Supply officer

[ENG]

CONTEXT

Medecins du Monde’s international network, which was already working in Ukraine, has mobilized significant resources to meet the needs of affected populations since the start of the war. 

Medecins du Monde France reopened its base in Ukraine in 2022 and provided comprehensive primary healthcare (PHC) including Sexual and Reproductive Health and Gender Based Violence (SRH-GBV) and mental health and psychosocial support (MHPSS) services in areas along the frontline, a strip of land that separates conflict-affected people residing in areas under Ukrainian government control and areas under temporary military control of Russian Federation. 

MdM-France remains strongly committed to supporting the coordination of the health cluster by leveraging its expertise in Primary Healthcare, Sexual and Reproductive Health, and Mental Health and Psychosocial Support (MHPSS) as part of a comprehensive health approach. Our contributions focus on advocating for the needs of the most vulnerable populations in Southern Ukraine, identifying gaps in service delivery, and proposing practical solutions in collaboration with national actors, such local NGOs, health staff, and the Ministry of Health. We also aim to facilitate the coordination of various local and international health actors in the region and share innovative approaches, such as our telemedicine experience with a local implementing partner and harm reduction initiatives to improve access to quality healthcare, especially in isolated and hard-to-reach areas.

This position will be based in Mykolaiv, with travel to Kherson and Odesa as necessary.

MAIN TASKS:

Support the logistics department on supply and purchase procedure and operational activity. 

To research, negotiate, select products and suppliers according to technical, economic, quality and deadline 

specifications. 

To define and monitor contracts for purchasing related supplies, products and services. 

To ensure missions are supplied through to final delivery according to the needs identified by the requesting 

services (French and international missions, headquarters) by applying negotiated agreements, or by seeking 

the optimum supplier in terms of price, quality and service, in accordance with established procedures.

Carry out the daily follow-up of cases in terms of implementation and administrative management

WORKING RELATIONSHIPS:

Hierarchical Link:        Logistics coordinator

Functional Link:          Logistic officer, Admin team

Other:                         Coordination team, medical team, field team

ROLES:

Local Purchase & Supply function 

• To ensure the supply for the project and coordination
• Extend support and when required play an active role in national procurement of items based on authorized requisitions in a transparent and timely manner
• Respect the purchase delay imposed by MDM purchase policy
• Responsible for the correct application and execution of MDM internal procurement procedures
• Supervise the quality of the products and services provided, timeframes and the competitiveness of prices
• Responsible for the administrative supervision of internal purchase requests; ensure that all documents relating to purchase requests are correctly filed and archived (soft and hard copy);
• To ensure the safe record keeping of logistics files for an easy retrieval for potential internal or external audits (software and hardware)
• Generates and prepares QR (Quotation Requests), MR (Mission Requests), EG (Evaluation Grids), PO (Purchase Orders), and Purchase/Service/Works contracts
• Check that the purchase requests (MRs) have all necessary information for processing and submit the requests to the relevant coordinators for validation
• Support the Logistic team to carry out local market assessments to maintain an updated record of Price List and vendor`s profiles
• Support the Log team in the translation of receipts written from Ukrainian into English

Purchasing 

• Participate to the local purchasing of goods for the Coordination management, upon instruction and under the supervision of MDM Procurement procedures
• Purchase goods ensuring the optimum price/quality ratio on the market
• Collecting quotations and checking prices for purchase of goods and services
• Ensure that the suppliers fill in all receipts for local purchases correctly
• Support the Log team in the translation of receipts written from Ukrainian into English
• Ensure the delivery of all purchased items, collects the proof of delivery and proceeds to the validation of the invoices by the log coordinator and the administrative team
• Keeping and updating all logistic filing system (hard and soft version)

Stock

• Regularly check inventory levels with the log officer on share point and monthly for the physical report
• When an order is received you need to check and sign the recipe and inform the log officer for him also to check and sign the recipe
• After receipt, immediately sign and complete the reception order and inform the log officer
• Create a system of refill the stationaries every 3 month with the report of the log officer to ensure stabilization of needs
• Help and ensure that all the consumables are available in the office and at the guest house: cleaning product, drinking water, stationaries…

Reporting

• Monthly fill up the MR follow up before the 10th of each month
• Chek with the log officer to actualize the contract follow up
• Prepare a small report every week to share with the rest of the team about your progress and difficulties
• Inform the manager of obstacles you are confronted in your work area to find solution as soon as possible
• Inform the manager of security issues, purchases or storages issues the team can face
• Provide line-manager with a handover report at the end of contract

Other Duties

• Participate in internal work meetings and inform MDM team on log issues
• Report any security related issues to the Log Coordinator
• Assist the Log officer  in reporting requested by Logistic Coordinator
• Supporting operational organization of field trips and MDM programs
• Maintaining full confidentiality for all work-related information
• To perform any additional duties on instruction given by the Logistic coordinator.
•  

Archiving 

• Follow the MdM archiving process (hardware and software)
• Make sure all the purchase files are complete before giving to the log coordinator validation and transmission to the administration for payment
• Make sure all the purchases files are following the purchases procedures of MDM policy 
• Make sure all the purchases files follow the signatures process before archiving
• Make sure that every document is available at any time

Assets Management

• Ensure all MDM assets and equipment are duly tagged and listed in the Equipment Statement database at the time of procurement
• Ensure all transfers of equipment are timely documented and acknowledged

The list of tasks is not intended to be exhaustive and other tasks may be requested by the line supervisor. In addition, a certain degree of flexibility and adaptability is expected from the collaborator according to the potential evolution of the mission's constraints

CONDITIONS OF THE JOB:

Position based in Mykolaiv, with visits on the field.

SKILLS REQUIRED:

• Training & Experience

1. Similar experience or a minimum of 2 years in a national or international NGO or private sector

• Skills

1. Specific technical skills according to the supply management
2. Negotiate with suppliers.
3. Archiving documentation 
4. Know and apply rules relating to Logistic field of activity
5. Work in a team
6.  Write reports, collect and analyze data, organize, classify and communicate information 
7. Ability to use Excel and the Microsoft Office Pack.
8.  Identify, analyze and summarize important information to be reported and information in the relevant area        
9. Organize and prioritize activities 
10. Good knowledge of Mykolaiv market

• Languages

1. Fluency in spoken/written Ukrainian/Russian
2. Fluency English

• Soft Skills 

1. Autonomous
2. Good teamwork skills, good interpersonal skills
3. Sense of initiative and confidentiality
4. Rigor and organizational skills
5. Negotiation skills (diplomacy)
6. Ability to analyze, conceptualize and plan
7. Good writing and communication skills 
8. Stress management
9. Motivation to develop competences 
10. Rigor and professionalism

 EMPLOYMENT CONDITIONS:

• Contract Type: Fixed term contract
• Duration: 6 months (possibility for extension) 
• Starting date: ASAP
• Job Schedule: Full time  
• Location: Mykolaiv
• Employment: Logistic Officer - category 5