Procurement: - Manage the buying and acquisition of all goods, services, and construction works requested by Medair field and project locations. Ensure this is done on time and with good quality to keep all project activities running without stopping.
- Process approved Purchase Requests through the Medex software. Make sure all data is entered accurately, and manage, prepare, and send out Requests for Quotations (RFQs).
- Manage the process of selecting vendors. Make sure this process follows Medair Procurement Guidelines, policies, and procedures.
- Do regular market research. Collect, organize, and analyse market data to help with procurement, and present your findings to the Logistics Manager.
- Manage the bid analysis process for your assigned Purchase Requests. This includes evaluating supplier offers, conducting negotiations, getting approvals, and making sure all supporting documents follow Medair and donor policies.
- Manage relationships with vendors. Keep their contact information and pre-qualification lists updated in the Medex system.
- Work closely with the Finance Office to process all bills, invoices, and claims from suppliers and contractors on time.
- Conduct price negotiations with suppliers in a transparent, clear, and well-documented manner.
- Manage contracts by making sure that suppliers, contractors, and service providers follow all the terms, conditions, and procedures required by Medair.
- Conduct complete due diligence checks on suppliers. This includes doing background reference checks and visiting supplier offices or shops.
- Provide regular and helpful support to other Medair departments to help them understand and follow buying policies and procedures.
- Establish relevant, long-term Framework Agreements with suppliers to get better prices and save time.
- Identify and immediately report any suspicious activities or warning signs (red flags) anywhere in the procurement process to Senior Management.
- Work together with your Line Manager and Logistics Manager to implement Corrective Action Plans (CAPs) when internal or external audits find issues.
- Help prepare accurate weekly and monthly reports on your procurement activities on time.
- Work proactively to protect Medair resources and assets from fraud or cheating, as detailed in the Code of Ethics.
- Perform any other procurement duties requested by your line manager.
Base Operations - Track the consumption of utilities and supplies, including fuel and electricity, used in different facilities such as the office, houses, guard posts, and the driver’s office.
- Supervise the maintenance of open spaces and the outside courtyard, and ensure that domestic waste and trash are correctly thrown away.
- Manage the maintenance and security conditions of Medair Khartoum premises and facilities. This includes checking the general water supply, electricity, walls, and ceilings. Make regular inspection visits to check if buildings need any repairs or renovations.
- Work closely with the Base Assistant to maintain household inventories, including tracking the furniture and equipment assigned to staff members.
- Carry out local purchases for the Khartoum Base and Office. Ensure your line manager is informed immediately about any problems regarding the quality or availability of items.
- Supervise construction works, repairs, and renovations within rented premises, including refurbishment, fencing, electrical installations, water supply, drainage systems, and gates.
- Ensure the proper ordering, installation, follow-up, and general maintenance or servicing of all equipment in the Khartoum Base, such as electrical items, solar and lighting equipment, generators, and water pumps.
- Be flexible and willing to assist in other areas of Base operations whenever requested by your manager.
Inventory: - Update the Medair equipment inventory list (EIL) on the Portfolio database with new assets immediately after tagging and allocation.
- Monitor and track the Medair Country Asset register on the Portfolio database to ensure all records are accurate.
- Maintain a comprehensive asset tracking system that accurately monitors, controls, and accounts for all Medair equipment and assets across all project and field locations.
- Serve as the central focal point for all asset and equipment repairs, ensuring that the Equipment Repair Form (ERF) is filled out and approved before any repairs can begin.
- Prepare bi-yearly asset inventory reports for the Sudan ICP, ensuring the reports are signed and archived safely for future audit references.
- Responsible for conducting monthly asset inventory spot-checks both in the Khartoum Country Office and across all field locations.
- Match physical asset counts regularly against the Finance department records to ensure procurement data aligns with inventory data.
- Ensure all equipment is correctly labeled with donor codes to maintain compliance with specific donor guidelines across all bases.
- Manage the reporting and disposal planning for old, damaged, or unserviceable assets according to Medair and local government procedures.
Fleet Management: - Organize and supervise the Medair fleet within Khartoum, including managing driver schedules, vehicle registrations, insurance, and fuel use, to ensure safe transport for staff and program supplies.
- Oversee all maintenance and repair activities for both Medair-owned and rented vehicles, including setting up a regular service plan for each vehicle to meet safety and legal rules.
- Keep detailed vehicle records for every car, including service history, accident reports, and use logs. Make sure copies of registration and insurance papers are kept inside the vehicles and at the main offices.
- Ensure high operational standards for the Medair Sudan ICP vehicle fleet by working closely with logistics officers at the field bases to implement standard fleet guidelines.
- Secure all required vehicle licenses, permits, and official documents from the relevant Sudanese Government ministries and departments.
- Account for all fuel consumed by Medair vehicles in Sudan and ensure strict fuel compliance and tracking across all the field bases.
- Check that vehicle logbooks and other tracking documents are filled out and used correctly in both Khartoum and the field bases.
- Assist in checking and consolidating monthly fuel consumption reports and miles travelled for all program vehicles.
- Prevent the theft or misuse of fuel and spare parts by holding all drivers strictly accountable for their vehicles.
- Liaise with the Deputy Logistics Manager to execute vehicle maintenance and repair works whenever required.
- Report all vehicle-related issues and problems to your line manager on time, along with your recommended solutions.
Logistics/Procurement Liaison Activities: Customs Authorities and Government Line Ministries - Manage and assist with the customs clearance of all international supplies and cargo shipped into Sudan through Port Sudan or Khartoum. Ensure all required paperwork is completed on time to avoid delays.
- Coordinate closely with appointed customs clearing agents by providing them with all necessary shipping documents, invoices, and permits well in advance to ensure smooth port operations.
- Prepare, process, and track all necessary documents, import permits, and tax exemption certificates with the relevant Sudanese Government line ministries and customs departments.
- Lead liaison activities involving the National Medicines and Poisons Board (NMPB) on all matters concerning the quality management, import approvals, and clearance of medicines and medical supplies.
- Process and manage all Memorandum of Understanding (MOU) approval requirements for all WASH sector procurements with the appropriate government line ministries.
- Follow up closely with customs clearing agents and government officials to navigate changing regulations, and update the logistics team regularly on the status of incoming shipments.
Communication - Develop and maintain a transparent, honest, and supportive communication structure with your colleagues to ensure they are always kept informed about logistics support activities and requirements.
- Develop and maintain positive relationships with local authorities, suppliers, other NGOs, and any other stakeholders, while professionally representing Medair and ensuring good cooperation and partnerships.
- Work closely with external stakeholders, including the Logistics Cluster and other INGOs, to share and collect critical information regarding pipeline tracks, transport routes, and changing local context challenges.
Quality Management: - Promote and use the Medair e-library, the Medex procurement system, and other standard operating procedures, ensuring that all standardized formats are used and guidelines are followed exactly.
- Ensure all logistics and procurement activities are carried out in line with Medair guidelines, internal procedures, and according to specific donor requirements.
- Stay alert to the potential for 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.
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