TITLE:  Supply Chain Officer

TEAM/PROGRAMME: Supply Chain

LOCATION: Mogadishu

GRADE: 4

CONTRACT LENGTH: 1 year with possibility of extension

CHILD SAFEGUARDING:

Lavel-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 supply chain officer is responsible for providing all warehousing, procurement, transportation, assets and   support requested by the programs, office as well as handling documents and filing.

SCOPE OF ROLE:

Reports to: Area Supply Chain Coordinator

Staff reporting to this post: 2-Supply chain assistants

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 650 staff

KEY AREAS OF ACCOUNTABILITY:

Procurement responsibilities

·         Responsible for Moagdishu procurement requests from all department and prepare purchase plans with a view of ensuring cost effectiveness, timely procurement and quality of goods.

·         Receive quarterly procurement plans from the program managers/supply chain manager and implement as per order.

·         Ensure procurement procedures are carried out in line with Save the Children policy and the Minimum Standards of procurement.

·         Ensure donor procurement policies, guidelines and specific requirements are strictly met.

·         Timely organization of bid opening and ensure to finalize minutes of the bid/ committee consensus on time.

·           Coordinate with all program me colleagues on the procurement requests submitted and ensure their finalization on timely manner.

·          Ensure to meeting supply chain reporting requirement on monthly basis on 1st of every month

·         Ensure supplier invoices are collected timely for payment facilitation.

·         Lead  in the solicitation of process of RFQS/ RFP in line with SCI procurement policy at Moagdishu office

·         Responsible for supplier mapping and quarterly market price update to ensure market dynamic is met with in Mogadishu

·         Responsible for contract management of completed procurement for release/ renewals of applicable department contracts.

·         Responsible for filing and archiving of procurement files neatly as per SCI filing system.

·         Responsible for implementation of all procurement related policies, business ethics and code of conducts inline with SCI policies.

Warehouse and Stocks Management

·         To be responsible for the stores management and implementation of systems- Total inventory (TIM) management in data entry for all project stock when received and release from the system for any corresponding release requested.

·         Monitor office stock levels and advise on appropriate stocking and replenishment to meet project demands.

·         Ensure appropriate packing and loading of materials for dispatch and supervise material loading, and unloading.

·         Track and confirm delivery of stock to their final destination.

·         Update and maintain stock levels by periodically reporting medical supplies at least 6 months before expiry.

·         Responsible for ensuring each item is stored in the appropriate manner, is easy to access and has an updated stock card /Bin Card including minimum reorder level.

·         Maintain a complete filing system to include all documentation e.g. GRNS, inventories, waybills, packing lists, distribution reports etc.

·         Ensure that any incoming items match the waybill, LPO and advise the LO of any exceptions and to issue Goods Received Notes (GRN’s) for any items received.

·         Ensure the stores kept in a good condition, locked, are clean, and tidy all the time.

·         Check into the temperature requirement of the medical supplies and ensure all the medicine confirm to the required specific temperature requirement.

·         Weekly reporting of the medical stock for updating the status of what stock balance is available, the nature and condition.

·         Plan medicines and supplies management activities to complement and coordinate with project activities.

·         Ensure the proper labelling and storage of drugs and supplies in the warehouse and make sure that drugs are used before their expiry dates.

·         Keep safety stock of essential drugs for emergency use.

·         Calculate/compile the monthly consumption of drugs and submit to supply chain  coordinator timely.

·         Put a system in place to minimize wastage of drugs and supplies.

·         Ensure that program supplies are available in a timely manner.

·         Comply with all policies and regulations related to safety, cleanliness and infection control in the warehouse.

Carry out any other duties and/or responsibilities assigned by the immediate supervisor.

Transportation & Freight

·         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.

·         Liaise with program teams on medical supplies delivery by ensuring that distribution plan schedule is objective with availability of approved documentations for release.

·         Ensure release and receipt of stock is coordinated and communicated properly by updating the concerned departments/ stakeholders.

·         Advice on the local transportation means with the intent of ensuring security of the stock is monitored and assured.

·         Update records of any release/ receipt and timely sharing of release documentation.

Fleet management

Ø  Endure fleet data is accurate and filed properly on monthly basis.

Ø  Supervise the fleet usage and ensure to implement an efficient way of vehicle utilization processes.

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

Ø  Support the supply chain coordinator in vehicle allocation and usage among SCI programme departments/ staff.

Ø  Monitor fleet contracts and advice contract end dates timely.

Asset Management

Ø  Responsible for tagging, recording, reporting and safeguarding at field level

Ø  Responsible for asset user form recording and updating when assets change hands.

Ø  Recommend disposal of assets through the asset disposal committee where applicable for obsolete/ irepairable assets

Ø  Responsible for leading asset counts/ verification both mid term and annual exercises.

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