BACKGROUND AND RATIONALE

The FMOH and NMSF in collaboration with TGF and UNDP has undertaken several initiatives to strengthen the supply chain management system for HIV/AIDS, TB and Malaria commodities in an attempt to match the country’s scale-up of HIV/AIDS, TB and Malaria services at the different levels.

According to the Ministerial decree of May 2011, NMSF was again confirmed as the responsible entity for the national supply chain system and coordinator of all supply chain system components (eg, storage, distribution, reporting, forecasting and quantification, and quality assurance of the supply chain). Additionally, the decree called for supply chain systems integration, to present the benefit experienced at the central level, to the state, locality and health facilities.

In 2017 FMoH has been selected as PR for the management of RSSH-MA grant, period 2018-2020, while UNDP is responsible for the procurement of supplies related to vector controls (IRs) and integrated service delivery and quality improvement (Laboratory equipment) and related supply chain capacity building and development activities. UNICEF was selected as a procurement agent responsible for the procurement of case management related pharmaceuticals and laboratory products. The National Medical Supplies Funds (NMSF) is an Implementing Unit (IU) of the GF grants with the mandate of providing warehousing and logistics management system for the items procured under this grant. The commodities procured under the grant are supplied at the health facility, locality and state and central levels through a network of intermediate State NMSF medical stores.

In the period 2011 – 2015, NMSF with the support of Axios foundation undertook the redesign of the supply chain to improve system effectiveness and efficiency. One of the key elements in that reform, was the development and operationalizing of the Logistics Management Information System (LMIS), where adequate logistics information is captured through formats and reports.

One of The key interventions of the current approved RSSH /malaria grant is the support for the strengthen supply chain system through the existing MOU with NMSF, FMOH seek to appoint two supply chain officer to provide support and follow up the implementation of grant activity.

SUMMARY:

The following Terms of Reference are for the position of a Logistics and M&E Officer to be based at the NMSF, supporting the application of service terms and conditions applicable to the FMOH as PR under the GF Grant 2018- 2020. The support is to enhance supply chain performance, particularly in the area of supply chain management, in line with the terms and conditions. Overall, this position reports to the PMU (Supply Chain head of section), and operationally, reports to the affiliated Directorate at NMSF.

Reporting on supplies status across the supply chain, and proper stock management at lower level has been observed to be a challenge, resulting in the risk of stock out of overstock, this routinely compromises understanding of the nature of demand for medicines and health supplies, due to many factors, including late reporting. The mmanagement of health products along the supply chain is another challenge, where benefits seen at the centre are not found at the service delivery point.

Now, the FMOH, working through the PMU, seeks to provide support in the provision of the logistics and supply chain services, through ensuring that performance is in line with requirements under the grant (2018-2020) terms of conditions. The FMOH intends to provide services of an expert Logistics and Supply Chain, to be working at NMSF, whose task will to be provide this support to the NMSF and CNCDCD.

ROLE OF LOGISTICS OFFICER

The Logistics and Supply Chain Officer will provide review the current supply chain services, taking into account performance and challenges; including opportunities to further secure the integrated procurement and supply chain, with a focus on the GF- funded health commodities. Further, the support will focus on improving stock management, data collection, supply chain- related communication and reporting to meet the GF terms and conditions. Finally, the Logistics Officer will provide focus on improving supply chain performance. In these tasks, the Logistics Officer will coordinate and collaborate with supply chain stakeholders at CNCDCD, UNDP, UNICEF and state NMSF, MOH. The logistic officer will work under the administrative and technical guidance of the PMU Supply Chain head of section.

SPECIFIC TERMS OF REFERENCE

The following are the specific terms of reference for the position of Logistics and Supply Chain Officer:

• Participates in regular warehouse physical inventory counts and submits subsequent inventory reports.
• Participate with National Technical Working Group (NTWG) in forecasting and quantification of medicines, supplies, and other health commodities exercise and provide technical input in mitigating challenges.
• Assist NMSF in providing on-the-job training on stock management of essential items and complete LMIS tool in a timely and accurate manner
• Determine the training needs, coordinate, & develop desired trainings to build capacity of cadre involved in LMS.
• Support regular site visits for monitoring and supervision to health facilities to ensure quality of commodities and accurate tracking of information.
• Assist in developing the monitoring stock reports/ distribution and pipeline information to ensure adequate stock level and avoid wastage and mitigate the risk of stock out or expiration
• Work closely with NMSF and all partners up to last mile to identify logistics’ needs (state & facility level) and maintain meeting the needs in a timely and quality manner
• Develop and maintain databases on regular stock- status information across all levels and among all teams. (Dashboard)
• Update the status of planned shipments, lead-time, and the stock status (months of stock on hand) of RSSH/Malaria commodities in country.
• Coordinate & follow-up deliveries & liaise efficiently with suppliers for problem solving.
• Ensure that stock management SOPs are enforced, primarily data collection and reporting are applied consistently at all levels of the supply chain, up to the service delivery point
• Work closely with NMSF to ensure that appropriate storage network is functional
• Assist in preparing national and state stock status summary and analysis reports
• Work with NMSF logistics team to review and set out appropriate supply solutions & risk mitigation measures.
• Support NMSF in periodic inventories, stock clearance and investigations of discrepancies
• Provide technical guidance to improve record keeping, timely reporting, warehouse management, and accountability for medicines, supplies and other health commodities
• Conduct routine supervisory visits to the State, Locality and health facilities
• Prepare routine Logistics and Supply chain reports for PMU-PR (including volumes, values, incoming goods, warehouse stocks and distribution and in collaboration with partners)
• Assist in maintaining appropriate filing of all logistics and shipping documents.

DELIVERABLES

• Framework for logistics and supply support to NMSF (central and state), and at service delivery points
• Technical support to warehouse management, supporting good practice
• Technical support to stock management, to remove risk of stock- outs, expiry, damage to goods
• Programme for HR for Supply Chain capacity building.
• Routine reporting to the PMU each month on
• Support to institutionalization of supply chain reforms as established under the NSCS, NQAP and institutional policies
• state of the supply chain

EDUCATyION, SKILLS REQUIREMENTS

• University Degree (Bachelor) in Pharmacy
• Business Administration qualification will be an advantage
• Writing and reporting skills are a requirement
• Spoken and written Arabic and English are a requirement
• Training in Logics and Supply Chain Management or post-graduate training in public health is a requirement

WORK EXPERIENCE

• Preference given to candidates with at least 3 years' experience working in the health system, and ideally in the health care supply chain
• Understand warehouse and inventory management and related computer systems
• Creating distribution/shipping/delivery routes and schedules
• Demonstrated initiative, and ability to work independently with minimal supervision
• Experience working in Multi Donors - funded projects an advantage
• Strong interpersonal skills and team player with proven technical and negotiation skills and willingness to travel to the state

REPORTING ARRANGEMENTS

• Overall, the Logistics Officer will report to the PMU (Supply Chain HOS)
• At NMSF, the Logistics Officer will work under the NMSF Director for Logistics under these TORs

DURATION OF THE SUPPORT

• The Logistics and Supply Chain support to the supply chain will be for the period 2019- 2020, subject to renewal

BUDGET FOR THE POSITION

• The position will be funded from the GF Grant 2018- 2020

Job & Other Relations :-  

Internal  Job Relations : 

• Monitoring and evaluation section
• RSSH section
• Malaria Section
• Procurement Section
• Finance Section
• Admin Section

External Job Relations

• National Medicine Supplies Fund, NMSF
• National Medicine poisons board, NMPB
• Communicable and Non – Communicable disease control department
• National Public Health Lab
• Integrated vector Management Department
• Customs Authorities
• Ministry of finance and economic planning
• Other relevant FMOH Department
• UN Partners UNDP, UNICEF , WHO

Note :

• This job has distinctive nature from regular FMOH perceived role. It is unique and has special characteristic and scale as per highlighted / Advertise TOR.