Job Description

TITLE: Supply Chain Assistant

TEAM/PROGRAMME: Supply Chain

LOCATION: Baidoa

department

GRADE: 5

CONTRACT LENGTH: One (1) Year

CHILD SAFEGUARDING: Leve 3: the role 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 in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process.

ROLE PURPOSE: The Supply Chain Assistant is responsible for supporting the management of procurement, vehicle fleet, assets, warehousing and transport as well as communications to ensure effective, transparent and accountable Supply Chain network of SCI Baidoa office. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Supply chain officer

Staff reporting to this post: None.

Role Dimensions:

Save the Children operates across all zones in Somalia and currently has three main area offices and additional 11 field offices. Programmatically Somalia is a large Country Office with more than $110million annual budget and staff over 700 staff.

KEY AREAS OF ACCOUNTABILITY:

Procurement responsibilities:

• Support the delivery of timely procurement services in accordance with SCI procurement policy and procedures as well as that of the respective donors.
• Ensure payment documents are prepared and submitted to finance in time.
• Ensure all procurement activities are carried out in line with SCI procurement policies and procedures at all times.
• Ensure donor procurement policies, guidelines and specific requirements are strictly met.
• Ensure timely solicitation of RFQs, RFP and coordinate the bid openings.
• Coordinate with program colleagues on the procurement requests submitted and ensure their timely finalization.
• Ensure timely preparation and submission of monthly procurement reports.
• Ensure supplier invoices are received timely for payment facilitation.
• Support on supplier mapping and quarterly market surveys to ensure market dynamics are incorporated.
• Support the Supply chain officer/coordinator on contract management to ensure timely payment releases and renewals.
• Responsible for filing and archiving of procurement files neatly as per SCI filing system.
• Improve the accuracy of the filing system.
• Retrieve paperwork when it is requested.
• Input paperwork into an electronic database when needed.
• Update records with new information.
• Perform regular quality checks on the filing system.
• Keep logs of paperwork that is taken out.
• Ensure that sensitive information of SCI is safeguarded.

Warehouse and Stocks Management:

In the absence of the Transport and Warehousing Officer, the supply chain assistant covers the following:

• Receive all incoming supplies; inspect and verify for conformity to order specifications and delivery notes.
• Act as custodian and controller for all the items in Save the Children warehouse(s) in Baidoa.
• Identification of materials on receipt and dispatch
• Record all goods received are recorded in standard Save the Children templates [GRN] goods received note.
• Ensure appropriate packing and loading of materials for dispatch and supervise material loading and unloading.
• Assign storage locations for all goods received and ensure that they are handled as per Save the Children procedures of safety, security, accountability and transparency.
• Record all goods dispatched by Save the Children in standard templates.
• Ensure that all store transaction paper works are kept files as per SC filing system.
• Issue/distribute materials, products, parts and supplies to field staff, based on Save the Children standard requisition procedures.
• Conduct monthly and quarterly stock physical counts.
• Follow up with staff to ensure that goods do not stay for long periods in the stores, and recommend disposal of excess, expired, defective or obsolete stock.
• Ensure the stores are kept in a good reparative order, are kept locked and are clean and tidy.
• Ensure that the TIM system is up to date as always.

Assets and Inventory Management:

• Maintain the Assets and Equipment Register for the field office.
• Coordinate with the relevant staff to ensure that all the changes to the assets & equipment’s locations, conditions are reflected timely and correctly.
• If responsible for assets, ensure that the assets that are issued to staff are authorised, recorded and necessary paperwork exists in assets file, as per Save the Children policies.
• Assist the supply chain officer/coordinator to ensure that all assets are properly maintained and looked after. Any misuse and abuse are reported up the chain.
• If responsible for stores, ensure that all procured materials are properly stored and correctly recorded. All stores in the field office must be well maintained.
• Ensure that the movement of inventories to or from the stores are correctly documented; authorized and paperwork is done as per procedures.
• Alert the Programme Teams/Head of Office about the receipts and dispatches and coordinate with all concerned, as it may be necessary.

Fleet Management:

The postholder will:

• Provide day-to-day supervision to the drivers to ensure that all the vehicles are properly cleaned, well maintained, and driven/used as per the policies of the organisation.
• Ensure that the allocation of vehicles and drivers is done as per plan and in an effective manner in response to authorised transport requisitions.
• Ensure that Logbooks are duly filled, and Checklists are completed by the drivers daily and the information contained in them is collated and recorded in the appropriate manner.
• In collaboration with the relevant staff the postholder ensures that all vehicles receive scheduled preventative maintenance and faults are rectified efficiently. All vehicles, including the communications equipment, always remain in operational condition.
• Ensure that the reports related to vehicles are generated as per deadlines and all records e.g. Logbooks, Maintenance Reports, Fuel Reports and Mileage Reports are well kept.

Transportation & Freight:

The postholder will:

• Arrange for transportation of goods and equipment’s between offices or to field sites and ensure that the goods are securely packaged and loaded to prevent damage during transportation.
• Compile accurate documentation relating to the movement of items between locations, whether as a transfer or for distribution.

General

• Report, as required, on project work and any management issues arising in each assignment (to the area management teams)
• Comply with Save the Children policies and practice with respect to child protection, code of conduct, procurement and logistics, health and safety, equal opportunities and other relevant policies and procedures.
• Ensure that all work is carried out in a way that is sensitive to community needs and gender and children’s issues. In particular, to promote the full and equal participation of women and children in all aspects of the work.
• Within reason, implement additional actions and responsibilities, as requested by your line manager.

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.
• 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.
• 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.
• honest, encourages openness and transparency; demonstrates highest levels of integrity.

Experiences and Qualifications

     Minimum Diploma in Procurement or business administration or accounting or another relevant Subject.

EXPERIENCE AND SKILLS

• Minimum 2 years proven work experience in logistics/supply chain with NGO’s and INGOs as well financial institutions.
• Proficiency in using computer applications.
• Good written and spoken English and Somali languages

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.

Adult Safeguarding.

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy, all employees are also expected to carry out their duties in accordance with SCI protection from sexual exploitation abuse.

Health and Safety

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

Diversity, Equity, and Inclusion

At SCI, we uphold the principle of equal rights and opportunities for all our employees. In our commitment to fostering a more inclusive workplace and addressing gender gaps, we have implemented additional efforts aimed at supporting female qualified candidates: -

• Maternity leave (6 months)
• Annual Leave 30 working days
• 10% *gross salary. (female allowance)
• 1.5 flexible working hours for lactating mothers

Note: Qualified candidates with disabilities are strongly encouraged to apply

Skills Required

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