The International NGO ALIMA is recruiting for this position (June 29, 2024)

ALIMA has been present in Nigeria since 2016. Its actions are part of a regional strategy to respond to health and nutritional emergencies, with a focus on pediatric, maternal-infant and epidemic interventions. The international NGO ALIMA is recruiting a Procurement Manager – M/F. ALIMA is present in the North-East of Nigeria, in Borno State (MMC and Jere LGAs) and in Yobe State (Bade and Karasuwa LGAs), where it provides outpatient and inpatient health and nutrition services to displaced persons and host communities. In the North-West of Nigeria, ALIMA is present in Katsina State (Kaita LGA) to meet increased nutritional needs. ALIMA is present in the South-West, in Ondo State (Owo LGA) where teams treat patients with Lassa fever and conduct research to improve treatment.

In Borno State, ALIMA ensures access to nutrition services for outpatients and inpatients, as well as outpatient health care in MMC and Jere LGAs. In 2022, ALIMA provided 85,925 OPD consultations and treated 9,278 uncomplicated SAM cases at the OTP level. 3,963 deliveries were performed and 2,446 mental health consultations were provided. ALIMA also provided inpatient care for SAM cases with complications at 3 stabilization centers (University of Maiduguri Teaching Hospital – UMTH, Gwange II and Fatima Ali Sherrif – at MMC) and treated 3,386 SAM children with complications.

In Yobe State, ALIMA has been supporting 5 Primary Health Care Centers (PHCCs) – Waro, Jajeri, Jajimaji, K. Garun Guna and K. Galu – since May 2021 for nutrition and healthcare. ALIMA also provides inpatient care for complicated SAM cases at its 40-bed stabilization center located at Gashua General Hospital, Baden LGA. ALIMA also supports the hospitalization of children under five years old in Jajimaji. In 2022, ALIMA provided 53,196 OPD consultations and treated 4,722 SAM children. 2,036 deliveries were carried out and 976 mental health consultations were provided.

In Katsina State, ALIMA has been providing outpatient and inpatient nutrition and health care services for children under 5 years of age since August 2021. ALIMA currently provides OPD consultations, and supports outpatient care and referral of cases of severe acute malnutrition (SAM) in 5 primary health care areas. Centers (PHCC) in Kaita LGA: Dankama, Sabon Birni (Ba’awa district), Dankaba, Zabakau (Gafiya district), Matsai. ALIMA also provides hospital care and manages cases of SAM with complications within its 110-bed stabilization center located at the Kaita CHC. In 2022, ALIMA treated 2,171 cases of SAM with complications at the ITFC level and 29,239 cases of SAM without complications at the OTP level. ALIMA also provided 36,851 OPD consultations for children under 5 years old, while 4,906 were hospitalized at the Kaita CHC inpatient department.

In Ondo State, ALIMA supported the NCDC and the state Ministry of Health in case management, active case detection, patient triage, public awareness campaigns and strengthening of infection prevention and control (IPC) measures among health workers in different hospital facilities in Ondo State. In addition to prevention and case management, ALIMA is currently participating in the coordination of several studies to better understand the disease, including an observational cohort study (LASCOPE) to describe the clinical and biological evolution, management and outcomes of hospitalized patients with a confirmed diagnosis of Lassa fever and a phase II clinical trial (SAFARI) to evaluate the safety and effectiveness of Favipiravir.

TYPOLOGY OF POSITIONS

Lieu : Abuja, with travel to all project sites (minimum (50% on the ground)

Hierarchical link : Logistics Coordinator

Functional link : Desk Log. Referent.

MISSION OBJECTIVES

1. The Supply Manager, in collaboration with the Logistics Coordinator, is responsible for the appropriate design, planning and implementation of the supply chain in the mission/country, ensuring the achievement of objectives set at the mission level.

2. Support the country mission, by ensuring timely organization of various project products, i.e. goods, medicines and services to support ALIMA intervention in North East Nigeria.

3. Ensure the supply of the mission in line with ALIMA standard procurement procedures and donor financial requirements.

4. Understand Nigerian Government customs and import procedures, IDEC and NAFDAC procedures and ensure our sourcing strategies are aligned accordingly.

DUTIES AND RESPONSIBILITIES

Management of international and local supplies:

• He/she is responsible for project purchasing planning in close collaboration with the logistics manager of the project office, the pharmacy manager, the medical coordinator and the logistics coordinator.

• He/she is responsible for maintaining the purchase tracking sheets (local and international), updating them and sharing them with the relevant departments.

• He/she will ensure that donor and ALIMA procurement requirements, procedures and guidelines are followed in all ALIMA procurements.

• He/she will monitor international supply throughout the process, before arrival or in customs, being responsible for preparing and providing all necessary documents (customs clearance, transits, etc.) on time.

• Assist the logistics coordinator in the preparation of the logistics timeline for each project and at the mission level.

• He/she is responsible for executing the local procurement process through the coordination office, ensuring that products are purchased on time and delivered to the project office on time.

• Ensure local procurement of supplies is carried out in accordance with ALIMA procurement guidelines, including ensuring quality of goods/supplies and best value for money.

• Market intelligence with due diligence to ensure ALIMA pays based on prevailing market prices.

• He/she is responsible for critically reviewing prices in order to have effective cost control in the procurement of supplies/goods and equipment for the project.

• He/she is responsible for organizing an open market to select suppliers and sign a framework agreement for various recurring supplies.

• Maintain a database of suppliers at the mission level, with all relevant information, including their contact details and the market for the various supplies.

• Maintain the price list of the various project products at the mission level and evaluate the price on a quarterly basis.

• Maintains regular contact with suppliers and regularly reassesses the market in order to obtain the best possible quality, prices and service

• Ensure that all local purchases, compliance of ALIMA purchasing procedures are respected and adopted based on the cumulative cost threshold of specific supplies/goods and equipment. Verify that ALIMA procedures for national purchases, local orders and quote requests are respected (if purchases exceed a predefined amount)

• Preparation of tender documents & call for quotes for all necessary supplies.

• Have regular field visits to support field logistics and procurement for implementation of ALIMA procurement guidelines/rules and regulations, archiving and management of procurement data.

Orders/Requests for supplies:

• Be a focal person for procurement at mission level, handle all requests in close coordination with the Logistics Coordinator/Medical Coordinator in case of technical medical equipment.

• Work closely with the Field Co, Field Logistics Managers regarding the processing of their supply/service/good request.

• Works closely with the Medical Coordinator and the Logistics Coordinator for medical orders & Local & International non-medical orders.

• Works closely with the finance department to forecast the budget needed for various local medical and non-medical supplies. Reviews all payment files before submitting to Finance to ensure ALIMA financial and purchasing compliance is met.

• Coordination and communication with suppliers for placing orders after approval of procurement in accordance with the ALIMA validation table.

• Track order book of various orders with head office and share updated order, track international and local order sheet with various employees concerned on weekly and monthly basis.

• Works closely with customs clearing agents and freight forwarders for efficient supply chain process and order management

EMERGENCIES :

• Participates in any emergency activity or exploratory visit within or outside the ALIMA work area, being prepared to respond directly if necessary and assume management of all procurement and personnel activities

Team management :

• Defines and updates job profiles and descriptions for all supply chain personnel.

• Participates in the selection, monitoring and evaluation of all staff under his direct supervision

• Trains staff on supply chain standards and administrative procedures for clearing shipments through customs.

• Strengthens the skills of all supply chain personnel.

• Undertakes regular evaluations of the staff team under direct supervision.

• Promotes communication and active participation of all personnel under supervision.

Reports

• Share weekly reports on international and local purchases with field staff.

• Participates in monthly reporting as directed i.e. international and local purchasing updates, purchasing planning, etc. in collaboration with the logistics coordinator.

• Regularly conducts market research and makes it available to program staff.

• Informs line manager of any issues that may be related to the work of procurement personnel.