Procurement - Manage the local purchasing and acquisition of goods, works and services needed by Medair to sustain its interventions in multiple locations.
- Track and follow up on Purchase Requests (PRs) processed in the Medex software, ensuring they run completely through the system from the initial PR creation to the final Proof of Delivery (POD).
- Help establish and maintain effective relationships with Sudanese government departments that are essential for the purchase, importation, and licensing of project goods and supplies.
- Ensure that all materials, items, and goods requested by the program staff are purchased and delivered on time according to their quality needs.
- Assist in preparing all paperwork for the procurement process, including drafting requests for quotations (RFQs), comparative bid analysis sheets (CBAs), purchase or framework agreements, preparing paperwork for supplier payments (PDFs), waybills, and receipts of goods.
- Update procurement tracker regularly according to the received purchase orders and the released supplier payments.
Fleet Management - Assist the Logistics Officer in the organization and daily supervision of the vehicle fleet in the base. This includes helping with driver schedules, vehicle maintenance tracking, vehicle registrations, insurance renewals, and monitoring fuel consumption to meet all transport and movement needs.
- Assist in the maintenance and repair of the vehicle fleet. This includes helping to set up a regular service and maintenance plan for each vehicle, and ensuring they meet all legal safety requirements for road use.
- Keep detailed vehicle records for every car, including up-to-date service records, accident reports, and daily trip logs. Ensure that copies of registration and insurance papers are always kept both inside the vehicles and at the main office locations.
Customs Clearance, Compliance and Liaison with Government Line Ministries. - Assist with verifying that the medicines and medical products correspond with the Quality Certificates provided by suppliers and maintain a file of all the quality certificates received.
- Assist with following up on NMPB related matters concerning medical supplies procurement and quality compliance.
- Assist with processing documentation for tax exemptions/clearances (e.g. customs clearance, invoice verification), for international orders that arrived in country.
- Assist with maintaining and keeping track of all new shipments into the country and closely follow-up with GSO procurement Team Pipeline unit on arrival of the new shipments.
- Translate external memos/ letters, and verbal communication into English received from government ministries/departments when required.
- Assist Logistics department colleagues preparing letters, arranging meeting with Government authorities on issues related to procurement and importation of supplies, if required.
Administration: - Ensure a clear and transparent digital paper trail is in place for all logistical transactions. Make sure all electronic records are kept in an orderly and timely fashion, and ensure that the digital filing and archiving on the SharePoint system is done in line with Medair and donor requirements.
- Contribute, as required, to the accurate and timely reporting of logistics activities, including preparing data for weekly and monthly reports
Quality Management: - Ensure all logistics activities are carried out in strict line with Medair guidelines, internal procedures, and according to specific donor requirements.
- Stay fully aware of the potential for financial loss, theft, or fraud in all logistical activities and procedures. Work proactively to prevent these issues by collaborating with relevant line managers to improve transparency and ensure the best use of Medair assets and resources.
- Keep all digital records and files on SharePoint completely organized and accurate so they are always ready for internal or external quality audits.
- Report any mistakes, missing data, or suspicious activities instantly to the Logistics Officer or line manager to ensure total compliance.
Communication: - Maintain a transparent, honest, and supportive communication structure with your colleagues to ensure they are always kept informed of applicable logistical activities and requirements.
- Support all logistics staff across the team in all required logistical procedures, standard workflows, and system controls.
- Serve as the first point of contact for daily logistics inquiries from other departments, checking that their requests are complete and correct before advising the requestors to initiate PRs.
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