Supply Chain Assistant at Save The Children

KEY AREAS OF ACCOUNTABILITY:

Transport & Fleet:

• Managing and tracking all vehicles on the fleet, including movement planning and day-to-day allocation 
• Manage, maintain, and repair vehicles in safe and efficient working order.
• Ensure that vehicles are checked daily, and that regular service and maintenance are carried out as per the agreed schedule.
• Ensure vehicles have current and lawful documentation.
• Manage service agreements related to vehicle maintenance and fueling. 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 and drop-off times ensuring drivers are briefed on movement plans.
• Ensures SCI travel SOP is adhered to at all times.

Asset & Facility 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.

Procurement and Supply:

• Oversee 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 country 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 on which, they are expected to be supplied to the projects.
• Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed.
• Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets.

 Administration & Reports:

• Maintain all logistics and procurement files in an organized, accurate and up to date manner.
• Line manages, coordinates, monitors, and guides the work of the drivers, and supply chain assistant.
• Produce weekly procurement tracker and send it to program manager and country office.
• Produce logistics and procurement site report, vehicle and generator cost performance report.
• Update Asset Register and send to country office every month.
• Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to the country office once per month.
• Comply with all relevant Save the Children policies and procedures concerning 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.

Safeguarding:

• Ensures all suppliers and service providers understand SCI safeguarding policies before they are engaged.
• Ensures SCI safeguarding policies are upheld at all times by the service providers.

SKILLS & EXPERIENCE

Administrative & General Skills

• Level of Education – Degree.
• 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
• Experience in procurement and logistics with INGO.
• Experience in a relatively insecure field-based environment.

Educational Qualification requirement

• Bachelor's degree (BSC) or Higher National Diploma (HND), a Postgraduate qualification in related fields is desirable but not mandatory.
• Membership of professional supply chain organization is desirable.