Inventory Optimization Project Coordinator (IOP – PC)

CTG overview:

• CTG staff and support humanitarian projects in fragile and conflict-affected countries around the world, providing a rapid and cost-effective service for development and humanitarian missions. With past performance in 17 countries – from the Middle East, Africa, Europe, and Asia, we have placed more than 20,000 staff all over the world since operations began in 2006.
• CTG recruits, deploys and manages the right people with the right skills to implement humanitarian and development projects, from cleaners to obstetricians, and mechanics to infection specialists, we’re skilled in emergency response to crises such as the Ebola outbreak in West Africa. Key to successful project delivery is the ability to mobilise at speed; CTG can source and deploy anyone, anywhere, in less than 2 weeks and have done so in 48 hours on a number of occasions.
• Through our efficient and agile HR, logistical and operational services, CTG saves multilateral organisations time and money. We handle all our clients’ HR related issues, so they are free to focus on their core services.
• Visit www.ctg.org to find out more

Overview of position:

• The transitioning of Inventory Management (IVM) from legacy systems to UMOJA presented challenges in terms of the organization’s capacity to fulfill orders, to accurately monitor stock levels & consumption history. This, in turn has impeded the establishment of a realistic replenishment strategy leading to stock outs, continuous surplus & a low level of perfect order fulfilment, all of which can negatively impact the organization’s operations. The Inventory Optimization Project Coordinator (IOP – PC) is to serve as the focal point for the planning, coordinating, monitoring & reporting for the sustainability phase of the IOP project.
• The objective of the Inventory Optimization Project (IOP) plan is to ensure that our client improves resource stewardship with transparency, accountability & more efficient internal processes.
• In this regard, our client seeks to recruit a Project Coordinator to undertake the following roles as mentioned below in the Terms of Reference (TOR).

Role objectives:

• The IOP – PC’s prime responsibility is to ensure that the IOP project delivers the required products within specified time, cost & quality targets in line with the IOP plan.
• The IOP – PC has the authority to coordinate the project on a day to day basis on behalf of the IOP project board, within the directions & constraints laid down by it.
• The IOP – PC is responsible for advisory responsibilities to the supply chain pillar on best practices regarding the accurate recording, tracking, transferring & issuing of inventory, both physically & through the ERP system to ensure maintenance of optimal mission wide optimal stock levels.
• Oversee the establishment of reporting mechanisms to be used by the mission for tracking of inventory consumption & patterns using MS Dashboards.
• Moreover, the IOP – PC should monitor inventory & warehouse transactions to ensure complete, accurate & timely information are recorded in the ERP.
• Oversees the preparation of a variety of monthly, quarterly & ad hoc inventory reports (based on ERP systems & Power BI Dashboards) of UN inventory as required, including those on slow moving dead stock (surplus), on consumption for presentation to senior management for decision making.
• Provides technical advice / support to supply chain pillar in managing UN owned inventory or other UN owned property in existing ERP system & organizes training sessions to users on these databases & dashboards, proposes, implements & / or monitors technical or procedural changes to relevant inventory management processes in a bid to enhance accountability & stewardship.
• Within the project scope, provide guidance & advice on how to optimize / enhance inventory management & related business practices for a more responsive decision making process. This includes formulation of ways to optimize & maintain stock levels that ensure effective & efficient service delivery.
• Follow up on the implementation of proposed inventory segmentation & categorization based on ABC system.
• Undertake the drafting of an SOP & mission specific job aids for eventual approval, highlighting the polices involved, as well as the transactions to be performed within the Inventory Management Strategy (IMS).

Authority to carry out his / her duties:

• The IOP – PC is authorized to coordinate work packages within the authorized project plan & prepare periodic reports on project performance, including feedback on performance.

Training:

• The IOP – PC will train 100% of the relevant staff members & end users, directly involved in demand planning, source planning & inventory management throughout the project.

Project reporting:

• This role reports to the Project Manager.

Key competencies:

• Candidate must possess a Master’s Degree in Supply Chain, Business Administration, Systems Engineering, Logistics, or relevant related field.
• PRINCE 2, SCOR(P), CSCP or CPIM qualification is desired.
• Experience with Enterprise Resources Planning systems (ERPs) is required, preferably SAP.
• Proven minimum of 8 years progressive responsible experience in warehouse & inventory management.
• Proficiency in advanced MS Excel or Tableau & ability to carry out data analysis & run complex scenario analysis using vast amounts of data.
• Proficiency in Business Intelligence (BI) tools such as SAP or MS Power BI.
• Excellent knowledge of data analysis & forecasting methods.
• An analytical mind with strong mathematical analytical skills.
• Excellent organizational & planning skills.
• Shows pride in work & in achievements, demonstrates professional competence & mastery of subject matter.
• Is conscientious & efficient in meeting commitments, observing deadlines & achieving results.
• Is motivated by professional rather than personal concerns.
• Shows persistence when faced with difficult problems or challenges.
• Remains calm in stressful situations.
• Commitment to implementing the goal of gender equality by ensuring the equal participation & full involvement of women & men in all aspects of work.
• Develops clear goals that are consistent with agreed strategies.
• Identifies priority activities & assignments, adjusts priorities as required.
• Allocates appropriate amount of time & resources for completing work.
• Foresees risks & allows for contingencies when planning.
• Monitors & adjusts plans & actions, as necessary.
• Uses time efficiently.
• Takes ownership of all responsibilities & honors commitments.
• Delivers outputs for which one has responsibility within prescribed time, cost & quality standards.
• Operates in compliance with organizational regulations & rules.
• Supports subordinates, provides oversight & takes responsibility for delegated assignments.
• Takes personal responsibility for his / her own shortcomings & those of the work unit, where applicable.
• Keeps abreast of available technology.
• Understands applicability & limitation of technology to the work of the office.
• Actively seeks to apply technology to appropriate tasks.
• Shows willingness to learn new technology.

Team management:

• This position works independently, cross functionally & within a team environment.

Further information:

• Qualified female candidates are highly encouraged to apply for this role.