Supply Chain Officer at Action Against Hunger | ACF-International

Location: Maiduguri, Borno State
Starting date: As soon as possible
Direct Line Manager: RRM Logistics Manager

Objective 1

• Support Logistics Supply Chain, review and prepare all documentation during the procurement process

Tasks & Responsibilities:

• Receive and process Purchase Requests (PR) on reception frequencies;
• Provide support in the market analysis;
• Ensure best available prices & quality, collect quotations, suppliers references;
• Review and confirm all procurement request before processing;
• Ensure that PR includes all required specifications and supporting documents;
• Update and share the Procurement Follow Up (PFU) on a weekly basis,
• Monitor deliveries to the department/bases/programmes
• Follow up the importation and clearance process of international shipments
• Facilitate Program department in making procurement request;
• Prepare request for quote, prepare assessment table and get approval according to ACTION AGAINST HUNGER standard procedures ;
• Prepare purchase contract or Supplier Purchase Order (SPO) and coordinate supplier during the delivery of the goods and services
• Arrange tender and other procurement meetings and take minutes
• Ensure all purchasing dossiers are complete and properly filled before archiving;
• Update the price catalogue with new purchase prices and/or suppliers or at least every two months
• Liaise with all supplier requests and maintain the supplier database.

Objective 2

• Support line manager in negotiating supplier framework agreements and contracts.

Tasks & Responsibilities:

• Prepare Procurement Dossiers for framework agreements and contract and update relevant monitoring tools (Procurement Follow Up and Contract Follow Up) ;
• Liaise with the contractor to ensure compliance with the contract, including initial meeting;
• Collect and prepare any supporting documents related to contract implementation or modification;
• Communicate to line manager any deviation from the initial contract.
• Ensure that all documentation required as per contract is provided by both parties;
• Collect and review all delivery documentation;
• Prepare payment transaction according to delivery and contract payment terms.

Objective 3

• Supervision of Delivery issues

Tasks & Responsibilities:

• Ensure quality & quantity control of deliveries
• Transit all equipment deliveries to the base/capital logistician and IT for codification, labelling and files equipment settings or to update inventory list before use, storage or shipping;
• Ensure packaging and shipping to bases is well done and documented. Collect all signed copies;
• Ensure all documentation is existing, updated, are properly filed and filled in folders before archiving;

Objective 4

• Reporting

Tasks & Responsibilities:

• Update and provide Procurement Follow Up (PFU) to line manager on a weekly basis
• Compile and submit relevant sections with documentation of the monthly stocks report to the Capital Logistician and the Logistics Coordinator.
• Update Contract Follow Up (CFU) and submit for monthly report to line manager
• Update and provide the Supplier List on a regular basis to line manager
• Update and provide the Framework Price List on a regular basis to line manager
• Provide Cash forecast twice a month to line manager

Internal & External Relationship
Internal:

• Supply Chain Manager: Direct Supervision -  hierarchical relationship – exchange of information
• Technical Support -  exchange of information and collaboration on procurement  matters
• If applicable - Assistant Logistician (Procurement): Line Management-  hierarchical relationship
• Logistic Coordinator: integrated approach - Coordination - sharing of information - Technical Support -  exchange of information and collaboration on procurement  matters
• Finance Coordinator/ Base Admin: exchange of information and collaboration on procurement  matters
• Base/Capital Logistician: exchange of information and collaboration on procurement  and transport matters
• Others Programme:  exchange of information and coordination (integrated approach).

External:

• Service Providers & Vendors: working relation, exchange of information, coordination,
• Local representatives of international aid organisations: exchange of information

Qualification

• Minimum of Bachelor Degree in Logistics, Procurement, Supply Chain or any other equivalent course.

Skills & Experience
Essential:

• Minimum 2 years' experience in procurement and/or logistics position
• Some experience in supervising Staff
• Strong computer skills in MS Office, especially MS Excel
• Rigorous, with strong organizational skills and attention to detail
• Strong communication skills
• Strong negotiation skills
• Professional level of English
• Ability to work in a complex environment and can bear the workload

Preferred:

• Previous experience working for NGOs an asset, particularly international and/or health-related NGOs
• Fluency in one or more National/regional languages an asset.