Supply Delivery Assistant - Management Sciences for Health, Kenya

Closing date:  21 Feb 2012

BACKGROUND The Partnership for Supply Chain Management (PSCM) is implementing the Supply Chain Management System (SCMS) project for the U.S. Agency for International Development (USAID) as part of the President’s Emergency Plan for AIDS Relief (PEPFAR). SCMS will strengthen or establish secure, reliable, cost-effective, and sustainable supply chains capable of meeting the care and treatment needs of people living with and affected by HIV/AIDS. In coordination with in-country and international partners, SCMS will assist programs to enhance their supply-chain capacity; ensure that accurate supply-chain information is collected, shared, and used; and provide quality, affordable, health care products to those who need them.

OVERALL RESPONSIBILITIES The Supply Delivery Assistant (SDA) is a member of the procurement team within the SCMS/Kenya field office in Nairobi, Kenya. He/she is responsible for tracking shipments to ensure compliance with on-time delivery and coordination of inbound freight with the US based SCMS procurement unit & Local procurement unit , local freight forwarder and Kenya Medical Supplies agency (KEMSA) stores. He/she is primarily responsible for ensuring that the Freight & Logistics (F&L) processes are carried out in a timely fashion and reports on progress to the SCMS/Kenya Procurement Specialist. The SDA also works to ensure clear and open Communication between Procurement staff in country, the Procurement Unit and F&L at the Project Management Office (PMO) and the KEMSA stores in the exchange of information in the area of commodity tracking.

SPECIFIC RESPONSIBILITIES 1. Once SCMS procurement are initiated, monitor and track shipments through direct communication with the Procurement Unit and the F&L located within the PMO, local freight forwarder and the KEMSA medical stores. 2. Keep track of shipments using a clearly visible wall chart showing products being shipped, quantities, sources, arrival times, etc. 3. Prepare regular tracking reports on all commodities ordered on a weekly basis for input by Procurement Unit into the projects ORION software and clarify any missing or questionable information. 4. Ensure the protection of SCMS from delays, loss/damage and payment of avoidable charges like double handling, demurrage, etc by liaising with the KEMSA to ensure that goods that arrive are cleared out in a timely manner. 5. Ensure proper storage of the commodities (security and cold storage) until they are handed over to KEMSA stores. 6. Assist in the development and maintenance of a computerized Equipment database detailing equipment procured, sites it has been installed, maintenance requirements and tracking to ensure that maintenance schedules are being adhered. 7. Check supplier and manufacturers export documentation for Field Office Managed Procurement (FOMP) commodities to meet country requirements for customs clearance and in country regulatory requirements. 8. Update procurement database and advise suppliers and procurement team to ensure smooth movement of procured goods to destination, including the status of pre-alerts, ASN, AWB, PO, GRN, etc. 9. Management of proofs of delivery (POD) from KEMSA to ensure that correct products were delivered and orders closed out appropriately—preparation of incident reports if needed. 10. Carry out other relevant tasks, as necessary.

QUALIFICATIONS • College Diploma (administration or supply chain diploma preferable) • Excellent ability to manage account processing, with proven ability to function in a detail-oriented environment. • Proficiency in Computer skills (MS Office)and familiar with the sue of databases • Experience with ERP or procurement/supply chain management software a plus • Ability to work effectively both independently and as a team member • Excellent organizational and communication skills • Strong written and verbal English language skills • Strong interpersonal skills
How to apply: 
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