ASSISTANT PROJECT SUPPLY CHAIN MANAGER

Supporting the Logistic Coordinator through delegated tasks and responsibilities, participating in defining, coordinating and monitoring the supply chain activities (project or capital) according to (MSF) Medecins Sans Frontieres protocols, standards and procedures in order to ensure the optimal running of the project.

Accountabilities

• Supporting actively the Logistics Coordinator in the definition and update of the site (project or capital) annual planning and budgets through the definition/revision of the site supply support according to the context and the operational needs, in line with MSF's protocols, standards and procedures; and ensures its implementation, monitoring and evaluation.
• Participating in the definition of the HR set-up related to supply (team sizing, organization charts, job descriptions, division of roles, tasks and responsibilities), assisting the Logistics Coordinator in the management of the site supply team (hierarchically and functionally) and participating in the selection, the follow-up, the support (training-mentoring-coaching), the evaluation and the development of the staff supervised.
• Supporting the stability of the supply activities within regular and emergency intervention of the site; proposes strategic adjustments and resources (re)allocation when needed.
• Implementing the defined standardization of order, procurement, transport and delivery management. For warehouse management (including Eprep) focus on medical stocks and their interactions with the distribution points.
• Managing sub-sites visits on regular basis to offer a permanent support to the direct and indirect site supply stakeholders.
• Supporting the offer of a permanent technical support to the supply teams as well as to all other departments in the site (Ops, Med, Log, Fin, HR).
• Assessing, measuring and reporting, to the Logistics Coordinator, the implementation of the overall site supply chain management and, as a permanent guarantor, ensuring an efficient supply administration by providing adapted supply processes, procedures and tools to support the different activities.
• Participating in the validation of the supply related third parties (suppliers, transport companies, freight forwarders...) proposed by the supply and procurement supervisors together with the technical referents when needed.

Responsibilities

• Manage and taking the lead on quarterly/bi-annual supplier relationship management.
• Supervising and organizing the daily activities of the Supply Chain team, and ensuring they perform the tasks linked to their role.
• Being responsible for the order, purchase, stock and freight management in the Mission level, monitoring and ensuring an efficient implementation of the overall daily supply chain activities.
• Monitoring and ensuring a smooth running supply administration and the respect of the implemented supply procedures, proposing adjustments where needed.
• Being responsible for the supply database and the correct filing and archiving of the supply documentation in order to guarantee the availability and the coherence of supply data.
• Being responsible for ensuring the Mission green list database is up-to-date.
• Communicating with customers, keeping them up to date concerning their orders status and prioritizing procurement and transport according to their needs.
• Informing the Logistics Coordinator in case of any issue and drawing-up all required reporting, analysing causes, in order to keep updated and reliable information that will ease decision-making.
• Planning, supervising and monitoring the execution of all Warehouse and Stock Management activities in the Mission level ensuring sufficient stock for the effective functioning of the supply activity to avoid stock ruptures, losses and excess stocks in the mission, controlling and monitoring the medical and non-medical stocks and assets and ensures that storage is carried out under optimum conditions.
• Participating in monthly reports according to guidelines.
• Performing any other tasks within the scope of his/her role, as directed by Logistics Coordinator and according to the needs of the mission.

ADDITIONAL REQUIRED SKILLS AND CONDITIONS:

• Essential diploma and specialization in Logistics/Supply Chain Management. (degree desirable)
• Essential in supply chain management (minimum 1 year) or in organization of supply administration and procedures
• Desirable proven understanding of MSF Field Logistics (general knowledge of MSF equipment and kits in accordance to the nature of the site)
• Work experience with other NGOs and in developing countries desirable
• Bahasa Malaysia and English essential.
• Essential to Travel Domestically and Internationally.
• Computer literacy and knowledge in HR Management.
• Competencies: Results and quality orientation, teamwork and cooperation, behavioral flexibility, Commitment to MSF Principles and stress management.
• Candidate who is legally eligible to work in Malaysia.

PROBABLE START DATE: February 2025

Interested applicants please attach your Motivation Letter and Latest CV.

The deadline for submitting applications is: 5pm, 20th January 2025.

NB: Only shortlisted candidates will be contacted for interview.