Supply Chain Officer 44 views

KEY AREAS OF ACCOUNTABILITY:

Supply Chain Officer Responsibilities;

Strategic level responsibilities

·     Ensure an effective and accountable Supply Chain support systems in place in line with the SCI’s global as well as SC-Ethiopia’s national supply chain related policies and procedures. The post holder will also be responsible for the overall coordination and implementation of an effective procurement, fleet, admin, warehousing and asset management practices in the field office.

·     Implement Supply Chain strategy developed by the Country Office concerning the field Office Operations;

§  Plan and implement an effective purchase order management and tracking system at the field  office level for  local and national orders and organize schedules for  Framework,  bulk and any other economical purchases

§  Directly involved in the operational planning mainly the supply Chain aspect of the projects which includes budgeting, procurement and project implementation planning, etc

§  Make certain  that all supply Chain requirements are delivered in accordance with timescales set and agreed with programme managers

Coordination and Support to Programmes

·     Ensure  that Save the Children’s supply chain standards and systems are fully addressed and procedures are adhered as per the guideline of  warehousing, supply/stock movement control, freight management, asset management, as well as documentation, filling and reporting mechanisms are to the  standard and fully implemented in the field office;

·       Oversee the implementation and monitoring of procurement processes and ensure conformity to procedures and timely delivery of goods and services. Ensures up-to-date procurement tracker in place and consistently communicated to the respective budget holders (requesters)

·     Work with Country Supply Chain Director; Supply Chain Functional managers (Procurement, warehouse, Fleet and Construction managers) as well as with the Supply Chain specialist for maintaining efficient and effective programme delivery;

·       Conducting periodic market assessments in defined procurement locations, including gathering information from the market and peer agencies

·       Understanding various aspects (including the legal aspects) of organisational Terms & Conditions, and being able to negotiate these with suppliers.

·     Regularly review programmes logistical requirements and ensure that programme works are carried out in the most efficient and cost effective manner;

·     Provide support and work closely with the program/ project heads in developing procurement plan;

·     Prepare and submit scheduled monthly field office Supply Chain (Procurement, Fleet, asset & warehouse) reports to the country office;

·     Assist in conducting market survey of goods, services and works and establishing vender registration database, and framework agreements for commonly procured items in the region;

·     Establish FWA with in FO threshold limit.

·     Ensure all financial benefit gained from procurement should be captured and reported on time.

·     Coordinate and manage all procurement requirements and provide adequate and timely logistical support to the field office including timely transport and delivery of services and supplies;

·     Responsible for assessing and advising on Supply Chain needs for new and existing projects in collaboration with all program and project team;

·     Ensure compliance with donor rules and SCI procedures for warehousing and inventory management;

·     Establish and maintain accurate and up-to-date fixed asset register records in the field office

·     Ensure accountability to donors and beneficiaries through implementation of regular reporting and strong control mechanisms;

·     Counter checks combined analysis of bids and payments to contractors.

Staff management

·     Directly lead, manage and motivate fleet, warehouse and procurement staff and ensure that they have clear work plans and objectives and receive regular supervision and reviews; Build their capacity through the use of effective training, performance management frameworks and development plan.

Reporting

·     Preparing a monthly ‘Supply Chain Coordinator Report’ to the Supply Chain Director and Field Office Manager (FOM) detailing all supply Chain activities including procurement trackers, vehicle performance & fuel, stock reporting, asset register updates, staff issues, and other relevant information;

As a member of the Operations/ Supply Chain team, S/he will work collaboratively with the team members to ensure good coordination, communication, planning and customer service to staff and the programmes, including providing cover for, and support to others and undertaking any reasonable additional duties as delegated by the Field Office Manager.

Essential

·       A minimum of 5 years’ experience in Management of Supply chain and preferably in the NGO environment, including significant field operations experience running both development and emergency programs;

·       BA Degree or equivalent in Management, Development Studies or other social sciences

·       Diploma/certificate courses in Supply Chain strongly preferred;

·       A  good understanding of Basic service programs and a working knowledge of the Country program priorities;

·       Substantial experience in Supply Chain including procurement, Warehousing, fleet management

·       Ability to analyse information, evaluate options and to think and plan strategically;

·       Excellent interpersonal, communication and presentation skills;

·       Fluency in written and spoken English;

·       Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies;

·       Commitment  to  and  understanding  of  Save  the  Children’s  aims,  values  and principles  including rights-based approaches;

·       Willingness and ability to travel extensively in country;

Desirable

·       Excellent communication & interpersonal skill

Computer skills, especially Microsoft Office