Supply Chain Officer – Liberia Grand Gedeh Office

Supply Chain Officer – Liberia Grand Gedeh Office

TEAM/PROGRAMME: Supply chain/ Logistics Department

LOCATION: Grand Gedeh

GRADE: 4

POST TYPE: National

Child Safeguarding:

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Procurement Manual and Policies

As a SCI staff involve in the procurement of goods and services (primarily, but not exclusively to Supply Chain/ Procurement, Programs, Departmental Budget-holders and Finance), the post holder should refer to and comply with the procurement manual and policies in his day-to-day work

ROLE PURPOSE:

The Supply Chain Officer will ensure safety, security and proper handling of Save the Children’s supply chain in the best interest of the organization. He/she will be responsible for effectively and efficiently managing the supply chain at the field level including procurement, drivers, Fleet, Assets, and Communication. Ensuring effective and accountable logistics systems of the programme. The post holder will be responsible for coordinating directly with the Logistics Manager concerning the practical implementation of all logistics works.

SCOPE OF ROLE: Covers Supply Chain (Logistics) support to Zwedru Regional Office and Fish Town Satellite Office, but to travel as and when necessary.

Reports to: SC LEARN Project Deputy Chief of Party Operations (DCOP OPS) based in Zwedru and technical line manage by the Supply Chain Coordinator based in Monrovia.

Dimensions: Staff directly reporting to this post: Driver Mechanics, Drivers

KEY AREAS OF ACCOUNTABILITY:

Key area

Management

• Plan and monitor the supply chain for programme activities
• Participate in internal and external meetings, promoting procurement best practise when need arises
• Contribute to wider achievement of goals for children under the overall context of Save the Children by participating in planning and coordination meetings at the field and County office level
• To carry out the responsibilities of the role in a way which reflects Save the Children’s commitment to safeguarding children in accordance with the Child Safeguarding Policy
• Ensure to have up to date knowledge Save the Children procurement procedures and related procurement legislation of save the children Donors
• Comply and ensure all staffs particularly those involved in any procurement process adhere to the Procurement policies and manual
• Inventory and Assets
• Ensure all IT and communication equipment and systems fully functional and overall standards thus, communicate any fault to Monrovia.
• Verify the quality, description and the quantity of goods ordered and ensure that goods are transported and thus hand delivered to the storekeeper for final dispatch to the project location.

Fleet

Security

• Support the development and maintain a country-wide security plan that is consistent with the acceptance model but taking into account local realities and Save the Children standards
• Undertake reviews of policies and procedures; identify opportunities to enhance security
• Ensure that incident report forms are properly compiled by staff and distributed to CO Monitor events, review incidents and coordinate analysis, follow-up actions and recommendations including through meetings and networking with UN and INGOs at the field level
• Support security assessments of and field missions to programme areas and potential programme areas; report on findings and design necessary improvements
• Provide security update, which includes situational analysis, actions taken and actions recommended to the focus point on a regular basis.
• Submit written reports to the DCOP and CO-Supply Chain Coordinator
• Advise on safe movement of staff, e.g. proper vehicle fleet management policies, adequate safety and communications equipment in vehicles, and training of drivers in established procedures and requisite skills
• Reporting, record keeping and Staff supervisor development
• Ensure updating of the procurement tracker on a daily basis and submit to Monrovia weekly/monthly for consolidation and sharing.
• Produce weekly work progress reports and sent to the Supply Chain Coordinator-Monrovia
• Prepare monthly vehicle performance and cost report for all SC vehicles to the Supply Chain Coordinator -Monrovia
• Prepare monthly summary reports ( generator, vehicle & motorbikes fuel consumption, stock, vehicle daily log sheet capture) reports; submit to Monrovia and follow by hard copies.
• Produce detailed fleet analysis reports on monthly, quarterly, and annual basis to Supply Chain Coordinator
• Produce and submit generator management reports on monthly basis to Logistics Manager
• Build and develop the capacity of the fleet teams through the use of coaching, performance management frameworks and development plan.
• Track asset movement and update it on monthly basis.
• Ensure a good filing system of all logistics documents.

Others

• Responsible for all requests for the Field office including (transport requests, purchase requests, stock release, confirmation of services provided
• Contribute to wider achievement of goals for children under the overall context of Save the Children by participating in planning and coordination meetings at the field and Field Office level
• To carry out the responsibilities of the role in a way which reflects Save the Children’s commitment to safeguarding children in accordance with the Child Safeguarding Policy
• Manage the administrative/program stock and ensure that TIM up to date and all movements fully recorded as per SCI standards; mitigate against risk of stock outs and also against fraud activities
• Undertake any other job designated by the line manager or organization

SKILLS AND BEHAVIOURS (our 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 others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

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

QUALIFICATIONS AND EXPERIENCE

• Experience of working with international or non-governmental organizations.
• Diploma in Business Management with emphasis on logistics and supply chain management or related field, 3years’ experience in a similar or related job with knowledge and experience of establishing and maintaining basic logistics
• systems in a reputable organization
• Financial competence in the area of purchase and expenditure
• Previous experience in procurement in an INGO is a plus
• Good knowledge of local working practices with reference to suppliers and freight forwarders
• IT maintenance Knowledge
• Ability to identify malfunctioning radio communications systems
• Ability to manage a team
• Preparedness to work long and/or irregular hours as required
• Ability to undertake tasks unsupervised
• Fluency in English language required
• Fluency in English, both verbal and written, preferred
• Commitment to Save the Children values