Position Title: Senior Supply Chain Officer
Activation Date: 15 September, 2021 Announced Date: 15 September, 2021 Expire Date: 27 September, 2021
About Save the Children:
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realize the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated
We know that great people make a great organization and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
SCI - Afghanistan
Save the Children has been working in Afghanistan since 1976. Our way of working close to people and on their own terms has enabled us to deliver lasting change to tens of thousands of children in the country. The UN Convention of the Rights of the Child is the basis of our work.
We are helping children get a better education, we make it possible for more boys and girls to attend school, we help children protect themselves and influence their own conditions. We work with families, communities and health workers in homes, clinics and hospitals to promote basic health in order to save lives of children and mothers
KEY AREAS OF ACCOUNTABILITY:
Management of Supply Chain Unit
- Ensure that all staff in Supply Chain are aware of their roles and responsibilities.
- Ensure that all staff in Supply Chain have clear objectives for successful performance.
- Conduct weekly unit meetings to set objectives for the week ahead.
- Ensure that all unit staff are well-supported to do their jobs well.
- Troubleshoot and collaborate with others to resolve any issues for staff that arise with regards to sourcing, buying, fleet and/or warehousing.
- As the lead for sourcing, you will be the lead to receive and record new procurement requests. Based on value of the procurement, either lead the sourcing or delegate to Procurement Officer (Sourcing).
- Establish provincial-level framework agreements that meet business needs.
- Ensure that buying staff receive quotations and/or make purchases from a diverse range of suppliers that are vetted and represent best value for money.
- Organise procurement committee meetings and facilitate the opening of bids.
- Lead on the development of well-recorded and well-written Competitive Bid Analysis and minutes of the meeting to record why and how purchasing decisions have been made.
- Review all documents before sending to Finance for payment.
- Review all documents that require approval by staff in Kabul prior to sending.
- Prioritise and monitor the daily progression of all requested goods and services on a daily basis.
- Review and maintain an accurate up-to-date supplier information database as well as a market prices database for regularly purchased items. Update information relating to the supplier should include: specification, product, delivery time, after sales service, payment method and potential development.
- Track spending levels of provincial-level framework agreements and report spending levels to the Country Office on a weekly basis.
- Ensure that the procurement tracker is regularly updated and sent to provincial staff on a weekly basis by all procurement staff.
- Ensure that the warehouse stock tracker is regularly updated and sent to provincial staff on a weekly basis by the Warehouse/Fleet Assistant.
- Ensure that all fleet and generator maintenance records, logbooks and fuel consumption records are carefully filed by the Warehouse/Fleet Assistant.
- Ensure that TIM is updated on a daily basis by the Warehouse/Fleet Assistant to reflect items that are coming in and out.
- Prepare and share the monthly Supply Chain KPI report to the Provincial Manager for review and send it to the CO Supply Chain Manager by the 5th day of the following month.
Oversight of Fleet Management
- Ensure that proper management of vehicle fleet in is taking place by relevant staff, including: scheduling of vehicle allocation for project activities, ensuring vehicles are regularly serviced and maintained according SCI schedules and procedures and drivers are trained in appropriate use and care of their vehicles.
Oversight of Stock Management
- Ensure that TIM is properly used by the Warehouse/Fleet Assistant to capture all stockable items, on a daily basis, and that the Warehouse/Fleet Assistant sends a stock report to all provincial staff on a weekly basis.
- Ensure that system-generated GRN is issued to all procurement of stockable items. [Manual GRN can only be used if and only if the Head of Supply Chain in CO approves.]
- Ensuring that stock management procedures are implemented in all warehouses and stores; that the project supplies are stored and rotated in an appropriate way, ensuring adequate controls are in place and regular stock checks are carried out to validate the systems.
- Ensure that Stock Release Forms (SRF) are filled and approved by the appropriate Budget Holder for any stocks to be released from the warehouse.
- Ensure that warehouse related procedures are followed strictly and all necessary forms are used, filled and filed correctly during receipt, storage and dispatch of the supplies.
- Conduct monthly stock checks and stock reconciliations every six months.
- Ensure warehouse log book system is in place.
Oversight of Asset Management
- Ensure that all SCI program assets are logged on the programme asset register and issued with unique SCI Asset ID numbers. Maintain tracking system of all equipment issued to the staff and that staff are trained in the use and care of equipment issued to them
- If an asset is procured at the provincial office level, it has to be immediately reported to the CO Asset Management focal person.
- Act as Supply Chain focal point for internal or external audits at the provincial level.
- Maintain a very well organized filing and documentation system, hard and softcopies, for all Procurement processes documents including PR, Quotations, POs/Contract, suppliers’ delivery notes, and other documents related to supply chain.
- Make payment requests to Finance and follow up with Finance to ensure that suppliers receive payments on time.
- Scan all procurement and payment documents and record the soft copies in appropriate HDD.
- Promote the inclusion, empowerment and promotion of female staff as equal colleagues within the workplace.
- Any other tasks assigned by supervisor.
BEHAVIOURS (Values in Practice)
- holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
- sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- widely shares their personal vision for Save the Children, engages and motivates others
- future orientated, thinks strategically and on a global scale.
- builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- values diversity, sees it as a source of competitive strength
- approachable, good listener, easy to talk to.
- develops and encourages new and innovative solutions
- willing to take disciplined risks.
- honest, encourages openness and transparency; demonstrates highest levels of integrity
- Undergraduate degree in relevant subject
EXPERIENCE AND SKILLS
- 3+ years of experience in supply chain
- Good communication and interpersonal skills
- Positive experience in managing others
- Ability to work under pressure
- Ability to work as a team player
- Fluent in Pashto and/or Dari with skills in English
- Good self-starter with effective time management skills
- Strong skills in coordinating and collaborating with others in partnership
- Positive, solution-driven, respectful and with a ‘can-do’ attitude
- Strong IT skills (e.g. Word, Excel, Powerpoint)
- Ability and willingness to travel within Afghanistan
- Experience working in humanitarian emergencies across multiple areas of Afghanistan
- Previous experience in NNGOs/INGOs, UN etc.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Qualified applicants are highly encouraged to apply for the position by filling in the online application form. In addition to the online application form, they can also attach their CV and cover letter in the online system. Please note that only the applications received through the online portal will be considered for this position.
Applicants can login to the online application system by copying and pasting the following link intro their web browser. Returning users will need to enter their username and password, first time users will need to create a user account.
It is recommended that you save your username and password for future job applications through the online system.