Logistics and Procurement Manager Full Time NEW

JOB SUMMARY

The Logistics and Procurement Manager in Ethiopia will contribute to Medical Teams’ international calling by overseeing all logistics, procurement, and fleet operations to support Ethiopia Program activities. This includes ensuring compliance with regulations and ensuring operations run smoothly to support country programs. The manager will establish and manage the logistics and procurement function to provide effective and efficient support across all operations in Ethiopia.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Oversee and analyze supply chain activities at the country level, including planning, sourcing, transport, shipping, warehousing, and asset management, to optimize stock levels and apply distribution control techniques.
• Contribute and participate in developing project proposals, budgets, and project performance analysis reports.
• Oversee and manage interactions and coordination with the Ethiopia Logistics Cluster regarding cargo movement, storage, fuel supply, and other service provisions as required.
• Advise and guide in directing and monitoring daily operations of logistics and procurement services, ensuring compliance with Medical Teams’ processes, procedures, and donor regulations.
• Manage the daily implementation of logistics and procurement activities, including the medical supply chain and fleet management.
• Liase with the HQ focal point and attends weekly action based meetings and acts as the primary technical focal point for logistics and procurement for the Ethiopia office.

Procurement

• Ensure that all logistics and procurement processes align with Medical Teams’ policies, government, and donor requirements, with a focus on pharmaceuticals and medical supply storage, including cold chain management.
• Manage the procurement process in a transparent, accountable, efficient, timely, and cost-effective manner that protects and supports Medical Teams’ activities.
• Ensure logistics and procurement paperwork is properly filed in organization database and available for audits in both hard copy and digital formats.
• Support the development and submission of country-specific logistics and procurement SOPs to ensure compliance.
• Lead the tender process as the Secretariat of the Tender Committee, ensuring the committee is properly constituted and aware of the Tender Process SOP.
• Guide the team in supplier and contract management, including tracking supplies, managing contracts, updating databases with appropriate due diligence, and collaborating with user departments to ensure effective implementation. Support timely payments for suppliers by ensuring that all required documentation is complete and submitted on time.
• Assist in Advise the annual procurement planning process, track the country-level budget vs. actuals, and provide reports to management to support decision-making.

Inventory Management

• Oversee and ensure correct procedures for receiving goods with appropriate technical review, checking for quality, price, and quantity, and recording details accurately on relevant forms (GRNs, Waybill, or Delivery Note).
• Ensure proper procedures for stock management, including cold chain management for pharmaceuticals, stored in a locked and temperature-controlled environment.
• Ensure that all dispatches are approved, and waybills are issued.
• Oversee weekly stock reports, conduct monthly physical stock counts, and explain any variances.
• Ensure compliance with Medical Teams and donor-approved asset and goods disposal procedures.

Fleet Management

• Oversee efficient fleet management, including vehicle allocation, fuel management, and providing monthly fuel reports.
• Ensure compliance with vehicle safety requirements in line with MTI safety standards.
• Collaborate with Operations Directorand HQ Logistics to ensure fleet management program activities are supported through the provision of owned, rented vehicles, and transporters as required.

Asset and Equipment Management

• Oversee efficient asset management, ensuring an updated asset register in organization database.
• Liaise with management to ensure safe and efficient management of equipment required to support program delivery and facility management.

Staff Management / Others

• Collaborate with the Field Coordinator to improve the capacity of logistics and procurement staff, ensuring the implementation of group and individual work plans in line with country and global strategies.
• Provide indirect technical guidance and instruction related to country operations, ensuring clear objectives, mentorship, and capacity-building opportunities for staff.
• Provide mentorship and document capacity-building initiatives for logistics, procurement, and fleet staff.
• Ensure accountability is integrated into country strategies, program design, monitoring and evaluations, recruitment, staff onboarding, training and performance management, partnership agreements, and highlighted in reporting.
• Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.

Other Duties:

• Utilize volunteers when appropriate.
• Additional duties as assigned.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.

NOTE: The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.

EDUCATION, LICENSES, & CERTIFICATIONS

Required:

• Bachelor’s Degree in Procurement & Logistics, Supply Chain Management, Business Administration, Public Administration or related field is required.
• Professional certification required (CIPS, CILT, CPP, CPPM, CDPP, CPDW)

EXPERIENCE

Required:

• Minimum 6 years of procurement and logistics management experience, inclusive of at least 2 years of supervisor experience is required in the Ethiopian context.

Preferred:

• Experience of managing medical supply chain including pharmaceutical procurement and distribution. Experience working with a busy and reputable business organization especially International NGO is preferred.
• Experience with specific Grant rules and regulations on Procurement, Asset & Inventory Management, and Disposals Procedures by donor such as (UNHCR, USAID, ECHO, Other UN Agencies, etc.) is preferred.
• Experience with electronic data collection and management (Kobo preferred).
• Experience working with INGOs is an added advantage

KNOWLEDGE, SKILLS & ABILITIES

Knowledge:

• Secure and confident with professional skills
• Comfortable with basic data management and consolidation
• Knowledge of Tigrigna Language Experience with electronic data collection and management (Kobo preferred).

Skills:

• Coaching and teaching skills
• Planning and organizational skills
• Mentoring abilities
• Administrative skills
• Problem-solving skills
• Experience in Microsoft Excel is essential

Abilities:

• The ability to stay self-motivated with a strong desire to serve others
• Maintains a positive attitude in challenging situations
• Respectful towards diverse cultures
• Easily establishes relationships and works well with others
• Strong team player with experience in a multicultural setting
• Flexible and able to adapt under changing conditions
• Capable of coping with basic working conditions
• Able to manage stress effectively
• Skilled at building and maintaining a high functioning, high performing work team.
• Commitment to Medical Teams International Calling Statement and Core Values.
• Ability to work collaboratively with other INGO and stakeholders

PHYSICAL CONDITIONS & WORK ENVIRONMENT

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally moving inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to a minimum of 25 kilo gram items within the office compound.
• Seldom to occasionally positions oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.