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