Job Title: Procurement & Logistic Officer

Job location: Sudan – Northern State – Donogla

Reports to: Project Manager

Close Date: November 25, 2024

Department: Procurement & Logistic

ABOUT MEDGLOBAL

MedGlobal is a global humanitarian non-profit organization providing medical and health education services to people in need, including refugees and displaced persons, in disaster and under served regions. The organization is composed of medical and public health professionals of diverse backgrounds.

JOB SUMMARY

The Procurement & Logistics Officer will play a crucial role in the effective and efficient procurement and logistics management of MedGlobal providing medical and health education services to people in need in Sudan. The officer will be responsible for coordinating procurement activities, managing supply chains, and ensuring timely delivery of goods and services in support of the organization’s programs. The Procurement & Logistics Officer will contribute to the overall mission by optimizing procurement processes, maintaining inventory control, and fostering partnerships with suppliers and stakeholders.

MAIN DUTIES AND RESPONSIBILITIES

Logistic

• Work with the program team to ensure that all logistics, procurement processes are followed during the projects’ implementation.
• Track and update all logistics and procurement sheets as per MG policies and procedures.
• Responsible for visibility printing material and media coverage for all projects in Sudan
• Update all Med Global Sudan tracking sheets.
• Develop and foster relationships with the local communities, ministry of health, local and international organizations, OCHA, WHO, UN agencies, and Health clusters members.
• Translate, follow and obtain legal administrative documents related to the implementation of programs in collaboration with the program manager and Headquarter officer.
• Responsible for providing all the quotations, invoices and receipts to each payment.
• Ensure that all items moving through stores are handled in accordance with MG policies and procedures and in a timely manner.
• Update headquarter office with the local security situation on a weekly basis.
• Perform other duties as requested by the Head of the local program manager or the Head of Office.
• Maintain proper store documentation for all project materials/items and keep updated stock management documents at all times.
• Support the nominated district operations support persons to ensure proper housekeeping of the stores.
• Produce a monthly stock report and share it with the Operations and implementation department to facilitate efficient use of items in the store while aiding re-stocking.

Liaison

• Work on MoUs with government entities, local partners (other NGOs), track and effectively organize all project documentation.
• Liaise with all relevant national NGOs, local authorities with the aims of facilitating coordination with national NGOs and humanitarian actors to promote joint or collaborative activities.
• Obtain visas, permits, security, custom clearances and official registrations as needed.
• Arrange accommodation and transportation for staff members and volunteers.
• Work as a focal point between MG Headquarter team and local partners on the ground.
• Keep a complete and updated detailed list of all useful contacts in the Country/Mission with names, telephones, addresses and other relevant details.

Procurement

• Receiving incoming Purchase Requisitions (PRs), verify that required signature/
• Ensure that all MG procurement of goods and services is completed according to the established Standard Operating Procedures at all times and completed within the time frames stipulated in the policy and programs department work plans.
• Ensure that procured goods are received, registered, and dispatched in an efficient and accountable manner
• Prepare Requests for Quotations and dispatch to suppliers.
• Receive quotations/bids, presented to screening committee, Prepare quotations Analysis.
• Provide reliable and timely weekly procurement tracking status reports.
• Prepare and implement Procurement Orders and Procurement Agreements.
• Manage supplier per-qualification processes and contracts
• Accountable for the organization of reliable and cost-effective local procurement processes.
• Responsible for all Country program procurement documentation.
• Responsible and accountable for the overall success of all procurement processes.
• Keep an updated contracts tracker, PR tracker, supplier database and inform accordingly the relevant function or Area Managers when contracts fall due.
• Periodically conduct supplier performance evaluation of the provided services and include observations, challenges and suggested solutions in the report for future use/improvement of logistics related practices.
• Manage supplier per-qualification processes and contracts.
• Prepare, maintain and file all documents related to Operations for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically

QUALIFICATIONS AND SKILLS

• Bachelor’s degree in Logistics/Procurement/Business Administration or related field
• A minimum of 2-5 years experience in Logistics and Supply Chain Management.
• Should have a clear understanding of procurement ethics.
• Solid knowledge and understanding of logistics procedures, policies, and systems.
• Proficient computer skills, including Microsoft Office suites.
• Ability to negotiate, establish, and administer contracts.
• Excellent English verbal and written communication skills.
• Ability to multitask, prioritize, and manage time efficiently.
• Ability to build relationships and work effectively within teams.
• Strong negotiation and organization skills.
• Ability to multi-task, work in fast-paced environments, and meet competing deadlines
• Ability to travel 40% of the time to MedGlobal field operations.

CODE OF CONDUCT

MedGlobal Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to MedGlobal employees, volunteers, interns, consultants, and contractors to guide their practice and conduct. The Code is organized into categories, as follows:

1. Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.
2. Provide a positive and valued experience for those receiving service within and outside MedGlobal.

CHILD PROTECTION POLICY

Child abuse in all forms is unacceptable to MedGlobal, which recognizes its responsibility to protect children from harm in all areas of its work. MedGlobal is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

DISCRIMINATION, ABUSE AND HARASSMENT POLICY

MedGlobal provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. MedGlobal employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.