Supply Chain Officer At Medair

Role & Responsibilities

Working under the supervision of the Supply Chain Specialist LOGS OPS CHE and the Team Lead LOGS OPS KEN, in the Logistics Operation Unit that covers various countries, the Global Emergency Response Team (G-ERT). This position contributes and enables the operativity of the Swiss office and its relevant flow of supplies and services for the use of Swiss office and field country programmes and G-ERT. It is meant to be a cover for the staff that will be partially seconded to the Roll-out of the Supply Chain Management Solution for Procurement. .

Project Overview

Medair Global Support Office (GSO) provides operational guidance for country programmes, along with both technical and compassionate support for our relief workers. Within our headquarters and affiliate offices, we are also responsible for promoting the work of Medair to the world, raising and managing the funds needed to run our life-saving and sustaining programmes, and to recruit international and GSO staff. The Global Logistics team enables staff and partners delivering humanitarian relief to people in need by providing green, top quality, Supply Chain and Logistics services, using best practice policy and procedures, in accordance with donor requirements. The GSO Logistics Operations team is specifically responsible for Global and GSO Procurement, Supply Chain Management and Base Operations in both Switzerland and Nairobi Offices.

Workplace & Working conditions

Global Support Office (GSO) position based in Lausanne, Switzerland. Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply.

Starting Date / Initial Contract Details
1st February 2024. Full-time, 3months.

Key Activity Areas

Procurement

• Manage assigned procurement including Global Emergency Response Team goods and services, ensuring procurement of the right product, at the right time, to the right location, at the right prices using the right procedures in compliance with Medair and donor guidelines
• Data entry for assigned tasks
• Advise and support customers in planning, organising, and monitoring their procurement.
• Liaise with suppliers, maintain and build supplier relations, process invoices and administrative paperwork archiving to ensure on time payment.
• Monitor actual procurement against conditions agreed in long term contracts and framework agreements and ensure contract, supplier and procurement records are kept up-to-date.
• Act as Medair shipment officer for the own procured goods or services; make sure shipments are organized in time and according to the right procedures, considering international, national and customs regulations; follow up shipments and communicate schedules with consignees.

G-ERT

• Responsible for the GERT kits procurements, stock availability and replenishment so that they are fully equipped & deployable all year round, if needed.
• Properly follow up on all administrative steps related to the above.

Other

• Support and assist the general work and administration of the Logistics team.
• Develop, implement, support and train staff in procurement guidelines.
• Cover for other Logistics team members when absent or re-assigned to support emergency response

Innovation/continuous improvement

• Proactivity towards continuous improvement and simplification, more efficiency and saving opportunities
• Support the BPEs Focal Points within Medair; ensuring policies and procedures are up-to date and serve as reference point for questions, information and training.

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• Bachelor’s Degree is preferred, preferably with Supply Chain or Business Operations
• Certification in humanitarian logistics or similar preferred
• Excellent working knowledge of the English language (speaking and writing).
• French written and spoken is desired

Experience

• Minimum 2 Years previous experience in supply chain and contract management (5Y desirable)
• Experience of supply chain in a cross-cultural, challenging environment
• Knowledge of Medair systems and procedures
• Experience in supporting supply chain for projects in health, shelter and/or WASH and preferably in complex humanitarian emergencies. Previous experience in customer-oriented task
• Proficient in Microsoft Excel, Word, Power point and Outlook
• Proved ability to carry out related responsibilities with minimum guidance and supervision.
• Proven ability to plan and execute within deadlines
• Proven experience and knowledge of operational logistics and supply chain, policies and procedures.
• Proven ability to communicate effectively both internally and externally and both orally and in writing.
• Exceptionally organized
• Strong ability to pay attention to details, a sense of urgency, and follow-through
• Ability to perform multiple tasks within the expected quality standards.
• Transparent and ethical at all times.
• Creative, open-minded, flexible, self-learner.
• Capacity to work under pressure and to tight deadlines
• Creative, open-minded, flexible, self-learner
• Self-motivated, energetic, hard-working, servant-hearted, autonomous.