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.
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.