Urabá Logistics Officer (APARTADÓ) Logistics Processes Exp. NGO At Medical Teams International

Role Objective:

Provides logistical, administrative, and procurement support to Colombia program team and colleagues as needed. This position serves as the logistics focal point for the program office. With the Leadership of the Regional Program Manager, the Logistics Officer supports the implementation of the programs from a logistical aspect, which is why he works in an articulated manner with the Health Program Coordinator and the Regional Financial and Administrative Coordinator.

Responsibilities

Purchasing Management:

• Responsible for the correct completion of: Purchase Requests, Quote Analysis, Purchase Orders, Notes of Goods Received and Payment Documents, established in FOM 13 and the purchasing SOPs in Colombia.
• Responsible for collecting and preparing quotes and researching new suppliers of goods and services, and working with the Operations and Support Manager and Program Managers, analyzing quotes and making recommendations in a competitive bidding process
• He is responsible for managing the location’s petty cash and complying with its management policies.
• Work to proactively create, maintain and grow supplier and contract databases, anticipating new and emerging business needs. Maintain supplier relationships and manage supplier performance on key contracts
• Work with the Operations Manager, to receive and analyze supplier questionnaires, identifying and escalating any critical risk areas for the business.
• Responsible for preparing and maintaining purchasing documents and filing them to a high standard sufficient for any future audit requirements or subsequent inquiries, especially ProPacks and purchase tracking documents.
• Work with the Program Manager and Health Program Coordinators to create and maintain an updated and accurate purchasing plan for planning, reporting and auditing.
• Work with internal and external stakeholders to determine procurement needs, quality and specifications and delivery requirements, and drive value for money and integrity best practices in procurement.
• Support the Program Manager with procurement planning, tracking (purchase plan), and other assigned projects with technical guidance from the Operations and Support Manager.
• Manage the development, implementation and monitoring of framework agreements with specific suppliers.
• Support colleagues to understand and comply with the FOM and SOPs related to purchasing plans.
• Work with the Operations Manager to establish and monitor the terms and conditions of the contracts that Medical Teams will sign in the regional office.

Inventory management:

• Responsible for stock and warehouse management at the location.
• Responsible for the correct management of formats established in FOM14
• Responsible for sending monthly stock reports to the operations and support manager and the Program Manager.
• Contribute to the monthly budget request required for the logistics area.
• Responsible for monitoring equipment and assets on location.
• Keep the corresponding information updated in inventory and document databases
• Manage transportation suppliers and processes for the office, including ensuring compliance with transportation policy and all safety protocols.
• Responsible for all assets being tagged, stored and tracked using established templates for asset management.

Logistics and security:

• Check that the safety checklist is completed for each field visit
• Share with the security coordinator, alerts, situations, or eventualities that may compromise MTI activities
• Prepare the safety checklist for vehicles that transport MTI staff
• Responsible for the correct identification with logos of the organization, to the vehicles that provide us with their service for the activities.

Facilities:

• Periodically review the expiration dates of items such as the first aid kit, the fire extinguisher, as well as check if the smoke and CO2 detectors are working.
• If applicable, check that the office security system (alarm, camera, etc.) is working.
• Address facility needs at the location, develop and maintain constructive and cooperative working relationships with all Medical Teams International colleagues.
• Work with the Operations Manager to establish and negotiate the terms and conditions of the contracts that Medical Teams will sign in the regional office.
• Address facility needs at the location, develop and maintain constructive and cooperative working relationships with all Medical Teams International colleagues.

Coupons:

• Support in the market study of products for coupons, to be able to establish the value of the inputs in each city.
• Support the process of selecting the most suitable suppliers for MTI, going through their characterization, identification and evaluation in the required areas of each city.
• Support the Contracting processes with suppliers for coupons, including the collection of documents, generation of contracts, etc. and generation of contractual monitoring with the selected suppliers.

Other obligations:

• Comply with and maintain knowledge of applicable rules, legislation, regulations, standards and best practices, including funding requirements from institutional donors.
• Respond to routine inquiries and advice requests in a timely and consistent manner.
• Support the protection of program participants and employees by promoting an environment of awareness and compliance with the code of conduct provisions of Medical Teams’ policies protection against sexual exploitation and abuse, protection of children and adults vulnerable and harassment-free workplace policies. Lean on the team of volunteers at each location whenever possible.
• Additional duties as assigned by the Program Manager and/or Operations and Support Manager.
• Support the protection of program participants and employees by promoting an environment of awareness and upholding the provisions of the Medical Teams Protection from Sexual Exploitation and Abuse code of conduct, protection of Children and Vulnerable Adults, and Harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills that will enable them to promote sound safeguarding practices, understand child and adult safeguarding policy and procedures, and behave in a manner consistent with the Protection.

Education:

• Professional in business administration, Industrial engineering and/or Technologist in logistics, supply chain, Business Administration or other related careers.

Experience:

• Minimum 2 years of experience working in logistics, preferably with a health-related NGO or non-profit organization
• Experience working with institutional donors (UN, USAID, etc.) is an added advantage
• Experience in supplier management, framework agreements and purchasing processes.

Knowledge:

• Basic knowledge and experience working in a Purchasing Function, developing, supporting, maintaining processes and systems.
• Basic knowledge and experience of other logistics functions, including fleet, inventory and asset management, supporting and maintaining processes and systems.
• Knowledge of how to operate a bidding process and link it to organizational financial systems.
• Knowledge of how to effectively manage a supply chain.
• A good understanding of competitive bidding processes.
• Knowledge of stock management practices.
• Basic knowledge of fleet and trip planning is an added advantage.
• Working knowledge of English is an added advantage.

Skills:

• Interpersonal skills and strong communication skills, both verbally and in writing, with the ability to be an active listener.
• Mastery of Microsoft Office applications is essential: Demonstrable aptitude with Excel
• Mathematical skills and reasoning.
• Demonstrable negotiation skills and able to identify value drivers in different types of acquisitions.
• Organizational and time management skills.
• Effectively prioritize support requests from internal departments and external customers/requestors and respond accordingly
• Identify problems early and communicate effectively
• Able to adapt negotiation strategies to deal with new circumstances or problems that arise.
• Experience working for an international company, including cross-cultural sensitivity, and to understand the implications of the international organization on procurement processes and outcomes.
• Good judgment and ability to formulate decisions.

Competencies

• Ability to work as part of a high-performing team and to proactively support the team to be more effective and productive.
• Detail orientation.
• prioritizing tasks and workload effectively
• Plan and schedule your own work, highlighting foreseeable busy periods
• Confidentiality management
• Understand when issues can be addressed directly or should be escalated to the Operations Manager.
• Demonstrate the values ​​of professionalism, objectivity, problem solving and strong customer support.