ThaiNGO

VACANCY ANNOUNCEMENT

Background

Doctors without Borders (Thailand) Co. Ltd, is working with national and international partner organizations in the field of healthcare related support activities in Mae Hong Son province as well as the Southern provinces of Pattani, Yala, Narathiwat and Songkhla since 2017. The projects in the North and South of Thailand employ about 50 Thai staff.

Main Purposes

Defining, coordinating and monitoring all activities related to one or more areas of the supply program (Warehouse, Transport and Customs, Procurement, etc.) according to DWBT protocols, standards and procedures in order to ensure an optimal running of the mission/project.

Main Responsibilities

• In collaboration with the Logistics/Deputy Supply Coordinator, STL and the Project Coordinator, defining the supply activities and planning the annual budget for the area of the supply program under his/her responsibility in order to identify and optimize the response to the needs of the mission and the target population.
• Monitoring the implementation of the supply activities in the project, ensuring compliance with DWBT standards, protocols, and procedures, and reporting to the Project Coordinator, Deputy Supply Coordinator, Logistics Coordinator on the development of the supply program under his/her responsibility. This can include one or more of the following areas:
  • • Warehouse: defining, coordinating, and monitoring all Warehouse and Stock Management activities in the mission.
    • Transport and Customs: defining, coordinating, and monitoring all activities related to the clearing and the transport of medical and non-medical goods for the Mission.
    • Procurement: defining, coordinating, and monitoring all procurement activities related to local, regional, and international purchases of goods, transport, subcontracted works, and services for the mission. Ensuring technical support for his/her area of activity and providing coaching to staff under his/her responsibility.
• In collaboration with the Project Coordinator, Deputy Supply Coordinator, Logistics Coordinator, and HR Coordinator, participate in the planning and implementation of HR-associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development, and communication) of the staff under his/her responsibility in order to ensure both the size and the amount of knowledge required to correctly perform all supply activities pertaining to his area.
• Participating in monthly reports according to guidelines.
• Performing delegated tasks according to his/her speciality and as specified in his/her job description.

Context Specific Responsibilities

1.  Procurement and Purchasing management

• Oversee all the purchasing and procurement activities in Bangkok and the projects by making sure that all the purchasing exercises are in line with the DWBT procurement and supply chain guidelines, processes, procedures, and validation table.
• Planning and leadership: gives directions and effective planning to the supply chain team by defining supply activities based on supply calendars and supply programs to implement throughout the mission (procurement lead time, calculation of the 3+1 consumable replenishment).
• With the collaboration of the regional pharmacist, define the medical procurement approach and calendar that creates a conducive lead time for better order processing and deliveries to the project.
• Ensures the Mission Supply Chain guidelines are well understood by all stakeholders and the supply department throughout the mission (desimmination of processes and procedures, validation table, content responsibilities, and even the role of the supply team behind these policies).
• Responsible for procurement reporting to stakeholders and giving bottlenecks hindering the smooth running of the supply chain and suggesting the way forward to mitigate such risk, this is done through the Order Monitoring Tool and the supply evaluation sheet as part of job accountabilities.
• Provide capacity building to the team by disseminating all the useful supply tools to the supply team in the mission for better knowledge on tool utilization to improve supply performance. In other ways, there is also a proposal for training the team.
• Develop a sustainable procurement system for the mission by putting in place long-term agreements to have fixed negotiated prices for certain periods of time, as is the case for NFI kits and other consumables (hygiene, stationery, and Teamlife).
• Conduct market assessments for the highly valued procurements both at the capital level and the project sites to add value to the supplier database for construction needs, watsan, electrical, non-food items, and needs that would arise.
• Proven knowledge of performing and executing procurements for goods and services without compromising quality or standardization
• Perform his/her task in purchasing and procurement with high integrity, ethics, and professionalism. DWBT maintains zero tolerance for procurement misconduct and unethical standards related to fraud.
• Focal person for all procurement and supply-related issues in Thailand at the coordination level.
• Add value to project support on the project visit as proposed by the Regional Logistics Coordinator, with specific tasks underlined in the terms of reference for the visit.

2. Transport and Customs Clearance

• Take the lead on freight and forwarding agent assessments in case of any importations to Thailand.
• Responsible and contact person for all the DHL shipment to Bangkok and the projects as instructed.
• Responsible for all freight movements from the vendors to the projects with correct coordination on shipment movement, including the choice of the best means of transport suitable for each category or good and the communication of estimated departure and arrival times and dates to the projects.

3.  Stock management

• Ensures that the warehouse is organized, clean, and safe.
• Ensures the respect of basic stock movement protocols (FIFO, FEFO).
• Follows up on the stock level and article expiration and gives an alert to his his/her supervisor.
• Organizes, monitors, supervises, and/or participates in the different inventories planned as per the country supply guidelines in Bangkok and the projects.
• Ensure efficient stock management through DWBT software.

4. Visit & Report

• Frequent visits to DWBT projects to build the project supply team capacities and ensure the respect of the supply procedures.
• Provide a visit report and supply evaluation for each visit.
• Provide supply monthly report to his/her supervisor.

5.  Archiving

• Strong skills in archiving and document management to maintain a good tracking of dossiers and documents.

6. Other logistics related tasks

• Planning vehicle movements, tracking individual trips, and ensuring the implementation of security measures.
• Tracking consumption of supplies, fuel, and lubricants used in different facilities (office, house, store, etc.)
• Checking and ensuring the maintenance of DWBT premises and facilities, as well as the general water supply, electrical, walls, ceilings, etc., and security conditions.
• Performing maintenance of logistics equipment for cold chain, energy, and IT.
• Inventories and the reallocation of equipment.
• Renewing contracts with mobile phone companies.

Requirements

HR & Benefits:

• Salary: 53,137 THB gross per month, and 13th month salary
• One-year fixed term contract renewable, with 3 month-probation periods.
• Health benefit package
• Social Security Contribution
• 5 working days / week
• Annual Leave 25 days / year
• 13 days of public holiday / year 

Recruitment Timeline

• Written Test and Interview: Second Week of December 2023
• Recruitment Result: Third Week of December 2023
• Expected Starting Date: First Week of January 2024

How to Apply:

Please send your CV and cover letter in English (in a single PDF file only), stating your motivation and what can you contribute to the position, with the subject Ref: “Supply Activity Manager” to bangkok-hr@dwbthailand.com by 3 December 2023. Only short-listed candidates will be contacted and invited for a written test and interview.

DWBT IS PROMOTING DIVERSITY AND MULTICULTURALISM IN THE WORKPLACE