Title: National Supply Chain Officer – open to Somali nationals only

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.

ROLE PURPOSE:

Under the direction of the National Supply Chain Coordinator, the supply Chain officer will provide operational logistics support to the programs and logistics staff in three  area offices and where necessary provide support to all field offices under the 3 area offices  As an integral staff member of the Save the Children, the National Supply Chain officer will provide support to the programme by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of logistical activities.

SCOPE OF ROLE:

Reports to: National supply chain Coordinator

Staff reporting to this post: None

JOB TITLE:  National Supply Chain Officer (CO level) international procurement & fleet.

TEAM/PROGRAMME:  Supply Chain, Support

LOCATION: TBD

GRADE:  4                         

TYPE OF CONTRACT:  National

Contract Length: One year

CHILD SAFEGUARDING:

Level 4:  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.

ROLE PURPOSE:

Under the direction of the National Supply Chain Coordinator, the supply Chain officer will provide operational logistics support to the programs and logistics staff in three  area offices and where necessary provide support to all field offices under the 3 area offices  As an integral staff member of the Save the Children, the National Supply Chain officer will provide support to the programme by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of logistical activities.

SCOPE OF ROLE:

Reports to: National supply chain Coordinator

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.

Staff directly reporting to this post: Non

KEY AREAS OF ACCOUNTABILITY:

Procurement

• Ensure overall provision and adherence of Save the Children’s minimum standards of procurement policies procedures and oversee the implementation of the supply chain activities.
• Ensure that all procurements in the country offices are conducted in an efficient and transparent manner, in line with procurement policy & scheme of delegation of Sci
• Continuously monitor submitted requests from the different departments with the aim of consolidating similar request and creation of timely international requests.
• Work closely with regional procurement unit on international procurement request creation, approvals, quotes review and sharing with the requesting department timely for order placement.
• In liaison with the regional procurement unit produce IR trackers and share timely with the programs for reference and ease of status tracking.
• Responsible for timely communication and coordination of supplies readiness and alert area teams to prepare customs clearance timely.
• Advise the requesting department on the timelines for different orders including expiry and provide timely advise before any purchase commitment is made.
• Work closely with area medical and warehousing on product recalls/ quarantine and carry out necessary disposal as required by the country regulations.
• Ensure field country office procurement is conducted in ProSave sourcing module and suppliers are adequately trained in Ariba APP.
• Ensure active FWA is available in the country office and update the data base where necessary through ProSave and ensure all sourcing events are created compliantly.
• Supports in the market price survey to ensure market dynamics are met for international procurement
• Follow up with supply chain on timely ProSave sourcing event creation, closure of events and follow up of ProSave tickets/ issues.

Transport

• Transport costing and budgeting
• Transport contracting
• Liaison with area / field offices and the Regional Procurement Unit to arrange transport
• Import / Export documentation support
• Preparation of shipping instructions
• Supplier contract management
• Cargo verification before shipment to ensure standard packing are used
• Track costs incurred on transport on quarterly basis
• Manage relationship and performance of transport service providers
• Coordination of cargo transport and preparation of transport status updates and reports

As Focal point for Transport and Fleet Management,

• Follow-up and receive all monthly Transport and Fleet Management reports and in liaison with the IT team prepare consolidated Country office monthly reports
• Actively monitor all Transport and Fleet Management reports for accuracy / completeness / timeliness
• Identify any deviations from defined performance standards and provide technical support to the field teams to correct the deviations
• Provide technical support to the area offices in complex Transport and Fleet Management tasks
• Visit area and field offices and provide support / training
• Support area / field offices in resolution of audit queries / findings in the area of Transport and Fleet Management
• Keep the field Transport and fleet teams engaged and motivated through appropriate collaboration forums
• Identify and support continuous improvement initiatives in the area of Transport and Fleet Management

Filling and Reporting

• Keep records of necessary correspondence and IR trackers in the country and create accurate filing for future reference.
• Support National chain coordinator on relevant monthly supply chain KPI reports are produced and disseminated on time on monthly basis.
• Ensure that all paperwork is kept according to the policies and procedures of the organisation and filed neatly with supporting documents in respective files.
• Responsible for pooling of reports and contract management in ProSave and provide timely reports to the supply chain and relevant report user groups.
• Undertake any other reasonable duties requested by the national  supply chain coordinator

COMPETENCIES AND BEHAVIOURS

Delivering Results (Accomplished)

·         Maintains a broad strategic perspective at the same time as an awareness of the detail of a situation

·         Establishes clear and compelling objectives with teams and individuals and monitors progress and performance

·         Creates and applies measures and metrics to track performance

·         Holds others accountable for achieving results and challenges underperformance

·         Demonstrates financial awareness and a concern for cost effectiveness

Developing Self and Others (Accomplished)

·         Gives regular positive and constructive feedback to others

·         Identifies clear development needs and development plans through regular constructive reviews of their own performance (and their team’s where appropriate)

·         Creates space for others to learn and provides challenging and stretching tasks and assignments when people are ready for them

·         Coaches others to learn from their experiences on the job and to use the resources available to them

Problem Solving & Decision Making (Skilled)

·         Gathers the right information and uses critical thinking to make effective and timely decisions

·         Knows when to involve others in a decision

·         Simplifies processes and procedures wherever possible

Applying Technical & Professional Expertise (Skilled)

·         Delivers work that reflects a good knowledge and application of technical and professional standards

·         Keeps up to date with trends in their work area

·         Maintains ethical and professional behaviour in accordance with relevant codes of conducts

Working Effectively With Others (Accomplished)

·         Enables people from a wide range of backgrounds and perspectives to contribute to positive outcomes

·         Breaks down silo working and challenges behaviours that are not collaborative

·         Knows when to follow and lend leadership to strengthen other leaders

• Recognises when trust is broken and seeks to resolve conflict and re-establish trust