Transport and Customs Officer
Médecins Sans Frontières
Total years of experience :14 years, 4 Months
• Performed the day to day activities and administrative processes to ensure an efficient running of the clearance and transportation processes of medical and non-medical goods for a supply office (coordination or project) following the supply procedures according to MSF standards and protocols
• Managed and planned, in collaboration the shipment of goods between the projects and/or from the capital to the projects choosing the best possible means of transport.
• Responsible for the reception of international freight and its forwarding to the field.
• Responsible for the transportation of Medical items and Logistics items from sea port/air port to the main warehouse in Sana’a then their transportation to MSF projects.
• Responsible for all customs and administrative related issues.
• Regularly assessing the local transport market (companies, prices, services, delays, …), and proposing different third party providers for validation.
• Liaised with the MSF Djibouti team to arrange transportation of cargos from Djibouti to Sanaa.
• Prepared document files for each cargo and submitting to the clearing agent.
• Followed the status of the clearance process and updating the weekly cargo follow up file.
• Provided the green light for bookings from Djibouti once the final customs clearance approvals are received.
• Responsible for all movement permits related to medical or logistical materials.
• Covered on bahalf of Liasion Officer several times, permit requests for passengers, visa requests and other related issues in SCMCHA and Immigration Office.
• Coordinated with SCMCHA by communicating and following issues related to goods permits and following the customs clearance process for all cargoes.
• Performed a variety of procurement tasks including document register, request for quotations, issuing call for tenders, following up technical evaluation of bids & offers, liaison with technical departments, issuing commercial evaluation and final recommendations, preparation of purchase orders, service orders and frame agreements, purchase order follow-up.
• Followed up with the end users’ requirements through frequent procurement duet meetings.
• Requested technical clarifications from Initiator if requisition information is insufficient.
• Understood the need, source potential suppliers as per Company policy, prepared and sent out Request for Quotations, make sure bids are received on time, sends reminders and collects data received.
• Analyzed and evaluated the offers received, assesses whether they are technically acceptable (i.e. meet specs/scope of work), seeks clarification from suppliers if necessary; coordinates with Requestor on technical issues, prepares bid comparison analyses and formulates Recommendations to Award taking into account all related factors (Cost, target delivery time, material quality, , , , etc).
• Prepared the Contractual document (Purchase Orders) using SAP and submit them to the hierarchy for approval and release.
• Followed up the transmittal of the contractual document to suppliers once approved and ensures that documents are well received and processed.
• Ensured that the PO file (electronic and hard copy) are enclosed with all supporting documents (requisition, scope of work, technical data, request for quotations, exchange of correspondence, both internal and external, copy of any other relevant document) in order to build the purchasing file in a manner to retrieve all documents required and justifying final commitment before transferring the file to the Expeditor.
• Handed over files to Expeditor for organization and/or followed up the delivery.
• Maintained an updated follow up on all received Purchase Requisitions with the detailed status and generated an up to date status report on all pending files.
• Took up claims with suppliers in case of quality problems/ material damage.
• Kept requestors informed on the progress of the processing of their requisition, expected delivery date and possible delays.
• Developed and maintained good relationships and communications with other parties and divisions.
• Worked closely with Methods Team to develop a vendors data base meeting TEPY standards.
• Carried out other similar or related duties such as evaluating vendor reliability for e.g. Delivery of goods, packaging, quality, etc.
• Liaised with Accounts Payable group to resolve invoice/payment discrepancies/delay.
• Prepared and launched official Supply Call For Tenders based on head of department guidance and technical departments requirements as per the internal procedures.
• Monitored reception and kept tenders in safe custody until the bids opening.
• Participated in the technical & commercial opening ceremonies in the presence of members of the official operating committee.
• Participated in the technical & commercial evaluation of tenders and issue recommendation accordingly.
• Prepared the contractual document and follow-up the file till final issuance of the PO/Contract and signature by COMPANY & CONTRACTOR.
• Make sure that company’s external commitment documents (Purchase Orders, Service Orders and Contracts) issued to vendors, include the necessary HSE requirements.
• Liaised with requesters from different departments of the subsidiary to clarify needs and to highlight the purchasing procedures to follow.
• Liaised with accounting department to solve payments problems.
• Made sure that no operations are stopped or delayed due to errors in the procurement side and to highlight any applicable operational or safety incidents.
• Kept all purchase files auditable at all times.
• Assisted in developing suitable GSM products and services, in coordination with the commercial, technical and IT divisions, to the Yemeni market.
• Developed a feasibility and marketing plan for the new products or services to be launched.
• Prepared the needed documentation for the development of communication materials for new products and services.
• Responsible of the launching for new products or services.
• Monitored the statistics (revenue) related to the products and services and prepared on monthly basis the report for each products and services.
• Monitored periodically the revenues generated by the products and services and compare them with the budget.
• Generated requests to the marketing research team to evaluate the products and services.
• Worked with business partners on developing new products and services.
• Participated in the process of selecting and evaluating suppliers.
• Assisted the customer care department in the process of internal training for the new products and services.
• Contributed in the preparation of the annual VAS (Value Added Services) budget.
• Prepared the contracts for the new suppliers, revised all the points with the Lawyer and get it signed by the Marketing Manager.
• Followed with Finance Department the share payments of our partnerships.