Supply Chain Manager

Term of reference

Position

Supply Chain Manager

Category of employment and grade

Job category and grade will depend on the experience of the final candidate

Supervised by

Chief Operating Officer

Supervises

No direct reports at this time, possibility of extension

Length of contract

Two years renewable contract conditional on a successful 6-month trial

I. Context and Justification

Muso is a non-profit global health organization. In partnership with government partners, we build healthcare systems to save lives by reaching patients faster, within hours of illness and in the poorest communities. Muso firmly believes that no one in the world should die for lack of care and thus we work to make this a reality. You can learn more about our work by visiting our website: www.musohealth.org

Over the past 5 years, Muso has grown exponentially: from a team of 20 people to a staff of more than 100. Our annual budget has increased by 500%. We have gone from serving a population of 100,000 people to greater than 350,000 people, and we are now also providing technical assistance to the governments of Mali and Côte d’Ivoire at national scale. With growth of such magnitude, the need for drugs, medical supplies and equipment has increased significantly so that each year our operational needs are far greater than the needs of the previous year. In this context, we seek to strengthen our procurement and supply chain management systems in order to effectively meet the needs of our patients.

II. Job summary

The Supply Chain Manager will be responsible for designing and implementing an efficient and transparent procurement and supply chain system for drugs, medical supplies, and medical equipment and then managing our supply chain from the planning phase to the end user. He/she will lead the planning, organizing, and implementation of Muso’s supply chain system

III. Core tasks include:

1. Design and implement an efficient and effective procurement and supply chain system

• Improve Muso’s existing supply chain by first reviewing current methodology and processes and then developing and implementing an effective and high-quality supply chain plan: from procurement to stock management to distribution.**

• Create and implement new supply chain protocols and operating procedures to strengthen efficiencies, compliance standards, ensure quality of products, ensure accurate forecasting, prevent stock outs, and ensure best pricing and practices.

• Develop and implement a system to identify, compare, and select domestic, regional, and international procurement opportunities so as to ensure timely and cost-effective procurement of quality products that meet demands and prevent stock outs.

• Identify optimal shipment and transportation routes/methods, with particular attention to the price-sensitivity of various lead times and quantities and the cost of warehousing and distribution.

• Develop and implement systems to track and manage inventory needed, ordered, procured, arrived, released from customs, stocked, and at different levels of the health system in real time to proactively respond to programmatic needs.

• Work closely with the tech innovations team to create new and/or make better use of existing databases and electronic data collection tools (including electronic medical records and CHW smart phone applications) so as to manage, organize, and track inventory and predict and prevent stock outs.

• Ensure emergency preparedness and development of supply chain contingency plans so as to mitigate disruptions in supply; conduct regular re-assessments of logistics capacity and pre-positioning of inventory as needed.

2. Manage continuous quality improvement of supply chain system

• Establish performance metrics for the measurement, comparison, and evaluation of factors affecting the supply chain

• Collaborate with monitoring and evaluation team and/or with data team to track and report on these performance metrics at least monthly

• Regularly review data to enact plans so as to continuously improve the supply chain system.

• Organize and facilitate regular team supply chain review meetings with finance, program, and medical leadership

• Prepare and submit weekly updates and monthly reports of procurement and supply chain operations to the Director of Finance, COO and CMO.**

3. Management

• Support the team across departments to facilitate work flow improvements.

• Manage new staff recruitments as needed.

4. Develop budgets and forecasts

• Participate in annual operational planning sessions, and more frequent (e.g. monthly and quarterly) forecasting cycles, to ensure Muso’s fiscal needs are regularly understood and planned for.**

• Provide data to the development and finance teams to support development of new funding proposals.**

• Develop an annual procurement and supply chain plan to integrate into the organization’s annual operational plan

5. Strengthen internal control and collaboration:

• Ensure that appropriate procurement systems and procedures are in place and complied with.

• Conduct business to ensure compliance with the highest international standards and quality.

• Implement and manage new procurement procedures to ensure compliance with international best practices, including the competitive acquisition of quality goods and services at the best possible price– this involves a continuous review of existing procurement standard operating policies and procedures and initiating proposals for updates towards quick and quality sourcing and management processes.**

• Provide the information required for effective cross-functional departmental collaboration particularly in ensuring robust systems are in place for checks and balances between the finance and operational teams.

• Regularly work with finance/accounting, Grants team, departments, sites to organize regular checks on compliance with standard internal controls and operating processes, and ensure timely preparedness for internal and external audits.

• Participate in twice monthly interdepartmental team meetings to present updates and coordinate supply chain needs with other departments

Of note, this position is not responsible for:

• Procurement or supply chain management of non-medical items such as Muso office equipment, electronics, Muso vehicles, etc.

• Hiring or managing consultancies or services

IV. Required Skills:

• At least 3 years of experience in supply chain management including with medical products

• Experience managing and improving supply chain data, information and processes

• At least 3 years of experience living with or working closely in solidarity with marginalized communities.

• Strong analytical and strategic skills including strong ability to conceptualize new systems and foresee challenges and needs to be addressed

• Strong communication and stakeholder management skills

• Experience in project and team management

• Fluency in French is required

• Knowledge of Bamanankan is an asset

• Knowledge of English is an asset