Supply Chain and Operations Officer

TERMS OF REFERENCE (TOR)

Position: Supply Chain and Operations Officer

Reports to: Supply Chain & Operations Manager

Location: D’Njamena, Chad (with frequent field visits to RI field locations)

Duration: 12 Months

ABOUT RI:

Relief International is an international non-profit organization that partners with communities impacted by conflict, climate change and disaster to save lives, build greater resilience and promote long-term health and wellbeing. Our team of more than 7,000 staff and local volunteers work in 15 countries across Africa, Asia, and the Middle East, providing Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education and Livelihoods programming that creates the foundation for community resilience. We do this by working with local actors to develop safe and inclusive local programming that is evidence based, conflict sensitive, climate smart, and reaches those in need.

POSITION SUMMARY:

Working under the overall responsibility of the Supply Chain & Operations Manager, the Supply Chain & Operations Officer will be responsible for Supply Chain and Operations responsibilities in N’Djamena, Chad office and field locations.

ESSENTIAL JOB FUNCTIONS:

Administrative Tasks

• Facilitate the visa and in country travel authorization process for expatriates and visitors
• Organizing flight/road travel bookings, staff documentation, acquisition of approvals i.e. visas, permits etc
• Maintain all files related to logistics, including filing regarding inventory control, transportation management, procurement, communications, travel, etc.
• Request and follow up all importation authorization and exoneration for medical supplies
• Order, distribute, and keep accountability of stock including office supplies
• Organize all RI files related to logistics and keep them updated as directed by SCO Manager.
• Ensure records for (inventories, Assets, stock) and procurement trackers compiled, updated, and maintained at the box folders with hard copies in a secure place.
• Coordinate with other staff members to ensure the RI Offices and Guest Houses are adequately equipped and supplied.
• Communicating to the respective staff travelling on schedules, timely sending tickets/travel plans/requests, departures & arrivals; sharing of contacts of drivers etc.

Procurement

• Procure all items required for program me which authorized and processed all procurement procedure.
• To maintain accurate records of all quotes, items procured and assets in use in line with RI procedure, ensure that all correctly completed and authorized procurement requests are procured and delivered in a timely manner,
• Ensure that all RI procedures and Donor rules relating to procurements such as quotations, records and procurement summaries are followed and accurately recorded.
• Carry out a transparent and efficient bidding (quotation) process as outlined in the RI Procurement Procedures Manual
• Update the Procurement Tracker report on daily basis and Shared with the SCO Manager on daily basis while referring to the box.
• Acknowledge orders received and where possible provide initial feedback on costing estimates and delivery times.
• Receive quotation requests from field and provide information as requested, where requested help requester develop specification; advising on type of equipment needed, what is available, rough costing etc.
• Develop a clear knowledge and understanding of RI procurement procedures and ensure that all purchases are fully compliant with RI donor rules and standard procurement regulations.
• Ensure payment of suppliers is made promptly and that the finance department receives all the necessary documentations.

Warehouse Management

• Assist any other team members on various tasks as directed, including, but not limited to, stock verification and control at CPA, document preparation and processing, and transport management
• Prepare stocks reports for area office through required periodic reporting (i.e weekly, Monthly, bi-annually and Annually) and ensure stock are well supported by applying required stock management tools in accordance with RI stock management procedures.
• Act as focal person for warehousing & inventory management information management system

Assets Management

• Prepare and review assets and inventory list and ensure the verification process in all offices/field locations to determine existence, condition and ensure accurate updated asset register in accordance to RI asset management policies.
• Ensure accountability, documentation and handover paperwork are correctly done (I.e. Donation certificates and/or asset transfer certificates)
• Being in charge of asset control ensure that all assets lists are adequately update and share with all field office.
• All assignment form for the equipment is assign to staff are available and reconciled with master asset list.

Fleet Management

• Organize transportation for staff movement and supplies for in-country and cross-border movement.
• Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts, etc., and that all inventories and stock lists are updated at the receiving and sending end as necessary.
• Coordinate and ensure national transportation of freight by land, sea and air is in line with program me budgets and needs; ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to all project locations.
• Support management of vehicle fleets in line with RI standards to ensure appropriate allocation and safe use of vehicles throughout the program me bases, servicing and maintenance schedules are adhered to and ensure accountability with particular reference to fuel consumption.
• Determining the appropriate means of transport; transportation cost management, bookings, documentation, such as waybills; scheduling etc.
• Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts, etc., and that all inventories and stock lists are updated at the receiving and sending end as necessary
• Ensure that all partner regulations and procedures are upheld during the transportation process, and that mishandling costs to RI are minimized

QUALIFICATIONS AND EXPERIENCE:

• A Bachelor’s degree is required and Master degree will be plus in a related field.
• 3-5 years’ experience with an International NGO in similar position.
• Strong organizational and prioritization skills
• Fluent in French, English and in Arabic oral and written.
• Honest and trustworthy
• Computer skills and office management skills
• Human Relation skills, including integrity and ability to work with minimum supervision and under pressure preferred.

RI Values:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities. We value:

• Inclusiveness
• Transparency and Accountability
• Agility and Innovation
• Collaboration
• Sustainability