Logistics and Admin Manager
Medipharm East Africa
Total years of experience :6 years, 9 Months
Design and implement a sustainable and robust Procurement and Logistics plan for the efficient and effective procurement and logistical support to Medipharm East Africa and support services.
Oversee the proper control and operation of all the Procurement and Logistics requirements for the projects and support services.
Ensuring efficient and timely supply of all items.
Liaises with program and support staff on Procurement and Logistics matters.
Responsible for the custody and up-keep of the Emergency Contingency Stocks.
Implement Medipharm standard warehouse management procedures for the operation of all Medipharm warehouses in South Sudan.
Implement the Medipharm rules and regulations on Fleet Management and oversee the proper control and operation of the vehicle fleet.
Ensures that all Medipharm Procurement and Logistics service providers conform with the Medipharm Code of Ethics
Ensures all Procurement and Logistics Contract payments are processed in a timely manner
Provides timely Procurement and Logistics Reports as required
Participates in regular meetings where Procurement and Logistics is an Agenda item
Attends internal strategic and planning meetings when required
Implementing and ensuring Logistics Department roles and functions are clear to all support staff.
Ensure that movements of supplies between east Africa regional and South Sudan are reported to relevant authorizes before any movements.
Provide extensive capacity development support to Logistics assistants as well as other staff on logistics and procurement matters.
Set up security plan and measures during evacuation in liaising with security adviser on UN expatriation and attending interagency security meetings weekly.
Ensure that all communication systems are update during the transportation medicine to emergency zones.
Evaluate security weekly and update country manage on the steps to be taken.
Quarterly assessment of store inventory, capital and non capital assets, fleet maintenance, fuel consumptions and compound and office maintenance.
Manage the procurement of goods and services in line with ADRA - USAID Procurement Policies and Procedures Manual by ensuring that budget line and codes are accurate on field/office requests before formal request of bids.
Ensured that departmental head and supervisors were conversant with procurement policies and procedures of the program. Ensured that finance director circulated budget line and codes to each department to easier the rewriting of procurement requests. Enforced manual requirement on every acquisition of good and services.
Setting, Implementing and ensuring Logistics Department roles and functions are clear and hiring of appropriate staff.
As a new program ensure that departmental staff have a picture of organization and donor policies, furnished the accommodations, Clinics and safe houses to donor citification.
Ensure that all food commodities are moved by contractor to a bonded warehouse within the port grace period. The responsible contractor is to pay for any demurrage in event of any unforeseen delays.
Provided tax exemption letter from both south Sudan and Sudan Governments before the arrival of commodities and Lease warehouse in advance.
Evaluate all bonded warehousing. Ensure that no less than a weekly evaluation of the Khartoum bonded warehouse is carried out while commodities are in the port. Ensure all bonded warehouses are in conformity to US-AID regulations.
Hired professional survey personnel and fumigated the warehouse on the arrival of commodities.
Check all Transporter invoices to ensure that they are correct in tariffs charged Qty’s do not exceed the Qty per BL and that the actual delivery of the commodities has taken place before stamping & certifying & Ensure procurement procedures are followed for all site purchasing.
Trained all site warehouse Managers and logistic officers in all relevant documentation that should correspondent stock balance by transporter waybills, delivery note and stock card.
Ensure that movements of food commodities along the pipeline from Khartoum to South Sudan are reported before movements.
Contracted a transportation company that had all rights (license) for both governments (South Sudan and Sudan), regularly communicated to transporter and drivers on the where about of the convoy.
Draw up specification for the submission of tender documents required for completion by potential Clearing Agents, Bonded Warehouse Agents and Transporters, in conjunction with the COP.
Engaged Professional company with offices and warehouse at Port Sudan and transit port at the border of south Sudan.
Ensure that invitations for tenders are properly, sufficiently and timely advertised to ensure the best agents and the best pricing.
Ensured that week requests are adhered from all fields and main office head department approves on time.
Ensure that the delivered tenders/ bids are kept sealed and delivered to committee responsible for there decision.
Prepared monthly and quarterly procurement plan including contract approval by inter-departments, COP and Country director.
In coordination with the COP and ADRA Commodities Department, draft all contracts for successful bidders and submit to Associate Country Director for approval. Ensure all contracts are submitted to successful bidders for their signatures.
Ensured that weekly inter departmental meetings for the purpose of ironing out, department challenges and outstanding issues between procurement, accommodation, health, social service, transport and security of the field members.
Promote staff development through support, coaching, regular feedback and identification of training needs and opportunities.
Identified and shared with National staff members in areas of weakness in logistics and how to achieve better results in the next quarter year.
Identified and shared with National staff members in areas of weakness in logistics and how to achieve better results in the next quarter year.
Promote staff development through support, hands on coaching, regular feedback, and identification of training needs and opportunities.
Setting, Implementing and ensuring Logistics Department roles and functions are clear.
Supervising the unit staff by offering guidelines; Contribution to the sharing of information internally and external within the Logistics / procurement department and transport departments.
Provide extensive capacity development support to Logistics/procurement assistants as well as other staff on logistics and procurement matters.
Manage the procurement of goods and services in line with Save the Children Field - USA Procurement Policy Manual.
Ensure timely delivery of commodities into the fields sites in order to ensure uninterrupted functioning of the programs. In coordination with Juba office, contract preferred suppliers within field office.
Overseeing the projects Logistical/Procurement activities including cross border and local procurement, fleet and equipment maintenance are update.
Coordinate and organize the purchasing of all necessary departmental and compound supplies.
Ensure that monthly data tracking of all purchases and stock movements to all sites is updated as to procurement policy and procedure.
Update area program manager on weekly logistics and procurement progress in both outstanding and accomplished assignment.
Overseeing security of staff through regular updates to security coordinator,
Hiring of qualified security personnel and Setting up security measures during hibernations within the location.
Set up security plan and measures during evacuation in liaising with security adviser on UN expatriation and attending interagency security meetings weekly.
Acts and Carry out finance duties in the absence finance officer in Upper Nile/Jonglei state Program, in liaise with finance officer/program manager.
Carry out field program managers duties appropriately and in accordance the Save the children rules and regulation in his absence.
Responsible of cash handed over and accountability on daily / weekly and monthly liquidation, preparation of pay roll and salary payment vouchers.
Reconciliation during every end month and during transfer hand over.
Prepare and send finance reports appropriately by the end of month to Head office, prepare monthly cash projection as per the field procurement demands.
Update the preventative maintenance schedule and unscheduled repair on organization vehicles, generators, compound maintenance and communication equipments (VSAT, Codan Radios, VHF/HF Radio’s and other electronics).
Ensuring cautions, notices and hints are followed during existence of repair and driving.
Quarterly assessment of store inventory, capital and non capital assets, fleet maintenance, fuel consumptions and compound/office maintenance.
Fundamentals of Management Principals of Purchasing Business Stores Management and Procedures Warehousing and Stock Control Management Procurement and & Supply Chain Management Strategic Purchasing & Supplies Management Stores and Inventory Management Quantitative Techniques Finance Management Project and Contract Management Computer Applications in Management Public and International Procurement Strategies Planning in Logistic Management