POSITION TITLE: SUPPLY ACTIVITY OFFICER

CONTEXT:

Médecins Sans Frontières (Doctors Without Borders) is a private, non-profit international humanitarian organization, founded in 1971 and working in 70 countries around the world. MSF provides medical assistance to populations in crisis, regardless of race, religion, belief or political affiliation. In PNG, MSF has been working since 2007 in Lae, Taric, Bougainville, Gulf Province and NCD Province. MSF is now working to support the Department of Health to improve access to care for patients in Lae, Jiwaka and Highlands.

MAIN PURPOSE OF THE POSITION:

Performing the day-to-day implementation of supply procedures and ensuring efficient administrative processes for one or more areas of the supply programs (Order Processing, Transport and Customs, Procurement, etc.) at project level according to MSF protocols, standards and procedures in order to ensure the optimal running of the mission.

RESPONSIBILITIES:

• Performing the day-to-day activities ensuring an efficient running of the administration processes of the supply activities following the supply procedures according to MSF standards and protocols. The activities can include one or more of the following areas:
  • Order Processing: Performing the day-to-day order processing activities at project level in collaboration with Coordination.
  • Procurement: Performing the day-to-day procurement activities at project level in collaboration with
  • Transport and Customs: Performing the day-to-day procedures and administrative processes for the clearance and transportation of goods at project level in collaboration with Coordination ensuring an efficient shipment of goods.
• Performing and coordinating administrative procedures related to his/her supply activity(ies), verifying the compliance to MSF procedures, standards and protocols
• Ensuring that all necessary tools and management procedures are followed to avoid stock ruptures, losses and excess stocks in the mission
• Performing delegated tasks according to his / her activity(ies) and as specified in his/her job description with support of Logistics Manager
• Ensure the follow up of local and international orders.
• Responsible for the orders, purchase (logistic and local medical purchase), stock and freight management for the project and/or coordination, monitoring and ensuring an efficient implementation of the overall daily supply chain activities.
• Conduct regular market assessment of suppliers based on the different products and services used in MSF in order to develop and maintain an updated database of the suppliers at project level which should be updated in UNIFIELD.
• Implementation of Supply processes and procedures in the project and ensure all staff adhere to them.
• 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.
• Monitoring and ensuring a smooth-running supply administration and respect of the implemented supply procedures, proposing adjustments where needed.
• Communicating regularly with project team, keeping them, up-to date concerning their orders status (back-order confirmation), prioritizing procurement and transport according to their needs, and collecting claims from them, analyzing causes and making corrective actions.
• Supervising warehouse/ store activities including stock inventories, proposing improvement in stock management if needed.
• Planning, prioritizing and organizing the shipment of goods purchased locally or at coordination level and managing all related administration documents. Responsible for inventory reporting.
• Coordinating and leading the team under his/her responsibility including the daily workers, defining each person's tasks (daily supervision and checking the quality of their work).
• Informing the Logistics Manager in case of any major supply issues who will then manage all required reporting to keep updated and reliable information that will help in decision-making.
• Planning and supervising the day-to-day supply activities and administrative processes to ensure an efficient running of the transportation processes of medical and non-medical goods for a supply office (coordination or project), ensuring compliance of MSF standards, protocols and procedures.
• Setup and Management of the UNIFIELD system at project level and support to coordination if need be.
• Follow-up on UNIFIELD cleaning and produce monthly stock as well as other reports requested by Management and Coordination.
• Performing any other tasks within the scope of his role, as directed by the Logistics Manager and according to the needs of the mission.
• On a regular basis, update the order tracker and request overview for requestors and projects.
• Responsible for the preparation of monthly supply reports & data analysis.
• Responsible for Transport & Customs Management.

SKILLS AND REQUIREMENTS:

WORKING CONDITIONS

• Fixed term Contract
• Based in Morobe
• Candidates must be flexible with working hours and location

APPLICATION PROCESS

The applicants have to send their cover letter with an updated CV and a copy of any other relevant documents (diploma/degree in supply and logistics management, previous work certificates, cover letters) to:

Please clearly indicate on your application the position title and your phone number. No document will be returned. Only shortlisted candidates will be contacted. Please note that MSFF does not provide transportation or accommodation for the written tests and interviews. Written tests and interviews will be held in Morobe since recruitment for this position is for Morobe.

DEADLINE: Complete applications must be received by 5:00 pm on 3rd Aug 2025