Supply Chain Specialist-Medair

Project Overview:

Medair Global Support Office (GSO) plays a crucial role in supporting country programs by providing operational guidance and technical support to relief workers. The Global Logistics team at Medair handles various activities, including procurement, supply chain management, infrastructure, fleet management, equipment, and communication means. They are also responsible for developing and implementing logistics policies and processes for field operations. The GSO Logistics Operations team oversees Global and GSO Supply Chain Management and Base Management in both Switzerland and Nairobi Offices. The SSC (Shared Service Center) in Nairobi is a functional unit of the GSO Logistics Operations team.

Workplace & Working Conditions:

This position is open to Kenyan nationals or individuals with eligible working permits. The job may involve an average of 4 to 12 weeks of field visits per year.

Key Activity Areas:

1. Imports & Exports Coordination (50%):
   • Monitor supplier order fulfillment through Proof of Delivery (POD) analysis.
   • Arrange shipments for ready-to-ship cargo.
   • Track all shipments (exports and imports) for various country programs.
   • Provide shipment status updates to country programs.
   • Follow up on Certificate of Export for export supplies.
   • Track export document and bond cancellations.
2. Procurement (20%):
   • Manage assigned procurement to ensure the right product is acquired at the right time, location, and price, following Medair and donor guidelines.
   • Advise and support internal customers in their procurement planning and organization.
   • Manage supplier relationships in key categories, prequalify and evaluate suppliers, process invoices, and maintain proper records.
   • Monitor actual procurement against long-term contracts and framework agreements.
3. Staff Travel Business Process Expert (10%):
   • Manage the relationship with approved travel agencies and troubleshoot any challenges employees face while using the online platform.
   • Provide guidance on flight bookings and improve travel processes.
   • Handle G-ERT flight bookings and maintain an updated budget holder list for billing.
4. Asset & Equipment Management (5%):
   • Perform asset tagging and updates on the platform.
   • Verify assets and ensure their proper maintenance.
5. Secondment (10%):
   • Act as a roving officer, providing support to field country programs on short-term assignments and backfilling when needed.
6. GERT Response (5%):
   • Be available for immediate deployment to Medair emergency responses in existing or new country programs.
   • Be on the roster for 24/7 logistics support as needed.
7. Other:
   • Support general work and administration of the Logistics team.
   • Cover for other Logistics team members during absences or reassignments for emergency responses.
8. Innovation/Changes:
   • Proactively seek continuous improvement, efficiency, and cost-saving opportunities.
   • Support BPEs Focal Points within Medair by maintaining up-to-date policies and procedures and serving as a reference point for questions, information, and training.

Team Spiritual Life:

• Embody the values of Medair and actively contribute to the team’s spiritual life through prayers, devotions, and encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

Qualifications:

• A Bachelor’s degree is preferred, with a concentration in Supply Chain or Business Operations.
• A Master’s degree in humanitarian SCM or Humanitarian Logistics Management field is an added advantage.
• Strong proficiency in spoken and written English.

Experience:

• Five years of professional experience, with at least 3 years in humanitarian operational logistics programming.
• Proven experience in emergency response deployments is desired.
• Experience working in cross-cultural and challenging environments.
• Strong computer skills, including Microsoft Excel, Word, and PowerPoint.
• Knowledge of international export and import protocols, especially those related to medicine, medical supplies, and general goods.
• Inventory management skills, including the ability to track and monitor the supply of goods to ensure timely and accurate deliveries.

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