This role supports Malaria Consortium Country offices planning, sourcing, storing and delivering the right quality products on time and at value for money for its mass campaigns through provision of advice and information analysis.
Scope of work
Work with Malaria Consortium country offices on supply and logistics planning and supply chain optimisation and management for its mass campaigns. This includes supporting with supply quantification, procurement planning and monitoring, national and international freight planning, commodity storage and commodity monitoring and reconciliation. It includes ensuring Good Distribution Practices (GDP – including UK MHRA compliance) are adhered to through the supply chains. The role leads on international procurement and freight (including imports and exports) for mass campaign commodities. The role promotes improvements of Malaria Consortium’s procure-topay system and supports its implementation and use through campaign activities. The role will continually analyse available information and make recommendations for the optimisation of Malaria Consortiums supply chains and associated internal policies.
Key working relationships
The Supply Chain Coordinator will work directly with the Global & Country Operationsteam, Finance team and budget holders to support in the effective and efficient delivery of products and services across campaign supply chains. The position will be the focal point between international suppliers and freight forwarders and country operations staff. The role will also be a designated ‘Responsible Person’ (RP) on Malaria Consortiums UK Medicines and Healthcare Products Regulatory Agency (MHRA) wholesaler licence for Good Distribution Practices (GDP).
Key accountabilities
Supply Chain Management(60%)
Provide advice and guidance to Malaria Consortium Country offices on logistics planning for all mass campaign supplies
Setup, manage and coordinate mass campaign national Supply Chain reviews to enable adaptive learning that continually improves supply chain quality and cost-effectiveness (planning, storage, freight)
Work with country offices to set up and manage logistics and supply trackers to enable transparent and accurate supply visibility at all times during mass campaigns, including where supplies are transported and held in third party stores (e.g. national and local Ministry of Health stores)
Guide SMC countries on mass campaign stock reconciliation and donor reporting, ensuring mid and end of campaign reports are within accuracy tolerances and approved
With the Global Operations team, revise the Malaria Consortium Procurement and Warehouse Management Manuals, associated processes and tools to drive process efficiencies while ensuring donor compliance
Support the Global Operations team in designing and reviewing supply chain reports and provide advice and constructive feedback that enable supply chain improvements
Update the Supply Chain sections of the Malaria Consortium Intranet to ensure the most up to date information and tools are available to staff throughout the organisation
Maintain a global mass campaign procurement and delivery tracker on the Malaria Consortium intranet system and share information regularly with relevant stakeholders ensuring that all have up to date and accurate information
Liaise with country operations teams to ensure all international orders have correct import documents
Ensure all required batch testing for international shipments is planned for and completed to the right standard in sufficient time to meet programme delivery needs
Be the primary contact for international mass campaign suppliers, including manufacturers, wholesalers, freight forwarders, customs agents and quality assurance agents
In collaboration from the Procurement Coordinator, monitor and manage service quality and value for money of international mass campaign commodity, freight & customs, and quality testing providers
Provide routine and ad hoc information to the management team to support operationaldecision-making
Mass Campaign Procurement(25%)
Lead international procurement of mass campaign commodities (e.g. SMC drugs and LLINs)
Assisting and providing guidance to Malaria Consortium Country offices on procurement planning for all mass campaign supplies to ensure timely delivery of campaign supplies and develop in country capacity
Lead on the drafting of relevant procurement documents for mass campaign large local purchases, including Requests for Proposal and Contract documents, ensuring compliance with Malaria Consortium processes
Support Procurement Review Committees as requested as a technical advisor for campaign local procurements
Support the Procurement Coordinator with improvements/changes to the organisation Procure-to-pay system, including advice on requirements, process design and rollout plans.
Good Distribution Practice (15%)
Be a Malaria Consortium designated ‘Responsible Person’ (RP), responsible for ensuring Good Distribution Practice (GDP) compliance in Malaria Consortium’s Supply Chain
Ensure Good Distribution Practices (GDP – including UK MHRA compliance) are adhered to through all mass campaign supply chains
Be the focal point for the UK MHRA compliance queries and audits to maintain the GDP Wholesale Distribution Authorisation (WDA-h) licence
Organize annual refresher trainings for RPs
Organise and manage annual GDP recalls, annual self-assessments and annual management reviews
Ensure GDP SOPs and Annexes are up-to-date with the organisation’s policies and in line with UK GDP legislation
Lead on drafting and finalising GDP compliant Technical Agreements for all international providers
Maintain GDP policy documents and registers and record deviation and CAPA as necessary
Personspecification
Qualifications and experience:
Essential
A recognised qualification in Procurement or Supply Chain
Experience in working in a procurement or supply chain role in an international organisation
Desirable
A CIPS qualification
Experience with using Microsoft Dynamics NAV or another equivalent Enterprise Resource Planning system
Experience of working in a procurement or supply chain role in an international NGO
Experience with the procurement of medical supplies
Experience working with a procurement service provider
Experience with GDP compliance requirements and WHO and Global Fund pharmaceutical quality assurance standards
Work-based skills:
Essential
Ability to communicate effectively (written and oral) in English
Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in
Strong MS Excel skills
Desirable
Strong interpersonal and communication skills
Ability to communicate effectively (written and oral) in French and/ or Portuguese
