LOGISTICS AND PROCUREMENT MANAGER

LOGISTICS AND PROCUREMENT MANAGER

DEADLINE: 04/10/2024

Full-time

The Logistics and Procurement Manager contributes to Medical Teams International’s calling by managing the quality assurance and effective management of all logistics and procurement processes and procedures in the Uganda country office. This position develops and implements country policies for the management of the supply chain, including procurement, transport and distribution, warehousing, and stock management, vehicle fleets, and assets.

JOB RESPONSIBILITIES

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Ensure integration of logistics and procurement functions with other departments to promote strong coordination in support of programming activities.
• Provide country leadership with key data points and analysis to help inform CO level decision making Develop and monitor, in collaboration with program managers, the timely implementation of action plans to address audit findings and to improve internal controls and processes.
• Advise and collaborate with Programs in writing expressions of interest and project proposals, and developing budgets, procurement plans, and project performance analysis reports.
• Drive the development and implementation of digital transformation strategy of logistics and procurement processes and procedures and support the adoption of ERP within all departmental areas.
• Responsible for developing and implementing emergency preparedness strategies across the logistics aspects of the operation, where appropriate.
• Provide technical support and advice to regional teams on facilities and power management
• Mentor and document capacity-building initiatives for logistics and procurement staff. Ensure department staff in Kampala and the field have SMART goals and their performance is reviewed regularly by their direct supervisors.
• Support Human Resources and Program Managers in recruiting suitable staff for key logistics and procurement positions.
• Responsible for the day-to-day adherence to key minimum standards for logistics and procurement. Ensure appropriate segregation of duties is maintained in relation to all departmental processes.
• Collaborate with country leadership and Global Logistics to increase the maturity of all logistics and procurement activities.
• Maintain exemplary conduct both personally and professionally in order to ensure the highest levels of departmental accountability.

Procurement

• Manage procurement processes in accordance with Medical Teams’ policies and procedures, local laws, and donor requirements in a transparent, accountable, efficient, timely, and cost-effective manner, which protects and benefits Medical Teams’ program activities.
• Support Program Managers and Program Coordinators in developing procurement plans for active grants, in collaboration with internal and external stakeholders, to support program implementation.
• Review all procurement-related documents including but not limited to purchase orders, procurement contracts, framework agreements, and consultancy contracts before approval.
• Analyze market data on goods and services regularly consumed by Medical Teams, and provide insights and recommendations to improve efficiency and support decision-making.
• Manage the development and updating of procurement-related databases including but not limited to contract tracking, including tracking supplies and managing supplier contracts, updating database using appropriate due diligence process, and work closely with user departments to ensure effective and efficient implementation.

Inventory and Assets Management

• Lead and be responsible for the operational and strategic aspects of inventory, warehousing, and asset management.
• Review inventory and asset tracker/report for accuracy, and ensure reports are produced regularly and ad hoc as needed.
• Support the implementation of Medical Teams pharmaceutical quality assurance policy, associated SOPs, and procedures in accordance with the Global Medicine Management Manual.
• Ensure, in collaboration with field-based Medical Coordinators, correct procedures are in place to manage all medical-related stock and equipment, including cold chain procedures for pharmaceuticals,
• Design, develop, and execute plans to manage upstream and downstream medical supply pipelines to ensure timely and efficient delivery to program locations.
• Ensure weekly stock reports are shared, and monthly physical stock counts are conducted and, subsequently, any variances are accounted for.
• Forecast and plan, in collaboration with the program team, for pharmaceutical supply is completed for each field location by the project start date.
• Oversee assets and inventory disposal in line with Medical Teams and donor regulations.

Fleet Operations

• Lead the development and implementation of country-specific fleet (ambulances, coordination vehicles, and motorcycles) management policies consistent with the Country Operating Plan and Medical Teams Global Fleet Management requirements.
• Continuously seek and implement ways to improve fleet safety and driver performance.
• Monitor compliance with Medical Teams Global Fleet Management requirements, local laws, and donor regulations on the use of various categories of vehicles.
• Regularly analyze monthly vehicle reports to inform strategic decision-making process including but not limited to risk management, allocation of fleet and fuel, and fleet maintenance.
• Ensure efficient fleet management, including vehicle allocation, fuel management, and providing adequate monthly fuel reports.
• Develop an Emergency Action Plan and serve as primary contact for project site injury and incident notification, investigation, and case management. Maintains a written log of safety inspection activities, reports, and correspondence.

Other Duties

• 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 & Harassment, 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.
• Utilize volunteers when appropriate.
• Additional duties as assigned.

Qualifications

EDUCATION, LICENSES & CERTIFICATIONS

Required

• Bachelor’s Degree in Logistics, Supply Chain Management, Business Administration, or related field. Relevant experience may be substituted on a year-for-year basis.

Preferred

• Master’s Degree in a related field
• Member of the Chartered Institute of Procurement and Supply (CIPS)
• Member of Chartered Institute of Logistics and Transport (CILT)

EXPERIENCE

Required

• A minimum of 5 years’ progressive experience in operational/logistics and procurement management, with at least 2 years in an international NGO setting
• A minimum of 2 years’ progressive experience in people and team management
• Experience with major institutional donors (UN, USAID, etc.)
• Experience in managing medical supply chain operations
• Experience in managing assets and fleet in an NGO context

KNOWLEDGE, SKILLS & ABILITIES

Knowledge

• In-depth knowledge of global medical supply chain management including, transportation, warehousing and inventory management, distribution of non-food items, fleet management, customs clearance, facilities, and asset management
• In-depth knowledge of humanitarian logistics, including procurement, donor regulations, and emergency preparedness
• In-depth knowledge of ERP systems used to manage procurement, assets, and inventory
• Knowledge of fleet management

Skills

• Strong interpersonal, influencing, and negotiation skills
• Financial acumen and budget management expertise
• Skilled in managing a team
• Skilled at designing and rolling out policies and procedures
• Skilled at building and maintaining a high-functioning, high-performing work team.
• A good command of written and spoken English
• Skilled at using Microsoft 365 applications: Word, Excel and PowerPoint, etc.
• Skilled in using communication software and applications: Outlook, Teams, Internet, and database programs
• Skilled at driving operational efficiency and process improvement
• Strong analytical skills, with a track record of improving supply chain processes

Abilities

• Commitment to Medical Teams International Calling Statement and Core Values.
• Strategic planning and problem-solving abilities
• Proactive with a keen desire to improve systems
• Ability to mentor others
• Risk management and contingency planning capabilities
• Highly organized with good quantitative ability
• Able to communicate effectively technical concepts to non-logistics staff
• Ability to maintain detailed records with high accuracy
• Ability to work collaboratively with others.
• Ability to act with integrity and ensure the appropriate use of assets
• Ability and willingness to travel occasionally to health facilities located in remote areas with very basic living conditions

PHYSICAL CONDITIONS

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 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, and computers.
• 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 move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to 20 kilos.
• 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.

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 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.
• Medical Teams International is an equal opportunity employer and DOES NOT at any stage of the recruitment process (application, Shortlisting, interview meeting, processing, reference verification, training) request candidates to make payments of any kind. Further, Medical Teams International Uganda DOES NOT retain any agent to conduct recruitments on behalf of the organization. Please note that under NO circumstances shall Medical Teams International Uganda be held liable or responsible for any claims, losses, damages, expenses or other inconvenience resulting from or in any way connected to the actions of fraudsters and other false agents.

About Medical Teams International

Industry: Procurement & Logistics

Location: Kampala, Uganda

Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates’ eligibility thorough background checks, police clearance, and professional reference check processes.