Job Description

TITLE:  Supply Chain Intern

TEAM/PROGRAMME: Support services; Supply Chain department

LOCATION: Bosaso

GRADE: NA

CONTRACT LENGTH: 3 months             

CHILD SAFEGUARDING:

Level 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; ore because they are responsible for implementing the police checking/vetting process staff.

SCOPE OF ROLE:

The Supply Chian intern is responsible for supporting lower threshold procurement, warehousing and inventory Management and fleet management as well as handling documents and filing.  

Reports to: Supply chain officer

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 $120 million annual budget and staff over 650 staff.

Staff reporting to this post: none

KEY AREAS OF ACCOUNTABILITY:

Procurement responsibilities:

• Assist the delivery of timely procurement services in accordance with SCI procurement policy and procedures as well as that of the respective donors
•  Support the payment documents are prepared and submitted to finance in time
• Support in monitor contractors/ ongoing contracts status for possible termination/ renewal and advise the logistics officer on the timing.
• Assist in collecting request for quotations low threshold procurements and support in the clearance of departmental visitors timely.
• Support in timely preparations of support documents for supplier payment.
• Assist/ support in lower threshold procurement process.
• Ensure proper filing system is maintained in the office.
• Ensure all procurement activities are carried out in line with SCI procurement policies and procedures at all times
• Coordinate with program colleagues on the procurement requests submitted and ensure their timely finalization
•  Ensure supplier invoices are received timely for payment facilitation.

Filing:

• 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

Fleet and Transport management

Ø  Assist Supply chain officer in ensuring fleet data is accurate and filed properly on monthly basis.

Ø  Manage daily fleet shuttling in most efficient way to achieve maximum utilization of fleet resource 

Ø  Set up weakly staff pick up and drop plans of the office – ensuring that vehicles are allocated to program and other departments in an efficient manner and in coordination with supply chain officer and field manager.

Ø  Prepare re-fuelling vouchers and seek approvals from office management as well collects log sheets and ensure it is properly filled.

Ø  Train drivers on child safeguarding, SCI driver’s manual for compliance on policies and procedures.

Ø  Prepare monthly fleet utilization and availability and analysis data using Profleet system

Ø  Monitor fleet contracts and advice contract end dates timely.

Ø   

      Asset Management

Ø  Ensure proper tracking, maintenance and recording of all SCI assets in Bosaso.

Ø  Ensure that each staff member in Bosaso is accountable for every asset assigned to them using personal issue form.

Ø  Ensure quarterly physical check of assets and submission of asset reports to relevant members for review.

Ø  Liaise with Bosaso supply chain officer and Field office Manager to recommend disposal of assets in Bosaso.

Ø  Ensure that an up-to-date filling system for all assets is maintained.

Ø  Retrieve assets and reassigned at the end of employee’s contract

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.

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

Experiences and Qualifications

QUALIFICATIONS, EXPERIENCE AND SKILLS

Academic Background:

·         Higher Diploma in Supply Chain, Business Administration, Public Administration, Economics, Finance, or other relevant disciplines.

·         Having or registering with recognized professional procurement certification institutions will be an added advantage

Experience and Skills

Young female graduates with an interest in the field of supply chain, even those with minimal experience, are encouraged to apply. This opportunity is designed to support emerging talent, offering hands-on experience and professional development in supply chain management

 Skills required

• Good written and spoken English and Somali languages
• Strong understanding of logistic, procurement, warehousing and supply chain in general
• Computer literate (including working knowledge of MS Word, Excel) and competency in development of spreadsheets and databases
• Demonstrable knowledge in the procurement process

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

Skills Required

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