ROLE PURPOSE:

The Supply Chain Assistant will directly support the procurement and logistics functions and requirements as part of the supply chain management. This includes the management of the organization’s assets, procurement and logistics.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal job description and be able to vary working hours accordingly.

CHILD SAFEGUARDING:

Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore, a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).

SCOPE OF ROLE:

Reports to: Supply Chain Coordinator

KEY AREAS OF ACCOUNTABILITY:

Procurement:

• Make sure that all procurements carried out have clear specifications, are best value for money, transparent, accountable, subject to fair competition and are meeting agreed lead times and programme needs.
• Make sure that all procurements process & documentation to be done through ProSave system (S2P).
• Make sure that no procurements are carried out without budget holder approval, either directly or as properly delegated.
• Suppliers are managed professionally, impartially and with no appearance of impropriety.
• Documentation demonstrating accountability for each order is filed appropriately.
• Facilitate procurement processes for single and simple quotation process in compliance with SCI and Donors manual and policies
• Assure the implementation and follow up of Contracts and Framework agreements.
• Make sure that all procurement is carried out in accordance with appropriate Save the Children policies, standards, Country Procurement policy & manual and where required, donor rules.
• Receive and process invoices, process payment of suppliers for items delivered.Follow up the payment process with Finance to ensure SCI fulfils its obligations to suppliers.
• Prepare weekly, monthly, and quarterly procurement status reports for all purchases.

Asset:

• Maintain a proper filing of all documents related to Assets.
  Assist Supply Chain Coordinator in conducting the physical count of North Area Office Assets.

Warehouse:

• Ensure all goods are tracked by Description, Source of Funds (SOF) Code and Project Code
• Alert Budget Holders/Program Managers when stocks are approaching minimum stock levels or perishable goods are approaching their expiry date and carrying out any required destruction of stock.
• Assure using Total Inventory Management (TIM) in all daily warehouse transactions.
• Assure Regular Physical Checks are done inventory items every six months and assure Spot Physical Checks are done for inventory items and missing items reported correctly.

Fleet:

• Ensure that all passengers follow the security procedures, COVID-19 for fleet and rules (e.g.seatbelts)
• Responsible for fleet management and developing movement plan in coordination with Head of Sectors.
• Record all work and costs for each vehicle in logbooks and vehicle files.
• Report technical problems and breakdowns to Supply Chain officer

Relationship Management:

• Maintain positive working relationships with SCI colleagues, both program and Supply Chain staff.
• Communicate effectively the status on procurement via weekly tracker update and responding to any inquiries.
• Be proactive in advising program staff of delivery schedules, any pending decisions to be made about procurement, product specifications, and grant end dates.

External Relationships/Representation

• Assist Supply Chain Coordinator in conducting Market Assessment every 6 months to check the availability of supplies in the market and USD/LBP prices of goods/services.
• Assess the market regularly for new suppliers to supply the recurrent needs of activities/ projects.
• Register new suppliers on ProSave (Procurement online system) and do the proper vetting process.

General

• Ensure and analyze the Monthly Reports (Assets and Fleet) and share the narrative of the findings with the Supply Chain Coordinator.
• Make sure all procurement processes are documented and archived in soft and hard copies and are well organized and ready for internal/external audit reviews.

QUALIFICATIONS:

• Bachelor Degree in Business Administration or related fields.
• Fluency in written and spoken Arabic and English.

EXPERIENCE AND SKILLS:

• Minimum 1 year of experience in Procurement; preferably within a humanitarian context.
• Proficient in MS Office applications.
• Strong organization and negotiation skills.
• Detail Oriented.
• Ability to write reports and business correspondence.
• Good communication and influencing skills.
• Ability to communicate effectively with multi-level personnel as well as vendors and their representatives.
• Ability to work in and contribute to team building environment.

Desired

• Experience with Oracle, Source to Pay, Enterprise Resource Planning.
• Experience with Finance and Supply Chain business processes within Non- Governmental Organizations.