Supply Chain Manager – Marie Stopes International Ethiopia

Pharmaceutical, Warehouse, Supply Chain and Distribution

Marie Stopes International Ethiopia

About You

We want individuals who support our mission of eliminating unsafe abortion by 2030 and who work with us to build an enabling environment to increase access to safe services everywhere. We expect all team members to share our vision and commitment to achieving our mission whilst promoting equality and safeguarding the welfare of all clients and colleagues.

JOB SUMMARY

Under the supervision of Corporate Services Director, the Supply Chain Manager supports the overall administration of supply chain planning, distribution, warehousing, inventory management, forecasting and generally, overseeing warehouses at all MSIE office locations.

Applies stock control principles and makes sure essential stock items are available at all times, tracks slow moving, close to expire, obsolete stock items and other assets and recommends best alternative use.  Uses modern stock and non-expendable assets management tools for tracking, reconciling and updating MSIE property.

Identifies non-functioning non-expendable assets and ensure that they are timely repaired, replaced and/or disposed following MSIE’s and the government regulatory agency’s rules and regulations. .

DUTIES/TASKS

Strategy Development and Planning

• ·         Create the MSIE’s supply chain strategy.
• ·         Analyze data from supply chain processes to find bottlenecks and other issues.
• ·         Analyze stock movement data and recommend efficient and effective utilization of resources
• ·         Evaluate and report on KPIs.
• ·         Monitor logistics to make sure they run smoothly.
• ·         Maintain supply chain inventory and records.
• ·         Support the procurement planning activities in the organization
• ·         Train and guide employees.
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• Warehouse Administration
• ·         Ensure the warehouses operate at peak efficiency, with customer satisfaction being the primary goal, by supervising, organizing, directing, and training warehouse employees and establishing, monitoring, and managing operation goals
• ·         Develop warehouse operations systems by determining product handling and storage requirements, equipment utilization, inventory management, gate processes, and shipping
• ·         Train and manage a warehouse team to solve day-to-day operational issues and reach short- and long-term performance goals
• ·         Oversee daily operations, while controlling and managing inventory and logistics
• ·         Review and prepare workflow, manning and space requirements, equipment layout, and action plans while ensuring productivity, quality and customer service standards are met
• ·         Maintain a safe and healthy work environment by establishing, following, and enforcing standards and procedures and complying with legal regulations
• ·         Confers with storekeepers for the purpose of determining storage space requirements and optimum stock quantities, stocks supplies and equipment for the purpose of maintaining required inventory levels
• ·         Leads and assists other staff in receiving, storing, issuing, conducting inventories and delivering medical supplies, materials, furniture and equipment for the purpose of achieving supply objectives
• ·         Establishes proper stock codes for all MSIE supplies/stocks
• ·         Establishes proper warehouse management and administration systems and ensure that the established systems are implemented across MSIE warehouses
• ·         Ensures that all non-expendable assets and stock are insured against damage or loss at the point of storage, use or while in transit
• ·         Makes sure manual and electronic documents, files and records (e.g. purchase orders, receiving and issuing notes, delivery documents, disposition reports, requisitions, etc.) are maintained for the purpose of providing an up-to-date reference and audit trail for compliance
  

Inventory management

• Establishes stock control measures and maintain, minimum, maximum and reorder stock-levels for major supplies and ensures that the stock levels are always kept at the optimum level
• Plans and executes inventory count, verification, investigation and report on variances, make necessary recommendations to resolve discrepancies, and update the inventory records
• oversees movement of stock in the entire organization, tracks close to expire stock, obsolete and slow moving (calculates stock turnover ratios) items in warehouses to minimize stock carrying costs and for efficient and effective use of inventory
• analyze and interpret stock management KPIs and recommend a solution where there is gap or a problem
• Document daily deliveries and shipments to update inventory
• ·Prepare detailed reports on inventory operations, stock levels, and adjustments
• makes sure a monthly stock status for essential stock items prepared for top management review perform daily analysis to predict potential inventory problems.
• employ systems like ABC classification of inventory for a better and efficient management of inventory
• adopt standardization to reduce variety and reduce amount of inventory

Distribution and Transportation

• Coordinates transportation of goods with transport unit to transport supplies, equipment, packages, etc. using either MSIE or rented vehicles for the purpose of picking up and delivering items to designated sites on time
• Oversee and manage logistics utilized to transport products to customers and internal facilities, communicating with drivers and partners to ensure efficient delivery of packages
• Set distribution goals and plan and manage distribution operations to achieve the set goals.
• Oversee daily routes and improve route plans to ensure timely deliveries.
• Address customer queries and ensure customer satisfaction.
• Develop distribution budgets and manage expenses within the budgets.
• Work with warehouses and transportation staffs to ensure timely and accurate deliveries.
• Assist in cost negotiations with vendors and provide appropriate solutions for bulk distributions.
• Develop cost reduction initiatives while maintaining productivity and quality.    

         Asset Management

• Regularly identifies non-functional non-expendable assets at all MSIE offices and ensures that they are timely repaired, replaced and/or disposed following MSIE’s and government regulatory agencies rules and regulations
• ·         Develops and maintains asset register for all non-expendable asset that includes model, serial number, asset code, location, custodian, status/condition etc. of each non-expendable asset
• ·         makes sure a custodian list and forms are maintained, updated, and signed for non-expendable assets
• ·         Develops asset needs assessment, maintenance and disposal plans and monitor the implementation of maintenance and disposal plans
• ·         Plans and executes asset count, verification, investigation, and report on variances, make necessary recommendations to resolve discrepancies, and update the asset register
• ·         Develops, implements and manages mechanisms to safeguard assets
• ·         Ensures that proper records are established for MSIE’s non-expendable assets at all office locations and that the assets are regularly checked for physical existence and condition/status
• ·         Establishes and executes a performance measurement system to evaluate the effective utilization of assets
• ·         Establishes standard specifications and codes for all major categories of goods purchased by MSIE offices.
• ·         prepares regular reports on stock and non-expendable asset with analysis and recommendation for management decision
• ·         performs other duties as required

Team Leadership

• Identifies training needs and organize training programmes in the area of supply chain management including stock and asset management, warehousing and warehouse administration for MSIE staff in consultation with relevant directors and managers.
• Leads and provides guidance to the stores and asset management team.
• Performs relate duties as assigned.

PERSON SPECIFICATION

A.    Qualification Requirements

a.      Education

BSC/MA in Pharmacy, Supply Chain Management, or related fields

b.      Experiences

6 years for BSc and Four years for MA with relevant work experience 

B.     Skills Attitudes and Attributes

• Knowledge of the Federal Ministry of Health’s health facilities standards
• Ability to use computerized stock and asset management systems
• Experience in managing medical/pharmaceutical supplies warehouses
• Good communication and interpersonal skills
• Ability to make logical and timely decisions
• Quantitative, analytical and problem-solving skills,
• Pro-choice

Number of Position: (01)

Duty Station: Support Office, Addis Ababa  

Type of Employment: Permanent

Salary:  As per MSI Ethiopia Reproductive Choice Salary Scale

MSI Ethiopia Reproductive Choices Salary Scale

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