Supply Chain Assistant - Katsina at Save The Children

ROLE PURPOSE:

• The Supply Chain Assistant is responsible for supporting the management of vehicle fleet, assets and warehouse, communications and procurement to ensure effective, transparent and accountable Supply Chain support to the Save the Children Programs in Katsina. Liaison with program teams to ensure adequate Supply Chain consideration for coordination and planning of program implementation. Providing technical support and guidance to program teams on Supply Chain elements of procurement and distribution planning.

SCOPE OF ROLE:

Reports to: Field Team Lead

Staff directly reporting to this post: Driver

KEY AREAS OF ACCOUNTABILITY:

Procurement

• Manage procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Quotes, Purchase Orders, Goods Received Notes, etc.); support the state team lead to execute procurement actions in line with SCI protocols and procedures, filling all relevant document (PR, quotes, CBA, PO etc.).
• Provide regular updates to programme teams on progress
• Support supplier evaluation and Procurement Committees as required
• Ensure items procured match programmatic requests, and are of good quality, reliable and value for money
• Receive invoices from suppliers, checking if they are correct and complete, and forward payment requests together with all necessary supporting documentation to finance, monitoring the process to ensure payment is made on time to the supplier.
• Respond flexibly to changing program needs, reprioritising tasks in a logical, sensible way and in coordination/ consultation with the Team Lead and CO procurement team.
• Communicate and exchange information effectively with colleagues and other team especially for supplier has changed contacts, product detail specifications, payment terms & conditions, delivery due date and payments.
• Assist the CO Procurement Coordinator Sourcing with the evaluation, modification, renewal and establishment of Framework Agreements (FWA).
• Support the Procurement Coordinators to prepare the status/management information reports.
• Work closely with other procurement/supply chain team members and give necessary support when needed
• Ensure that at all times Save the Children procurement policy and procedures are implemented and adhered to and are within compliance to donor regulations
• Responsible for ensuring Supplier Enablement activities are carried out so that as many suppliers as possible transact with SCI through the Ariba Network.
• Responsible for Vendor Management activities if this is not carried out by Procurement Coordinators (Sourcing).
• Provide ProSave support and Procurement advice for requestors.
• Monitoring and accountable for Procurement KPIs in the field office
• Other duties assigned by the Supervisor as and when required.
• Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there
• Prepare 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 projects
• Prepare monthly summary reports on the procurement and Supply Chain support functions, identifying problems in operations and solutions proposed
• Monitor procurement and Supply Chain support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets

Warehousing Management :

• Acknowledge reception of items in good order and condition
• Count and record the quantity on appropriate documentation
• Cross-check quantities and quality in accordance with delivery documents and planned reception
• Supervise loading and offloading of delivery and distribution trucks
• Ensure proper storage of commodities in shelves or pallets not to exceed maximum stack heights
• Ensure organization of the items by type, shipment, FEFO & FIFO.
• Keep clean the store and secure stocks
• Ensure pest control is in place and monitored on a daily basis
• Separate infested stocks from good stock
• Daily management of the store for cleaning or stocking
• Daily monitoring of stock levels
• Daily monitoring for expiry dates and quality problems
• Daily update of movements of commodities in/out of the store
• Enter all data into stock and bin cards
• Update warehouse operation data into the Warehouse management software (TIM)
• Preparation of weekly / monthly consumption report
• Conduct of cyclic counts and inventories in accordance to project schedule
• Planning of the needs and requisition of re-supplies
• Check 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 problems

Transport & 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 schedule
• Responsible for tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
• Ensure vehicles have current and lawful documentation.
• Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
• Receive 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 plans
• Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance
• Collate and share the ProFleet reports
• Management of driver

Asset Management

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
• Oversee the issuance and return of assets to/from staff
• Ensure good condition of assets and maintain asset condition reports.
• Conducting assets verification
• 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.

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 use
• Report all security incidents in writing in a timely manner
• Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner

Administration & 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 basis
• Produce profleet report and share with Abuja on a monthly basis
• Produce Supply Chain site report, vehicle and generator cost performance report.
• Update Asset Register and send to capital office every month
• Update 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 policies
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
• Carry out any other tasks required by the line manager

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• accuracy and timeliness in all areas of responsibility
• high level of accuracy in work, and ability to analyse complex sets of relationships and situations
• holds self and others accountable

Ambition

• creating best-in-class EA function
• future-orientated, thinks pro-actively

Collaboration:

• working effectively with stakeholders to achieve common goals
• excellent communication and interpersonal skills
• builds and maintains effective relationships, with their team, colleagues, members and external partners
• approachable, good listener, easy to talk to

Creativity:

• designing more effective admin systems
• willing to take disciplined risks

Integrity:

• honest, encourages openness and transparency, demonstrates highest levels of integrity.

SKILLS & EXPERIENCE

Administrative & General Skills

• Level of Education – Bachelor’s Degree in Logistics/Procurement, Supply Chain Management or Business Related Field
• Communication & Interpersonal Skill Level - Excellent
• Language Requirements – English - Excellent
• Level of IT Expertise Required - Good

Experience Expectations

• Desired Number of Years Prior Experience in a Similar Role – 2 years
• Experience in procurement and Supply Chain with INGOs
• Experience in a relatively insecure field-based environment