JOB DESCRIPTION. Department: Operations Length of contract: 1 year. Role type: National Grade: 9

Transcription

1 JOB DESCRIPTION Job title: Supply Chain Coordinator Location: London Department: Operations Length of contract: 1 year Role type: National Grade: 9 Travel involved: Up to 40% Child safeguarding level: TBC Reporting to: Global Operations Manager Direct reports: None Organisational background Established in 2003, Malaria Consortium is one of the world s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions. We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence. Our areas of expertise include: disease prevention, diagnosis and treatment disease control and elimination systems strengthening research, monitoring and evaluation leading to best practice behaviour change communication national and international advocacy and policy development Job purpose This role is to support Malaria Country offices with planning, sourcing, storing and delivering the right quality products on-time at value for money, through providing direct support on international Page 1 of 5

2 procurement, advice and capacity building on national supply sourcing and delivery and through supply chain system rollout. Scope of work Support Malaria Consortium country offices in defining their procurement and contract strategies, and in setting up large procurement contracts where required. Lead on setting up international Framework Agreements. Lead on the rollout of Malaria Consortiums Supply Chain System which supports Procurement and Inventory Management. Support in the updating of organisational supply chain manuals and provide supply chain capacity building support to Malaria Consortium Country offices. Key working relationships The Supply Chain Coordinator will work directly with country Operations staff to support project managers in the effective and efficiently delivery of supplies and services for their projects and in the rollout of Malaria Consortiums Supply Chain System. This will include liaison with HQ and Regional finance and technical staff and being the focal point between Malaria Consortiums Procurement Agent and country operations staff. This role will also include liaison with the Malaria Consortiums supply chain system provider. Key accountabilities Procurement (40%) With support from the Global Operations Manager, and via distance support and country visits, support Malaria Consortium Country offices with o defining their procurement and contracting strategies based on their annual forecasted needs o developing Framework Agreements for relevant supplies, ensuring compliance with Malaria Consortium processes o running large procurements, including designing Requests for Proposal and Contract documents, while ensuring compliance with Malaria Consortium processes o the development and review of budgets and procurement plans for new proposals Be the global focal point for the Malaria Consortium Procurement Agent (PA), ensuring o efficient support by the PA to Malaria Consortium country offices o trouble shooting issues and escalations between the PA and country operations staff o stepping in where needed to ensure on-time delivery at value for money of the right quality products. With support from the Global Operations Manager, setup and monitor global Framework Agreements for Malaria Consortium Supply Chain Systems (40%) Lead on the rollout of Malaria Consortiums Supply Chain System (Microsoft Dynamics NAV training will be provided), including o Providing distant and in-country trainings to existing and new staff on the system o Update training material when necessary o Being the focal point for queries from Malaria Consortium users on the system Page 2 of 5

3 o Being the focal point with the NAV development company for any system issues that require technical fixes Support the Global Operations Manager in updating the Malaria Consortium Procurement and Warehouse Management Manuals and associated processes and tools. Supply Chain Capacity Building (20%) Support the Global Operations Manager in Conducting in-country and online trainings on Malaria Consortiums procurement and warehouse management processes and tools. Reviewing Malaria Consortium Country office procurement and warehouse reports and provide advice and guidance on how they can improve them Updating the Supply Chain sections of the Malaria Consortium Intranet to ensure the most up to date information and tools are available to staff throughout the organisation Person specification Qualifications and experience: Essential: A recognised qualification in Procurement or Supply Chain Ability to communicate effectively (written and oral) in English and French Experience in working in a procurement or supply chain role in an international organisation Desirable: A CIPS qualification Experience with using Microsoft Dynamics NAV or another equivalent Enterprise Resource Planning system Experience of working in a procurement or supply chain role in an international NGO Experience with the procurement of medical supplies Work-based skills: Essential: Strong interpersonal and communication skills Desirable: Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in. Page 3 of 5

4 Core competencies: Delivering results LEVEL B- Takes on pieces of work when required and demonstrates excellent project management skills Shows a flexible approach to taking on additional work / responsibilities when needed to achieve results Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements) Makes clear and timely decisions within remit of own role Analysis and use of information LEVEL B - Uses evidence to support work Identifies and uses various sources of evidence and feedback to support outputs Uses evidence to evaluate policies, projects and programmes Identifies links between events and information identifying trends, issues and risks Ensures systems are in place to address organisation needs Interpersonal and communications LEVEL C - Adapts communications effectively Tailors communication (content, style and medium) to diverse audiences Communicates equally effectively at all organisational levels Understands other s underlying needs, concerns and motivations and communicates effectively in sensitive situations Resolves intra-team and inter-team conflicts effectively Collaboration and partnering LEVEL B - Collaborates effectively across teams Proactive in providing and seeking support from expert colleague Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution Proactive in building a rapport with a diverse range of people Leading and motivating people LEVEL B - Manages own development and seeks opportunities Actively manages own development and performance positively Learns lessons from successes and failures Seeks and explores opportunities within Malaria Consortium which develop skills and expertise Flexibility/ adaptability LEVEL C - Supports others to cope with pressure Responds positively to change, embracing and using new practices or values to accomplish goals and solve problems and supports others to do the same Adapts team approach, goals, and methods to achieve solutions and results in dynamic situations Sets realistic deadlines and goals for self or team Living the values LEVEL B- Promotes Malaria Consortium values amongst peers Shows a readiness to promote Malaria Consortium s values amongst peers Promotes ethical and professional behaviour in line with Malaria Consortium s values Strategic planning and thinking and sector awareness LEVEL B - Is aware of others activities and vice versa in planning activities Takes account of team members and others workload when planning. Page 4 of 5

5 Maintains awareness of impact on other parts of the organisation, keeping abreast of other s activities, objectives, commitments and needs Has a good understanding of the sector in which Malaria Consortium works Page 5 of 5