JOB TITLE: Supply Chain Officer
JOB LOCATION: Kaduna
JOB DETAILS:
Key Areas of Accountability
Procurement:
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- Oversee procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, Service Completion form etc.).
- Check the availability and prices of requested items in the local market; liaise with country office if procurement is to be conducted there.
- Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects.
- Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed.
- Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets.
- Oversee all arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost effectively.
- Updates and Manages the Procurement tracker at the field level.
- Updates and manages the contract tracker at the field level.
Transport & Fleet:
- Managing and tracking of all vehicles on the fleet, including movement planning and day-to-day allocation.
- Manage, maintain and repair vehicles in safe and efficient working order.
- Ensure that vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule.
- Responsible for administering litigations and traffic offenses.
- Ensure vehicles have current and lawful documentation.
- Manage service agreements related to vehicle maintenance and fueling. Monitor fuel consumption and submit monthly reports.
- Receive travel requests, and maintain trip schedules and Staff Movement Board.
Asset & Facility Management:
- Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals.
- Oversee the issuance and return of assets to/from staff.
- Ensure good condition of assets, and maintain asset condition reports.
- Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator services and builders and make this list available to staff.
- Ensure the data network (internet) is operational and cost effective. Report any defective office equipment to the Field Manager.
Total Inventory and Stock Management:
- Enter all new items purchased in SCI TIM software and ensure reconciling with Stock/Assets register.
- Manage and maintain the physical warehouse and TIM online warehouse.
- Ensure quarterly stock check and reconciliation.
- Ensure all stock and assets purchased are entered in TIM and TIM generated GRN is used for payment.
- Ensure all program stock are released through TIM and accompanied with a waybill to Beneficiaries/point of usage.
- Ensure the BHs and the Country Office TIM focal person are informed about all expired, expiring SOF and other irregularities or discrepancy in TIM respectively.
Communication and Security:
- Ensure adherence to communication protocol at field level.
- Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use.
- Report all security incidents in writing in a timely manner through the appropriate field office channel
- Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner.
Coordination:
- Maintain and regularly update current contact database of other INGO organizations, donors and embassies.
- Maintain and where necessary develop shared electronic & manual files to ensure easy access to information.
Administration & Reports:
- Maintain all logistic files in an organized, accurate and up to date manner.
- Line manage, coordinate, monitor and guide the work of the drivers and any other logistics support by managing performance on an on-going basis.
- Produce weekly procurement tracker and send to field team and country office.
- Produce logistics site report, vehicle and generator cost performance report.
- Update Asset Register and send to field office and country office every month.
- Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to the field office and country office once per month.
- Conduct periodic stock checks and sends report to the field office and country office
- Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
- Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit.
- Carry out any other tasks required by the line manager.
Qualifications
- A first level University Degree (Bachelor’s) in a relevant Technical field (as identified above)
- A minimum of four (4) years of relevant experience, at the national level, in supply, procurement, contracting, and/or other directly related technical fields is required.
Experience and Skills:
Essential:
- Chartered Institute of Purchasing and Supply (CIPS) Qualification will be an added advantage.
- Proven and significant experience in international procurement and contract management, including an ability to review procurement demands and trends, and to develop strategies to fill identified gaps.
- Field level experience in logistics for INGOs in international development and emergency programmes
- Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement
- Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
- Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
- Commitment to Save the Children values.
- Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
- Highly organised with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
- A high level of computer literacy (word, excel, ppt etc).
Behaviours (Values in Practice)
Accountability:
- Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically and on a global scale.
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to.
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks.
Integrity:
- Honest, encourages openness and transparency, demonstrates highest levels of integrity.
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Deadline: February 8, 2022
Job Features
Job Category | Supply Chain/ Store |