Job Description

Job Overview:

Under the supervision of the Chief Admin Officer/Director of Programmes, and Medical Superintendent,the Logistics Manager is responsible for managing the day-to-day Processes of the Hospital including but not limited to: Procurement of Medical and Non-Medical Supplies, Stores management, Assets, Fleet & Transport, accommodation facilities, handling arrival and departure of staff, and Construction works.

Bearing this in mind, he/she is responsible to support all projects in their procurement and logistics activities in line with the Hospital’s Logistics and Procurement procedures.

Key Duties and Responsibilities in Functional Areas:

Procurement:

• Coordinate with suppliers for the procurement of Medicines, Lab Consumables, general Hospital supplies, and contractors.
• To effectively and efficiently liaise, negotiate, and inform suppliers and service providers in order to gain the best value for money on all purchases.
• Ensure all upcoming payments are identified, and send to finance to avoid the accumulation of suppliers payment.
• Ensurethatordersarefulfilledwithinthetargettimeperiodsbasedontheir importance and consumption change time.
• Provide as needed information to CAO/DOP and MS regarding purchases, cost of items, or vendors responsible to supply.
• Ensure that Masanga Hospital secures value for money and adequate specifications of itemsprocuredensuringthatallprocurementisperformedincompliancewithHospital Regulations, and the Procurement Regulations and Procurement Acts of Sierra Leone.
• To check that correct procurement templates are used, comprehensive and complete paperwork are filed for payment, and audit purpose.
• Lead and mentor logistics team members, promoting professional improvement and team collaboration.
• Negotiate contracts with carriers and service providers to ensure best pricing and service levels for the Hospital.
• Spearhead the negotiation, contract drafting, issuing of bids, bids openings, issuing of PR.
• Ensure the monitoring of all construction works, complete job completion reports and analysis for payment.
• Perform any other procurement related duties as required by Management.

Fleet/Logistics Management:

• Responsible for the clearing, supervising, and delivering of all sea and fright consignments to their appropriate locations/stores.
• To supervise the consumption of drugs and consumables in the pharmacy. (and in the hospital as a whole) (Until we have a functional pharmacist.)
• To ensure that the Hospital Fleet and any other vehicles used by Masanga Hospital are road-worthy and safe.
• Act as the focal person for all international staff arriving from the different programs in Masanga Hospital (excluding; German Doctors & Capa Care).
• In Liaison with the Expat Coordinator and MMRU General Manager, organize the vehicle airport pick up on arrivals and drop off on departure days as well as movements in the country of all international staff including researchers arrive from the different programs in Masanga Hospital (excluding; German Doctors & Capa care).
• In Liaison with the Expat Coordinator and MMRU General Manager, supporting the logistics of documents & meetings from Masanga to Freetown, such as: for registration of Medical Expats at the Sierra Leone Medical and Dental Council, application and extension of new studies to the SL Scientific Review Committee, and any other registrations requiring logistics of documents from Masanga to Freetown as required.
• To coordinate with the CAO/MS to ensure that the Fleet requirements of all Programmes are being met as planned and on time.
• To manage all Fleet requirements including fuel, maintenance, servicing and ensuring that all vehicles are fully equipped with tool kits, first aid kits, and other relevant equipment and equipment are maintained as per Masanga Hospital logistics manual, make sure that there is an efficient system of booking and usage of the vehicles for Programmes management.
• To manage and coordinate all drivers and make regular inspections of vehicles and logbooks.

• To coordinate with and make recommendations about the purchase, hire, repair and maintenance of all vehicles.
• Coordinate with the MS/CAO for the weekly routine checks in the big store, Wards, and the Pharmacy about the consumption/usage of all Hospital products.
• Ensure compliance with local, national, and international regulations regarding transportation and logistics.
• To ensure the implementation of activities for construction and or rehabilitation of facilities in collaboration with the Maintenance Manager.
• Communicating, requesting and arranging supplies from the different MOH programs (Malaria, TB, HIV, Lab, FHC etc.) both on DHMT level and on central level.
• Responsible for the management, and supervision of all security personnel and cleaners with support of the Hospital Matron.
• Support detail technical assessment, assessments to validate, technical characteristics, designs/specification, and preparation of Bill of Quantities for infrastructure works.
• Develop monitoring tools for supervision and use to monitor construction and/or rehabilitation works.

Assets:

• Ensure all Masanga Hospital assets are accounted for and recorded on the Fixed Asset Register (FAR).
• To carry out physical counts and update relevant paper works as per standards and requirements set in the Hospital’s Logistics Manual.
• To coordinate with Finance department in monthly Assets checks.
• To coordinate issuing of assets to end users and ensure that relevant paper works and collection of assets back from the users systems are in place and working.
• To manage all actions and paper works related to change of status of assets through sale, disposal, write off, handover, send back to Stores, loss and damage of assets.
• To manage donation- in-kind of assets as per standards and requirement of the Logistics Manual
• To complete all relevant reports, obtain required authorizations and file the paper works as per standards and requirements set in Logistics Manual.
  

Staff Management:

• Train and build capacity of the logistics team members in best practice of the Hospital.

• Link with CAO/MS/HR/Administration department on any HR related issues.

• To coordinate with the Human Resources Manager in recruiting and discipline procedures of the staff in accordance with Masanga Hospital HR policy and Sierra Leone Labour Laws.

• To carry out induction on Logistics set up, systems, standards, paper works and requirements to any new incoming program staff and logistics officers.

• Any other related duties assigned.

Key Attributes:

• Strategic planning and organizational skills.
• Honestywithstrongmotivationtobecomeeffectivemanagerofpeopleandresources
• Excellent inter-personal skills with people from different back grounds, businesses, and education levels.
• General understanding and ability to recognize quality, durability, and value for money.
• Multi-tasking and ability to prioritize competing demands.
• Computer literate with proficiency in Microsoft Excel and Word.
• Attention to detail and a results-oriented mindset.
• Ability to work under pressure and meet tight deadlines.
• Strong interpersonal skills to build relationships with stakeholders.
• Fluent in written and spoken English, Krio and any indigenous Languages.

Person’s Specification:

• Bachelor’s degree in Logistics, Supply Chain Management, Business Administration, or a related field (Master’s Degree preferred).
• Proven experience in logistics management or supply chain operations.
• Strong analytical and problem-solving skills.
• Excellent communication and negotiation abilities.
• Proficiency in logistics software and Micro soft Office Suite.
• Knowledge of transportation regulations and compliance standards.
• Leadership skills with the ability to motivate and manage a team.
• Understanding of modern engineering/construction/drawings software to monitor construction/rehabilitation works.

Disclaimer: Masanga Hospital as a body anticipates that in the performance of daily activities there will be some tasks required of the employee that are not stated in this job description. It is therefore an additional responsibility of the employee to be flexible regarding its’ elucidation.

Mode of Application:

Interested candidates are required to apply through the Email; amadukamara.cao.masangahospital@gmail.com. In your application, please ensure to include names, addresses, email addresses and telephone numbers of three (3) referees not later than 5:00pm GMT (Midnight) on 25-11-2024.