Supply Chain Assistant at Future Resilience and Development Foundation (FRAD)

Purpose of the Position

• The Supply Chain Assistant will provide administrative and operational support to the Procurement and Logistics team in the planning, procurement, receipt, storage, documentation, and distribution of goods and materials required for FRAD Foundation's programs.
• The position will support efficient supply chain processes, accurate record keeping, proper inventory management, timely delivery of supplies, and compliance with organizational policies and procedures.
• The role will also assist in maintaining effective coordination with suppliers, service providers, program teams, warehouses, and field offices.

Key Responsibilities

Procurement Support

• Assist the Procurement and Logistics team in implementing procurement activities in accordance with FRAD Foundation policies and procedures.
• Support the preparation and processing of purchase requests, requests for quotations, purchase orders, and other procurement documents.
• Assist in obtaining quotations from approved and potential suppliers as directed.
• Disability + Accessible environment = Inclusion, Building Resilience, Leave No one behind
• Support the comparison and documentation of supplier quotations and other procurement information.
• Maintain organized procurement files and ensure all supporting documentation is properly filed.
• Follow up with suppliers on quotations, orders, delivery schedules, and outstanding procurement issues.
• Assist in maintaining an updated supplier and service provider database.
• Ensure procurement documentation is complete, accurate, and properly authorized before processing.

Logistics and Supply Chain Support

• Assist with the coordination of the movement and delivery of goods and materials to project and field locations.
• Support the planning and scheduling of deliveries in coordination with program and logistics teams.
• Track the status of ordered goods and ensure timely delivery to the required locations.
• Assist in coordinating transportation arrangements for goods and materials.
• Support loading, offloading, transportation, and distribution activities when required.
• Ensure goods are handled, transported, and delivered safely and appropriately.
• Report delays, shortages, damages, or other supply chain challenges promptly to the supervisor.

Inventory and Warehouse Support

• Assist in receiving, inspecting, counting, and recording goods and materials delivered to the organization.
• Ensure received items correspond with approved purchase orders, delivery notes, and other relevant documentation.
• Support proper arrangement, storage, labeling, and protection of items in the warehouse or storage facilities.
• Maintain accurate stock records, stock cards, bin cards, and inventory registers.
• Assist with periodic physical stock counts and reconciliation of inventory records.
• Report damaged, expired, missing, or obsolete items to the supervisor.
• Support the issuance and distribution of items based on approved requests and authorization.
• Ensure proper documentation of all receipts, issues, transfers, and returns of stock.

Documentation and Record Keeping

• Maintain accurate and up-to-date procurement, logistics, inventory, and delivery records.
• File purchase requests, quotations, purchase orders, invoices, delivery notes, goods received notes, waybills, and other relevant documents.
• Assist in maintaining both physical and electronic supply chain records.
• Support the preparation of routine procurement, logistics, inventory, and supply chain reports.
• Ensure that all records are readily available for internal reviews, audits, and donor compliance requirements.
• Maintain confidentiality and proper control of procurement and supply chain information.
• Disability + Accessible environment = Inclusion, Building Resilience, Leave No one behind

Supplier and Service Provider Coordination

• Maintain professional communication with suppliers and service providers on procurement and delivery matters.
• Follow up on pending orders and communicate delivery schedules to relevant staff.
• Assist in monitoring supplier performance in relation to quality, quantity, price, and delivery timelines.
• Report supplier-related challenges, delays, discrepancies, or non-compliance to the supervisor.
• Support the procurement team in maintaining effective relationships with approved suppliers.

Compliance and Internal Controls

• Ensure all assigned supply chain activities comply with FRAD Foundation policies, procedures, and approval processes.
• Support compliance with donor rules and applicable procurement and logistics standards.
• Ensure appropriate segregation of duties and authorization procedures are followed.
• Identify and report any discrepancies, irregularities, or potential risks in procurement, inventory, or logistics processes.
• Adhere strictly to FRAD Foundation's Code of Conduct, safeguarding policies, anti-fraud and anticorruption measures, and other organizational policies.
• Maintain high standards of integrity, transparency, accountability, and professionalism.

Program and Field Support

• Work closely with program teams to understand and respond to supply requirements.
• Support timely delivery of program materials to project locations.
• Assist field teams with stock requests, distribution documentation, and supply-related queries.
• Participate in field-level inventory verification and distribution activities when required.
• Provide timely updates to the supervisor on procurement and supply chain activities.

Reporting and Other Duties

• Provide regular updates to the supervisor on procurement, logistics, inventory, and supply chain activities.
• Assist in preparing weekly, monthly, and project-specific supply chain reports as required.
• Participate in stock-taking, procurement planning, audits, assessments, and other supply chain exercises.
• Identify opportunities to improve efficiency, cost-effectiveness, and accountability within supply chain processes.
• Perform any other duties relevant to the position as assigned by the supervisor.
• Performance Measures
• Performance will be assessed based on:
• Disability + Accessible environment = Inclusion, Building Resilience, Leave No one behind
• Timely and accurate completion of assigned procurement and supply chain tasks.
• Accuracy and completeness of procurement, inventory, and logistics documentation.
• Effective tracking and follow-up of procurement orders and deliveries.
• Timely reporting and meting up dateline
• Proper maintenance and reconciliation of inventory and stock records.
• Timely availability and delivery of goods and materials to program locations.
• Compliance with FRAD Foundation procurement, logistics, and financial procedures.
• Effective coordination with suppliers, program teams, and other relevant stakeholders.
• Proper handling and safeguarding of organizational assets and supplies.
• Reliability, accountability, integrity, and professionalism.
• Ability to identify and promptly report supply chain challenges and discrepancies.

Qualifications and Experience

Minimum Requirements

• Minimum of HND, or Bachelor's degree in Supply Chain Management, Procurement and Supply
• Management, Logistics, Business Administration, Accounting, Economics, or a related field.
• Minimum of 2–3 years of relevant experience in procurement, logistics, supply chain, warehousing, inventory management, or a related function.
• Previous experience working with an NGO, humanitarian organization, development organization, or similar institution is highly desirable.
• Good understanding of procurement and supply chain processes.
• Experience with inventory management, stock control, and procurement documentation.
• Good knowledge of Microsoft Office applications, particularly Word and Excel.
• Ability to maintain accurate records and work with procurement and inventory documentation.
• Knowledge of local markets and suppliers in Borno State or the North-East region is an added advantage.
• Required Competencies, Skills, and Personal Attributes
• Good understanding of procurement, logistics, and supply chain principles.
• Strong organizational and administrative skills.
• Good record-keeping and documentation skills.
• Good numerical and analytical skills.
• Proficiency in Microsoft Word, Excel, and other relevant office applications.
• Strong attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to coordinate effectively with suppliers, staff, and field teams.
• Ability to prioritize tasks and meet deadlines.
• Strong sense of responsibility, accountability, and integrity.
• Ability to work effectively under pressure and in challenging field environments.
• Ability to work independently as well as part of a team.
• High level of professionalism and confidentiality.
• Commitment to humanitarian principles and organizational values.