• Resolve any transportation-related issues or delays in a timely manner.
• Collect, analyze, and interpret data related to log supply, including procurement costs, inventory levels, and delivery performance.
• Ensure proper documentation and compliance with applicable regulations and policies.
• Maintain accurate record of procurement activities, contracts, and transportation documents.
• Support upon the timely submission of periodical reports to the Mission office.
• Conduct site/field visits as required.

Any Other related Activities as per assigned By the line manager

Qualifications:

• Bachelor’s degree, Diploma or professional certification in procurement or supply chain management/or related
• At least 1 year of experience working in procurement required, knowledge of NGO procurement experience preferred.
• A proactive person with initiative and drive, honesty with an elevated level of integrity; a team-player with good planning, time management and problem-solving skills.
• Ability to work under adverse conditions which may change quickly requiring flexibility.
• Ability to work in a cross-cultural environment.
• Ability to work under minimal supervision.
• Fluency in spoken and written English and host country local language (s) required.
• Proficient in Microsoft Office
• Open to learn and career oriented to accept challenges.