Supply Chain Coordinator

TITLE: Supply Chain Coordinator (East and Southern Region Area Office)

TEAM/PROGRAMME: Supply Chain / Operations

LOCATION: Based in Pujehun with frequent travels to Bonthe, Bo, Kenema, and Kailahun

GRADE: 3

CONTRACT LENGTH: 12 months (renewable)

CHILD SAFEGUARDING:

Level 3: The post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The role will manage the Supply Chain team in the East and Southern Region Area Office. The role has accountability for all Supply Chain activities in the Area Office – including all procurement processes, fleet management, asset management and warehouse management.

The role is responsible to ensure that all Supply Chain activities in the Area are managed in accordance with the timescales set and agreed and SCI’s systems, policies and procedures, to support our programmes to deliver outstanding results for children.

SCOPE OF ROLE:

Reports to: Pujehun Area Manager (dotted line supervision from the Head of Supply Chain)

Staff reporting to this post: Procurement Officer and Logistics Officer.

KEY AREAS OF ACCOUNTABILITY:

General

In accordance with the Head of Supply Chain:

• Ensure the Area Office has made readiness and preparedness provisions to support all existing and future programmes needs in terms of Supply Chain activities.
• Develop a medium-to-long term Supply Chain plan for the Area Office – including identifying future procurement needs, optimizing fleet, assets, and warehouse / inventory management.
• Communicating effectively with senior management in the Area Office and Country Office – reporting on key activities, providing updates and escalating key issues.
• Participate and contribute to the new Awards process, giving technical Supply Chain advice.
• Carry out inductions with new staff on aspects of his/her role and areas of expertise.
• Represent Save the Children on Supply Chain related workshops or trainings.
• Provide technical support to Implementing Partners in the Area office according to guidance received from Area Manager and Head of Supply Chain.

  Procurement

• Support the implementation of the Sourcing Pipeline, especially sourcing procedures related to the activities of the Area Office.
• Evaluate the supplier market for commonly purchased commodities and develop a supply strategy for items that can be purchased locally.
• Ensure all PRs are processed in a timely and compliant manner.
• Ensure that “value for money” is achieved through competitive and transparent Procurement processes.

  Fleet Management

• Ensure SCIs fleet of owned and rented vehicles is managed in full compliance with SCIs regulations, local laws and best practices.
• Ensure all drivers are adequately trained in key areas such as Defensive driving, Safety & Security, Child Safeguarding, etc.
• Ensure accountability of the fuel management/consumption and maintenance of SCI vehicles.
• Ensure update of fleet management systems and monthly reporting are accurate and done in a timely manner (i.e. Fuel Report, Pro-Fleet, Fleet Service Charge, IVMS…).

  Warehousing and Inventory Management

• Ensure all Warehouse(s) are operated in an efficient, effective and compliant manner, following Save the Children’s policies and procedures, including the Total Inventory Management (TIM) system.
• Ensure stock is managed effectively, communicating with programmes to ensure the timely distribution of goods to beneficiaries.
• Where necessary evaluate Warehouse needs and set up additional warehouse space if required.

  Asset Management

• Ensure Area Office assets and GPE (General Programme Equipment) are checked and all changes are real-time updated into the master Asset Register or Asset management system.
• Support the Country Office Team in managing the full asset lifecycle and ensure the assets are handed over or disposed of on time and in an appropriate/sustainable way, in accordance with SCI and donor rules and regulations.

  Team Management and Capacity Building

• Ensure effective line management of Supply Chain staff of the Area Office, including D2P (Develop To Perform) annual objectives set-up and evaluations, allocating responsibilities and tasks to available staff.
• Work with staff members to develop their technical skills and capabilities.
• Build and maintain strong business partnering with other functions – especially Programmes and Finance – to improve and ensure smooth implementation of procurement and logistics activities.

  Governance, Systems, Tools and Processes

• Implement and ensure compliance to all our Procurement, Fleet management, Asset management and Warehousing & Inventory Management Policies, Manuals and established Procedures.
• Set a strong tone from the top that fraud is unacceptable.
• Ensure that we are using recognized systems and processes, including (when available) Pro-Save, Pro-Fleet, TIM, e-Asset…

  BEHAVIOURS (Values in Practice)

  Accountability:

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work, and ability to analyze complex sets of relationships and situations
• 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.

  QUALIFICATIONS

  Preferred MA/MSc/BA/BSc in Supply Chain, Logistics, Management, Business/Public Administration, Economics or any other relevant discipline and/or professional License/Certification in Supply Chain/Logistics or equivalent Experience.

  EXPERIENCE AND SKILLS

• Proven and significant experience in all technical areas of Supply Chain operations including procurement, transport, distribution, warehousing and inventory management, fleet management and asset management.
• Minimum of 4 years of relevant experience working in Supply Chain/Logistics.
• Sector experience in NGO/UN system is preferred but strong commercial sector candidate with a demonstrable interest and passion of the NGO sector will be considered.
• Excellent planning, management and coordination skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Strong procurement experience in some of our key categories (Construction, Humanitarian Goods, Education Supplies, External Workers/Consultancy, Conference & meetings, Property, etc.).
• Willingness to undertake field travel as required and work in difficult environments according to travel environments.
• Strong communication (written and spoken), and interpersonal skills in English.

  Additional job responsibilities

  The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

  Equal Opportunities

  The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

  Child Safeguarding:

  We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

  Safeguarding our Staff:

  The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

  Health and Safety

  The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.