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.

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 Garowe office.

Reports to: Supply Chain Officer

Dimensions: Save the Children works in 4 regions in Somalia/Land with a current staff complement of approximately 600 staff.

Staff directly reporting to this post:   None.

Procurement responsibilities:

• Support the supply chain officer to deliver 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.
• Assist the supply chain officer about timely solicitation of RFQs, ITTs, RFP and bid openings
• Coordinate with program colleagues on the procurement requests submitted and ensure their timely finalization
• Support the Supply Chain officer timely preparation and submission of monthly procurement reports
• Ensure supplier invoices are received timely for payment facilitation
•  Support the Supply Chain Officer/coordinator on supplier mapping and quarterly market surveys to ensure market dynamics are incorporated
• Support the Supply Chain Officer on contract management to ensure timely payment releases and renewals

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

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 Garowe.
• 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/Assist the Transport and Warehousing Officer to 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 paper work exists in assets file, as per Save the Children policies.
• Assist the Transport and Warehousing Logistics Officer to ensure that all assets are properly maintained and looked after. Any misuse and abuse is 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 paper work 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:

In the absence of the Transport and Warehousing Officer, 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 on a daily basis 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, remain in operational condition at all times.
• Assist the Warehousing and Transport Officer to 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:

In the absence of the Warehousing and Transporting Officer, 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 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.

Delivering Results (Skilled)

·      Delivers timely and appropriate results using available resources

·      Takes responsibility for their work and its impact on others

·      Plans, prioritises and performs tasks well without needing direct supervision

·      Understands the link between their work and the organisation’s objectives

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 (Skilled)

·      Actively listens to new and different perspectives and experiences of those they work with

·      Proactively supports team members and trusts their capabilities

·      Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups

·      Minimum Diploma in Procurement or business administration or accounting or other relevant Subject.

• Minimum 2 years proven work experience in logistics/supply chain with NGO’s and INGOs as well financial institutes
• Proficiency in Using computer applications

·      Good Written and spoken English and Somali languages

This extends not only to children with whom SCI and its partners work directly, but also includes children whom staff are responsible for.  SCI believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children International’s Code of Conduct sets out the standards which all staff members must adhere to.

Declaration of commitment:

I …………… understand and agree to undertake my responsibility in accordance with the above listed accountabilities/activities and also abide the terms and conditions of the contract

Signature: ……………….                                                                                 Date: ………………