Transport and Custom Manager

Main Purpose

Defining, coordinating and monitoring all activities related to the clearing and the transport of medical and non-medical goods in the Mission according to MSF protocols, standards and procedures in order to ensure the optimal running of the Mission.

General Accountabilities: 

• In collaboration with the Logistics/ Supply Chain Coordinator, Supply Chain Team Leader  defining the Transport and Customs related procedures and planning the annual budget for Transport and Customs activities in order to identify and optimize the response to the needs of the mission and the targeted population.
• Monitoring the implementation of the Transport and Customs related procedures ensuring compliance with MSF standards, protocols and procedures. This includes the following: 
  • Ensuring the clearing of goods and managing relations and customs regulations with clearing/forwarding agents, government and transporters. Collecting market information and updates on transport related issues and advising the supply unit, coordination and other actors on customs regulations and constrains. Conducting field visits to ensure understanding and communication between different actors
  • Planning and organizing transport with freight companies, managing Transit Go Down Stock and following and communicating all transport activities of the goods. Preparing assembles and monitoring the validity of all transport related documents (Freight Manifest, Release Notes, donation/gift certificate, Packing list, invoice, etc.) and ensuring that signed transport documents are returned with signature. Organizing deliveries/transport to the field according to their priority in terms of needs and being in charge of loading and offloading of trucks, ensuring that an MSF representative is present
  • Ensuring transport invoices are validated and sent to Project Supply Manager/Project Coordinator for signature and forwarded to Finance for payment
  • Analysing and managing any claims with suppliers or clients and payments to be kept on hold. Advising the finance department on time
  • Participating in the validation of freight companies and clearing agents and facilitating and following up duty and tax exemptions. Preparing transport contracts.
• Ensuring technical support and providing coaching to staff under his/her responsibility. Providing standardized/template transport documents and guidelines
• In collaboration with the LogCo and HRCo, participating 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 sizing and the amount of knowledge required to correctly perform all supply activities pertaining to his area
• Preparing monthly report of indicators (figures, graphs and charts), providing quarterly analyses and participating in monthly Sitrep according to management guidelines

• Performing delegated tasks according to his her speciality and as specified in his/her job description

  MSF Section/Context Specific Accountabilities

Importation:

• Liaison with FMoH for letters of support for importation & Tax exemption process
• Liaison with with pharmacy manager with all imporation related issues
• Ensure reception and review of APU submission list and give advise how to proceed.
• Apply and secure pre-import permits for medicines and supplies from EFDA
• Apply and secure pre import permits for COMS equpment and accessories from INSA & ECA
• Provision of all required documents (CoAs, PIPs, cargo manifests/gift invoices, ect) to Transport and Customs officer.
• Liaison/follow up with EFDA/ ECC for new changing regulatory issues and take the neccessay corrective or mitigation measures in consulation with the line manager
• Apply and secure pre import permit from any other gov’t authorities as needed including from Radiation agency, Trade and Regional integration office, Ministry of Agriculture/Ethiopian Agriculture authority etc

Customs Clearance:

• Receive final cargo documents from APU/Kenya Office & work closely with customs and Transport officer for (pre) clearance.
• Ensure cargo exemption application is applied in timely manner with MoH and follow up the exemption process with MoF and ECC
• Keep good track of of all cargoes status
• Ensure cargo follow up sheet is up to date
• Ensure follow up mechanism is in place for deposit paying/return in line with cargoes with clearing agent and Finance department. 
• Ensure all cargos Air and Sea are cleared from customs on time as per available agreement with Customs clearing agents
• Ensure a timely collection of all invoices from clearing agents and submit to finance department 
• Compile and submit monthly money request(MMR) to Finance department for the planned monthly expenses

Transport:

• Advice the cost effective and efficient mode of transport for project and departments 
• Support all departments for the transportation arrangement of goods to and from projects 
• Follow up and ensure Hand carry protocol(Local & international) being enforced in the mission 
• Receive cargo reception feedback from all projects and the coordination warehouse team for both local and international shipments and take corrective action or claim report as needed
• Ensure a smooth communication with all transporters and remain a focal point of communication 
• Follow up with transporters for timely settlment of the transport invoices 

Order overview:

• Compile monthly order overview and share to projects/Coordination departments at the end of each month

Contract Management:

• Ensure contract with clearing agent and transporters are up to date
• Conduct performance review of customs clearing agents & Transporters every 6 months and put forward a recommendations 

• Update the contract tracking sheet

• No. of positions: 01

• Place of work:      Addis Ababa 

• Position holder report to(direct supervisor):Dep LogCo Supply

• Length of contract: 12 months with possibility of extension

• Remuneration and Benefits:

  • Starting Base salary (N+0) –USD 1509, payable in Ethiopian Birr (ETB).

  • Medical cover: as per the organization's policy

How To Apply

Interested applicants can submit their CV and application letter including photocopies of all supporting documents via www.ethiojobs.net, until application deadline please be informed that we do not accept applications in other forms.

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Please Note that we only contact short-listed candidates and only short-listed candidates with the required documents are allowed to attend further assessment. 

• Pharmacy original Professional license

Sincerity of Declarations and Documents Submitted to MSF

Use of false documents to gain employment with MSF will lead to automatic cancelation from the recruitment process and if found after employment it will lead to termination.

We strive to promote, create, and maintain a safe organizational culture for all people who work for and with MSF OCA, including our partners. Moreover, we ensure that the workplace, wherever staff are located, is built on respect, tolerance, diversity, and inclusion that delivers a safe and respectful environment.

At Médecins Sans Frontières we are committed to ensuring diversity, equity, and inclusion within our organization and encourage qualified applicants from diverse backgrounds to apply.

We encourage female candidate to apply.