JOB DESCRIPTION

Description

PIH JOB DESCRIPTION (SUPPLY CHAIN SPECIALIST )

Position Title:

Supply Chain Specialist

Reports to:

Deputy Director of Operations

Department:

Operations Department

Liaises with

Supervises:

Work Location:

Harper, Maryland County

Employment Type:

12 months with the possibility of extension based on performance and availability of funds

Position Overview:

The supply Chain Specialist will be responsible of managing the supply chain roles and responsibilities in Harper which include management of procurement and warehousing. The role requires someone with good understanding of procurement and warehousing best practices. Harper being the operation site for PIH Liberia, procurement and warehouse management takes a significant percentage workload on our day to day operational activities.

Direct report;

Procurement/ Supply Chain Officers
Warehouse Coordinator

Essential Duties and Responsibilities:

Responsibilities

Administration

Ensure PIH Liberia policies in procurement and warehousing are implemented while proposing reviews when necessary.
Mentoring, coaching and capacity building staff under his/ her docket.
Provide leadership and support to staff under his or her supervision.
Oversee and ensure staff under his or her supervision set SMART objectives and conduct appraisals that are objective.
Assist all his/ her staff to ensure all timesheets are done and submitted to HR on time.
Manage leave plans for the procurement and warehouse staff to ensure smooth business continuity at any given time.
Risk management in procurement and warehousing.

Procurement

Ensure procurements are conducted in adherence to the procurement policy
Develop procurement plan for Harper with the support from all budget managers.
Carry out suppliers/ contractors/ service provider prequalification to increase the pool.
Management of the supplier/ contractors/ service provider data base to ensure PIH Liberia enjoys a wider pool of suppliers/ contractors and service providers.
Undertake periodic supplier/ contractor or service provider performance evaluations
Conduct annual due diligence and screening of existing suppliers/ contractors/ service providers at the same time for every new supplier/ contractor or service provider before engagement.
Proper filing of all hard copy procurement files and scanning each file to be saved on cloud or one drive.
Provide continuous updates to requestors on their procurement requests status.
In coordination with Internal Procurement Committee members, ensures that market surveys are performed regularly, to inform sourcing strategy through understanding of the market including items availability and costs, identifying eligible suppliers, etc.
Liaise with the International Operations Department on international procurement monitoring, and local clearance processes.
Coordinate procurement approvals, supply options and market knowledge between Harper and Monrovia.
Review and validation of all procurement files before purchase order/ contract approval.
Tracking of all procurements and ensuring the procurement tracker is always updated.
Following up with Finance department to ensure timely payment of suppliers/ contractors and service providers.
Development and continuous update of the price list with clear descriptions, specifications, unit of measure and prevailing market prices.
Ensure all prequalified suppliers/ contractors and service providers have Framework Agreements including management of the FAs.

Warehousing

Ensure the warehouse is safe, clean and secure to operate while it conforms to safety standards.
Management of OpenBoxes for non-pharmaceutical stocks
Follow up to ensure warehouse staff have adequate working tools to support their day to day warehouse activities.
Updating all warehouse documents e.g. bin/ stack cards, openBoxes, physical inventory report on real time.
Generation of timely Goods Received Notes upon verification and acceptance of deliveries.
Ensure warehouse activities are conducted following best warehouse practices from receiving, storage and dispatching of goods.
Share monthly stock inventory levels with each budget managers to know their stock status.
Cold chain management since PIH is a Health Organization.
Drafting of all procurement contracts for goods, services and works upon successful completion of all other steps before contracting.
Ensure filing of all hard copy warehouse documents and scanning each file to be saved on cloud or one drive.
Generate list of all goods that have expired or damaged and follow up for disposal approval and lead in following up for the disposal exercise to be done.

Reports

Procurement tracker
Delivery tracker
Stock report
Quarterly physical Inventory reports
OpenBoxes real time update

Qualifications:

Qualifications:

Required:

Bachelors or Advanced Degree in Supply Chain Management or Logistics
Experience in a similar role with NGOs/INGOs;
Minimum 3 years of relevant experience, including procurement, inventory management, cold chain management and systems implementation.
Possess strong technical knowledge in the following the area of Health infrastructure, Supply Chain Management, Inventory Management, quality management, or product data management.
Strong management skills, highly organized with strong attention to details, take initiative, prioritize and manage multiple tasks, problem solving, flexible.
Strong analytical skills. Ability to synthesize and organize data and report on findings.
Ability to think strategically and plan for long-term initiatives. Able to implement change and demonstrate to others the value of improved processes.
Good communication skills. Comfortable working with colleagues from different cultures and various internal Departments.
Ability to work under pressure
Planning and scheduling skills
Demonstrated intermediate computer skills in Microsoft Office Suite applications

Competencies:

Results seeker – meets deadlines, identifies actions, and achieves goals
Innovator – thinks creatively, anticipates changes, and produces solutions
Adaptor – stays calm under pressure and handles criticism well
Complier – follows procedures and encourages others to as well

Behavioral Competencies

Ability to maintain confidential information in a professional manner, respectful, courteous, and willing to support team effort
Team player- willing to work as a team and participate in team-building initiatives;
Commitment to Partners in Health Values

Organizational Profile:

Partners In Health (PIH) is a non-profit, global health organization that fights social injustice by bringing the benefits of modern medical science first and foremost to the most vulnerable communities around the world. PIH focuses on those who would not otherwise have access to quality health care. PIH partners with the world’s leading academic institutions to create rigorous evidence that shapes more sound and all-inclusive global health policies. PIH also supports local governments’ efforts to build capacity and strengthen national health systems.

As of today, PIH runs programs in 11 countries (Haiti, Kazakhstan, Lesotho, Liberia, Malawi, Mexico, Navajo Nation, Peru, Rwanda, Sierra Leone, United States), where it provides direct care to millions of patients, through public facilities and community engagement. PIH was invited by the Government of Liberia in 2014 to respond to the Ebola Virus Outbreak and thereafter accompany the Government to rebuild the health system. PIH Liberia works shoulder-to-shoulder with the Ministry of Health to strengthen person-centered primary health care systems in the rural Southeastern part of the country with the aim of establishing Maryland County as a model for universal health care through innovative community-based rural service delivery.

PIH is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. PIH prohibits sexual exploitation, harassment and abuse and all forms of discrimination, including on the basis of race, color, national or ethnic origin, ancestry, age, religion, creed, disability, sex and gender, sexual orientation, gender identity and/or expression, military or veteran status, or any other characteristic protected under applicable federal, state or local law. PIH works in and with a number of governments in and outside the U.S., and to the extent applicable, this statement is intended to incorporate the prohibition of any unlawful discrimination covered by applicable laws in such countries, states and municipalities.

Prevention of Sexual Exploitation and Abuse:

At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members –as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partner In Health’s PSEAH policy. Partners In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Social Justice

We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.

Method of Application

All interested candidates are encouraged to send their functional resume and cover letter to: [email protected] on or before August 15th, 2025 not later than 4:30 pm. All open positions with PIH are also posted on our employment website: https://www.pih.org/pages/employment .

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements