|Description||ALIMA’S SPIRIT:ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation, and the alliance of organizations and individuals. We act with humanity and impartiality in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner.|
Our CHARTER defines the VALUES and PRINCIPLES of our action:
- Putting the Patient First
- Revolutionizing humanitarian medicine
- Responsibility and freedom
- Improve the quality of our actions
- Placing trust
- Collective intelligence
CARING – INNOVATING – TOGETHER:
Since its creation in 2009, ALIMA has treated more than 3 million patients. Today ALIMA works in 11 countries in Western and Central Africa. In 2018 we plan to work in 41 projects including 10 research projects focusing on malnutrition, Ebola and Lassa fever. All of these projects will support national health authorities through more than 320 health facilities (including 28 hospitals and 294 health facilities). Alima intervenes in response to humanitarian crises and patients are at the heart of all our actions. We work in partnership whenever possible to ensure that our patients benefit from the best and most relevant expertise wherever it is, whether within their own country or in the rest of the world.
ALIMA’S TEAM: more than 1800 people are currently working for ALIMA. The field teams, closest to the patients, receive their support from coordination teams generally based in the countries’ capitals. These receive support from the 3 desk teams and the emergency and opening team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working to raise funds and represent ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams working on behalf of other organizations such as medical NGOs BEFEN, ALERT Health, SOS Doctors / KEOOGO, AMCP, research organizations PACCI and INSERM, Bordeaux or Copenhagen Universities, the INGO Solidarités International and many others.
COUNTRIES WHERE WE WORK IN 2018: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, SouthSudan, Mauritania
THE WORK WE DO covers: Malnutrition, Maternal Health, Primary Health, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue, Lassa fever), Hospitalization, Emergencies, Gender Based Violence, Opening / Closing.
MAIN OBJECTIVES OF POSITION
- Supply Manager in collaboration of logistic Coordinator is responsible for the proper designing, planning, and implementation of the supply chain in the mission/country, ensuring the achievement of the objectives set at the mission Level.
- To Support Country Mission, in ensuring timely arrangement of different project commodities i.e. goods, drugs, and services to Support ALIMA intervention in North EAST Nigeria.
- Ensure Supply support to the mission in Coherence of ALIMA standard Procurement procedures & Donor Financial requirements.
FUNCTIONAL AND HIERARCHICAL LINES
Report to; – Logistic Coordinator.
Functional like with: – Logistics Managers in the project office, Medical & Finance Department.
RESPONSIBILITIES AND TASKS
International & local Supply Management.
- He/she is responsible project Procurement planning in close connection with the logistic Manager of the project office, Pharmacy manager, Medical Coordinator, and Logistics Coordinator.
- He/she is responsible for maintaining procurement tracking sheets (local & international), updating and sharing with relevant departments.
- He/she will ensure that Donor & ALIMA procurements requirements, procedures and guidelines are respected in all ALIMA procurements.
- He/she will follow up international supply during all the process, before arrival or in customs, being responsible for preparing and providing all necessary documents (customs clearance, transits etc…) on time.
- He/she is responsible for execution of procurement of local supply process through coordination office, to be timely purchased and delivered to the project office on time.
- Ensure that Local purchase of supply is done as per ALIMA Procurement guideline, specifically ensuring the quality of goods/supplies and best value for money.
- Market intelligence with due diligence to ensures that ALIMA is paying according to prevailing market prices.
- He/she is responsible to critically review the prices to have effective cost control in the procurement of supplies/goods and equipment for the project.
- He/she is responsible holding an Open market competition to select suppliers and sign a framework agreement for different recurring supplies.
- Maintained a Supplier Database at the mission level, with all relevant information including their contacts details and market of supplies.
- Maintaining price list of different project commodities at the mission level and evaluating the price on quarterly basis.
- Maintains regular contacts with suppliers and regularly re-evaluate the market in order to get the best quality, prices, and service possible
- Ensure that all in local Procurement, ALIMA procurement Procedural compliance is respected and adopted as per the threshold of the accumulative cost of specific supplies/goods and equipment. Checking that ALIMA procedures for national purchase, local orders, and requests for quotes are followed (if purchases are over a pre-defined amount)
- Preparation of tender documents & Call of quotation for any supplies needed.
- Having regular filed visit to support the field logistics & supply for implementation of ALIMA procurement guidelines/rule and regulations.
Orders/Request of Supplies;
- Being a focal person of supply at the mission level, processing all request in close coordination with Logistic Coordinator/medical Coordinator in case of technical medical equipment’s.
- Work Closely with the Field Co, Logistic Managers in the field in relation to processing their request of supply/service/good.
- Works in close collaboration with the Medical Coordinator and the Logistics Coordinator for the medical orders & Non-medical local & International Order.
- Works in close cooperation with the finance department on forecasting of the budget required for different local medical & non-medical Supplies. Review all Payment case before submission to Finance department to ensure ALIMA financial and procurement Compliance is respected.
- Coordination & communication with suppliers for placing the Orders after approval of procurement as per ALIMA validation table.
- Follows up on Backlog of different orders with HQ, & sharing the updated Order follow up a sheet of international & local orders with relevant different and staff on a weekly & monthly basis.
- Participates in any emergency activity or exploratory visit in or out of the ALIMA area of work, being prepared to intervene directly if needed and assume the management of all supply activities and staff
- Defines and updates job profiles and descriptions of all supply chain related staff.
- Participates in the selection, follow up and evaluation of all staff under his/her direct supervision
- Trains the staff on supply chain standards & Administrative procedures of Shipment Custom clearance.
- Reinforces skills of all supply chain staff.
- Undertakes regular evaluations of staff team under his/her direct supervision.
- Promotes communication and active participation of all staff under supervision.
- Sharing of weekly reports for both International and Local procurements to Field Staffs.
- Participates in monthly reports according to guidelines, i.e. International and local procurement updates, Procurement planning, etc. together with the Logistics coordinator.
- Carries out regular market Surveys and makes them available to program staffs.
- Informs the line manager of any problems that might be linked to work of supply staff.