Procurement & Logistics Assistant

Job Title: Procurement & Logistics  Assistant

Job location: Khartoum State, Sudan

Reports to: Senior Procurement & Logistics Officer

MAIN DUTIES AND RESPONSIBILITIES

Logistics:

 Maintain accurate records of procurement transactions and inventory levels, ensuring data integrity

 Participate in inventory audits and goods in stock management activities.

 Responsible for providing all the quotations, invoices and receipts for each payment.

 Ensure that all items moving through stores are handled in accordance with MG policies and procedures and in a timely manner.

 Monitoring inventory levels and ensuring efficient stock management.

 Perform other duties as requested by the Head of Logistics.

 Tracking shipments and updating stakeholders on delivery status

 Support the nominated district operations support persons to ensure proper housekeeping of the stores.

 Assisting with the organization of transportation and logistics for events or projects

Liaison

 Obtain permits,  custom clearances and official registrations as needed.

PROCUREMENT

 Receiving incoming Purchase Requisitions (PRs), verify that required signature/

 Prepare Requests for Quotations RFQs and dispatch to suppliers.

 Receive quotations, POs, Prepare quotations Analysis.

 Provide reliable and timely weekly procurement tracking status reports.

 Prepare and implement Procurement Orders and Procurement Agreements.

 Keep an updated contracts tracker, PR tracker, supplier database and inform accordingly the relevant function when contracts fall due.

 Periodically conduct supplier performance evaluation of the services provided and include observations, challenges and suggested solutions in the report for future use/improvement of logistics related practices.

 Prepare, maintain and file all documents related to Operations for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically

 Track and update all logistics and procurement sheets as per MG policies and procedures.

 Assist in the preparation and processing of purchase orders, procurement documents, ensuring accuracy and compliance with MG policy

 Assisting in the sourcing of suppliers and vendors

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ABOUT MEDGLOBAL

MedGlobal is a global humanitarian non-profit organization providing medical and health education services to people in need, including refugees and displaced persons, in disaster and underserved regions. The organization is composed of medical and public health professionals of diverse backgrounds.

CODE OF CONDUCT

MedGlobal Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to MedGlobal employees, volunteers, interns, consultants, and contractors to guide their practice and conduct. The Code is organized into categories, as follows:

• Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.

• Provide a positive and valued experience for those receiving service within and outside MedGlobal.

CHILD PROTECTION POLICY

Child abuse in all forms is unacceptable to MedGlobal, which recognizes its responsibility to protect children from harm in all areas of its work. MedGlobal is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

DISCRIMINATION, ABUSE AND HARASSMENT POLICY

MedGlobal provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. MedGlobal employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.