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Supply Chain Assistant

Supply Chain Assistant
Company:

Save The Children



Job Function:

Purchasing

Details of the offer

Job Details Job ID: 210000O9Location: Lokoja, KogiEmployee Status: Fixed TermTeam: Development ProgrammeGrade: 5Post Type: NationalChild SafeguardingLevel 3 - The responsibilities of the post may require the post holder to have regular contact with children or young people and, in the overseas context all posts are considered to be level 3 posts in view of potential situations which may allow staff unsupervised access to vulnerable children and young people.Role PurposeThe Supply Chain Assistant is responsible for supporting the management of vehicle fleet, assets, communications and procurement to ensure effective, transparent and accountable Supply Chain support to the Save the Children Programs in Kogi.Liaison with program teams to ensure adequate Supply Chain consideration for coordination and planning of program implementation.Provide technical support and guidance to program teams on Supply Chain elements of distribution & procurement planning.Scope of Role:Reports to: Procurement and Logistics ManagerStaff directly reporting to this post: 2 DriversKey Areas of AccountabilityProcurement and Supply:Manage procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)Check the availability and prices of requested items in the local market; liaise with the capital office if procurement must be conducted therePrepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projectsPrepare monthly summary reports on the procurement and Supply Chain support functions, identifying problems in operations and solutions proposedMonitor procurement and Supply Chain support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgetsEnsure the office is well stocked with necessary supplies stationeries and other consumablesAll arrangements for meetings and conferences as required ensuring these are delivered to a high Oversee quality and cost effectivelyWarehousing and Inventory Management:Acknowledge reception of items in good order and conditionCount and record the quantity on appropriate documentationCross-check quantities and quality in accordance with delivery documents and planned receptionSupervise loading and offloading of delivery and distribution trucksEnsure proper storage of commodities in shelves or pallets not to exceed maximum stack heightsEnsure organization of the items by type, shipment, FEFO & FIFO.Keep clean the store and secure stocksEnsure pest control is in place and monitored on a daily basisSeparate infested stocks from good stockEnter all data into stock and bin cardsUpdate warehouse operation data into the Warehouse management software (TIM)Preparation of weekly / monthly consumption reportConduct of cyclic counts and inventories in accordance to project schedulePlanning of the needs and requisition of re-suppliesCheck and maintain Store security measures, e.g. locks, windows, and maintain SCI key management policy.Report to the line manager / security responsible in case of problemsStock Monitoring:Monitoring of stock levels at the health facilitiesReceiving and collation of monthly LMIS reports from health facilitiesShelf life monitoring for health commoditiesDaily update of movements of commodities in/out of the storeParticipate in Monitoring and Supporting supervision at health facilitiesTransport & Fleet:Ensure that SCI and Hired vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed scheduleResponsible for tracking of all vehicles on the fleet, including movement planning and day-to-day allocationEnsure vehicles have current and lawful documentation.Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reportsReceive travel requests, and maintain trip schedules and Staff Movement Board.Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plansEnsure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advanceAsset Management:Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposalsOversee the issuance and return of assets to/from staffEnsure good condition of assets, and maintain asset condition reports.Ensure leased properties are in good habitable conditions. Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.Report any defective communication equipment or service and check on running costs with Finance to ensure no misuse occurs.Ensure the data network (internet) is operational and cost effective. Report any defective IT or office equipment to the Field Team Lead or Abuja IT Department.Communication and Security:Ensure adherence to communication protocol at field level.Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective useReport all security incidents in writing in a timely mannerEnsure that all equipment and supplies in Field Office are maintained in a safe and secure mannerAdministration & Reports:Maintain all Supply Chain files in an organized, accurate and up to date manner; develop shared electronic & manual files to ensure easy access to information.Line manage, coordinate, monitor and guide the work of the drivers any other Supply Chain support staff by managing performance on an on-going basisProduce weekly procurement tracker and send to Procurement and Logistics ManagerProduce Supply Chain site report, stock status report, vehicle and generator cost performance report.Update Asset Register and send to capital office every monthUpdate the vehicle cost schedule and produce regular vehicle performance and cost reports and send to capital office once per month.Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policiesWork in close collaboration with the finance and administration departments to ensure effective operations and strong team spiritCarry out any other tasks required by the line manager.Skills and Behaviours (our Values in Practice)Accountability:Accuracy and timeliness in all areas of responsibilityHigh level of accuracy in work, and ability to analyse complex sets of relationships and situationsHolds self and others accountableAmbition:Creating best-in-class EA functionFuture-orientated, thinks pro-activelyCollaboration:Working effectively with stakeholders to achieve common goalsExcellent communication and interpersonal skillsBuilds and maintains effective relationships, with their team, colleagues, members and external partnersApproachable, good listener, easy to talk toCreativity:Designing more effective admin systemsWilling to take disciplined risksIntegrity:Honest, encourages openness and transparency, demonstrates highest levels of integrity.Skills & ExperienceAdministrative & General Skills:Level of Education - Bachelor's Degree in Logistics / Procurement, Supply Chain Management, Business, Health Logistics related FieldCommunication & Interpersonal Skill Level - ExcellentLanguage Requirements - English - ExcellentLevel of IT Expertise Required - Good.Experience Expectations:Desired Number of Years Prior Experience in a Similar Role – 1 yearExperience in procurement and Supply Chain with INGO, Government or private institutionExperience in health supply chain management is desirableExperience in a relatively insecure field based environment.Working ConditionsAbility and willingness to travel to projects and stay in basic conditions when necessary.


Source: Whatjobs

Job Function:

Requirements


Knowledges:
Supply Chain Assistant
Company:

Save The Children



Job Function:

Purchasing

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