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Organization Information

Position:  Supply Chain Partnership & Coordination Assistant 
Reports to: Senior SC Partnership & coordination Officer 
Directorate/Department/Organ: Africa CDC
Division: Supply Chain Division
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA5
Number of Positions: 1
Contract Type: Fixed Term
Location: Addis Ababa, Ethiopia

Purpose of Job

The Supply Chain Partnership & Coordination Assistant will support Africa CDC’s efforts to strengthen public health supply chains by assisting in the coordination of partnerships with suppliers, service providers, and other stakeholders. The incumbent will help facilitate communication between internal teams and external partners, maintain organized records and documentation, and provide administrative support for meetings, contracts, and reports. They will also assist in monitoring supply chain performance and contribute to efforts aimed at improving coordination and efficiency within the supply chain network.

Main Functions

• Partnership Coordination: Assist in coordinating partnerships with suppliers, distributors, logistics providers, and other stakeholders involved in the supply chain. This includes scheduling meetings, coordinating communication between partners, and ensuring alignment with organizational goals.
• Documentation Management: Help in managing documentation related to supply chain partnerships, including agreements, contracts, and communication records. This involves organizing documents, maintaining version control, and ensuring accessibility to relevant stakeholders.
• Stakeholder Engagement Support: Provide support in engaging with internal and external stakeholders to build and maintain relationships. This may include preparing materials for meetings, responding to inquiries, and assisting in follow-up actions to address stakeholder needs.
• Data Collection and Analysis: Assist in collecting, organizing, and analyzing data related to supply chain partnerships. This includes gathering information on partner performance, tracking key metrics, and preparing reports to monitor partnership effectiveness.
• Meeting and Event Coordination: Support the coordination of meetings, workshops, and events related to supply chain partnerships. This involves scheduling meetings, arranging logistics, preparing materials, and assisting in facilitation as needed.
• Communication Support: Assist in facilitating communication between supply chain partners and internal stakeholders. This includes drafting correspondence, preparing presentations, and disseminating information to relevant parties in a timely manner.
• Project Support: Provide support in managing supply chain projects and initiatives related to partnerships and collaborations. This may include assisting in project planning, tracking progress, and coordinating activities to ensure timely delivery.
• Administrative Assistance: Provide general administrative support to the supply chain partnership and coordination team. 
• Quality Assurance: Assist in ensuring the quality and accuracy of partnership-related documentation and communication. 
• Continuous Improvement Participation: Contribute to continuous improvement initiatives aimed at enhancing the effectiveness and efficiency of supply chain partnerships. This may involve identifying opportunities for optimization, proposing process improvements, and participating in implementation efforts.
• Cross-Functional Collaboration: Collaborate with other departments within the organization, such as procurement, logistics, and finance, to support supply chain partnership initiatives. This includes coordinating activities, sharing information, and aligning efforts to achieve common objectives.

Specific Responsibilities

• Assist in establishing and maintaining partnerships with suppliers, manufacturers, distributors, and other external stakeholders involved in the supply chain.
• Support communication and coordination efforts between internal departments and external partners to ensure smooth flow of information and activities.
• Assist in organizing meetings, conferences, and other events related to supply chain partnership and coordination initiatives.
• Maintain accurate records and documentation related to supply chain partnerships, agreements, and communications.
• Provide administrative support for the negotiation, review, and management of contracts, agreements, and service level agreements (SLAs) with suppliers and partners.
• Assist in monitoring supply chain performance metrics and key performance indicators (KPIs) to identify trends, issues, and areas for improvement.
• Support the development and implementation of supply chain risk management strategies, including documentation and tracking of risk mitigation measures.
• Assist in preparing reports, presentations, and other materials to communicate supply chain partnership and coordination activities and outcomes.
• Collaborate with team members and stakeholders to identify opportunities for process improvements and efficiency gains in supply chain partnership and coordination activities.
• Perform other duties related to supply chain partnership and coordination as assigned by the supervisor or management.
   

Academic Requirements and Relevant Experience

• A minimum of a diploma or equivalent qualification in business administration, logistics, supply chain management, or related disciplines with 3 years of experience in providing administrative support in a supply chain or business environment, including tasks such as scheduling meetings, managing calendars, coordinating travel arrangements, and organizing files and documents OR A bachelor’s degree in business administration, logistics, supply chain management, or related disciplines with 2 years of experience in experience providing administrative support in a supply chain or business environment, including tasks such as scheduling meetings, managing calendars, coordinating travel arrangements, and organizing files and documents
• Documentation Management: Experience in managing documentation related to supply chain partnerships, including agreements, contracts, correspondence, and communication records. This involves organizing documents, maintaining version control, and ensuring compliance with organizational policies and procedures.
• Stakeholder Engagement: Demonstrated ability to engage with internal and external stakeholders involved in the supply chain, including suppliers, distributors, logistics providers, and other partners. This may include assisting in communication efforts, responding to inquiries, and coordinating meetings and events.
• Data Entry and Analysis: Experience in collecting, organizing, and entering data related to supply chain partnerships and coordination activities. This may involve tasks such as data entry, data validation, basic data analysis, and preparing reports or presentations based on data findings.
• Project Coordination: Previous involvement in coordinating projects or initiatives within the supply chain, including tasks such as project planning, tracking progress, monitoring timelines and milestones, and facilitating communication between project team members and stakeholders.
• Communication Support: Experience in facilitating communication between supply chain partners and internal stakeholders, including drafting correspondence, preparing presentations, and disseminating information through various channels such as email, phone calls, or meetings.
• Cross-Functional Collaboration: Previous experience working collaboratively with cross-functional teams within the organization, such as procurement, logistics, finance, and operations, to support supply chain initiatives and achieve common objectives
• Customer Service Orientation: Experience in providing customer service or support to internal and external stakeholders involved in the supply chain, including responding to inquiries, addressing concerns, and ensuring customer satisfaction with supply chain services.
• Certifications (Optional): Obtaining relevant certifications can enhance your qualifications for a supply chain coordination role. 
   

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Required Skills

• Excellent verbal and written communication skills in any of the AU working languages (Arabic, English, French, Portuguese and Spanish) and working knowledge in another AU Language will be an added advantage
• Communication Skills: Effective written and verbal communication skills are essential for conveying information clearly to internal and external stakeholders, including suppliers, distributors, and team members.
• Interpersonal Skills: Strong interpersonal skills to build and maintain relationships with stakeholders, facilitate collaboration, and resolve conflicts diplomatically.
• Organization Skills: Excellent organizational skills to manage multiple tasks, prioritize workloads, and meet deadlines in a fast-paced environment.
• Problem-Solving Abilities: Ability to identify issues, analyze root causes, and propose solutions to address challenges in supply chain partnerships and coordination activities.
• Time Management: Effective time management skills to allocate time efficiently, prioritize tasks, and complete assignments within specified timelines.
• Computer Proficiency: Proficiency in using computer applications such as Microsoft Office (Word, Excel, PowerPoint) and email software for documentation management, data analysis, and communication tasks.
• Analytical Skills: Basic analytical skills to collect, organize, and analyze data related to supply chain partnerships, coordination activities, and performance metrics.
• Teamwork and Collaboration: Ability to work effectively as part of a team, collaborate with cross-functional teams, and contribute to achieving common objectives in supply chain initiatives.
• Adaptability: Flexibility and adaptability to respond to changing priorities, shifting deadlines, and unexpected challenges in the supply chain environment.
• Ethical Conduct: Integrity and adherence to ethical standards in all interactions, including maintaining confidentiality of sensitive information and acting with honesty and integrity in supply chain partnerships
• Analytical Skills: Basic analytical skills are necessary for collecting, organizing, and analyzing data related to supply chain partnerships and coordination activities.

Leadership Competencies

Core Competencies

Functional Competencies

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TENURE OF APPOINTMENT:

The Appointment will be made on a fixed term contract for a period of one (1) year, of which the first three (3) months will be considered as a probationary period. Thereafter, the contract may be renewed for a similar period subject to funding availability, satisfactory performance and agreed deliverables.

GENDER MAINSTREAMING:

Africa CDC is an equal opportunity employer, and qualified women are strongly encouraged to apply.

LANGUAGES:
Proficiency in one of the AU working languages (Arabic, English, French, Kiswahili, Portuguese, and Spanish) is mandatory and fluency in another AU language is an added advantage

REMUNERATION:

The salary attached to the position is an annual lump-sum of US $  55,174.63   (GSA5 Step 5) inclusive of all allowances for internationally recruited staff, and US$  22,656.97  inclusive of all allowances for locally recruited staff of the African Union .

Applications must be submitted no later June 5, 2025, 11h59 p.m. EAT.
Only candidates who meet all job requirements and are selected for interviews will be contacted.

-Consideration will be given only to those candidates who have submitted a fully completed online application with a curriculum vitae (CV), an African passport, and the required academic qualifications, such as Diplomas, Bachelor's degrees, Master's degrees and any relevant certificate in line with the area of expertise.
-Africa CDC is an equal opportunity employer, and female candidates are strongly encouraged to apply.
-Candidates from less represented countries within the African Union are strongly encouraged to apply for positions that fit their profiles. These countries include Algeria, Angola, Cape Verde, Central African Republic, Comoros, Egypt, Equatorial Guinea, Eritrea, Eswatini, Guinea, Guinea-Bissau, Liberia, Libya, Madagascar, Mali, Morocco, Namibia, Niger, Sahrawi D.R., Sao Tome and Principe., Seychelles, Somalia and Tunisia.