Supply Chain Coordinator

Job Description

INTRODUCTION

Save the Children has been working in Rwanda since 1994 in partnership with the Government of Rwanda (GoR) and local stakeholders to promote a bright future for children. We have experience working in all 30 districts across the country. The main areas of focus are education, child protection, child rights governance, and health and nutrition in humanitarian and development contexts.

GENERAL BACKGROUND

Save the Children (SC) is the world’s largest independent child rights organization, underpinned by a vision of a world in which every child attains the right to survival, protection, development, and participation. Our mission to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives. Save the Children implements both development and humanitarian assistance programs in Rwanda and Burundi.

ROLE PURPOSE:

These values and principles include a commitment to the mission of Save the Children International, team orientation, quality management and leadership development, and introducing systems and procedures to strengthen staff motivation and productivity.

The Supply Chain Coordinator has overall day-to-day management responsibility for the Procurement, fleet, and warehousing management of the Field Office of Kirehe.

The Supply Chain Coordinator has the responsibility of ensuring that procurement processes at the field office Kirehe are being done in line with SCI procurement policies and that the office has an available fleet of vehicles to support program activities. S/he will ensure that the fixed assets at the field office are managed in line with the asset management guidelines and that records are properly maintained. The Supply Chain Coordinator will also ensure that warehouses are well managed with records properly maintained.

S/he will be responsible for ensuring that key organizational principles and approaches, such as child participation, sound monitoring and evaluation systems, financial control, and compliance will be achieved in the period. She/he will be responsible for ensuring that lessons derived through implementation will be well articulated and documented. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY: 

General 

In accordance with the Head of the Supply Chain: 

• Ensure the Area Office has made readiness and preparedness provisions to support all existing and future program needs in terms of Supply Chain activities.
• Develop a medium-to-long term Supply Chain plan for the Area Office – including identifying future procurement needs, optimizing fleet, assets, and warehouse/inventory management.
• Communicating effectively with senior management in the Area Office and Country Office – reporting on key activities, providing updates, and escalating key issues.
• Participate and contribute to the new Awards process, giving technical Supply Chain advice.
• Carry out inductions with new staff on aspects of his/her role and areas of expertise.
• Represent Save the Children on Supply Chain-related workshops or trainings.
• Support the implementation of the Sourcing Pipeline, especially sourcing procedures related to the activities of the Area Office.

Procurement 

• Evaluate the supplier market for commonly purchased commodities and develop a supply strategy for items that can be purchased locally.
• Ensure all PRs are processed in a timely and compliant manner.
• Ensure that “value for money” is achieved through competitive and transparent Procurement processes.
• Ensuring that all procurement is carried out in line with appropriate processes, procedures and documentation in line with Save the Children policies and where required to do so donor rules.
• Making sure that order schedules and delivery lead times are met, if not, informing in advance all those that may be affected by the delay.
• Ensuring that approved suppliers and framework agreements are used at all times during procurement of goods
• Developing and maintaining price lists of all commonly used program supplies
• Ensuring that Procurement Requisition has all the necessary information filled including charge code and required signatures.
• Ensure the payment is submitted timely to Finance respecting all the Procurement File Checklists and keep track of paper procurement files – from receipt of the PR or initiation of the procurement, and identify what should be in the file and what stage the file is at.
• Keep the record of the Contracts and FWA and alert the line manager for expiring contracts.
• Notify the line manager of any other issue/challenge in the procurements that does not meet standards procedures.
• Any other duties as may be assigned.

Fleet Management 

• Ensure SCIs fleet of owned and rented vehicles is managed in full compliance with SCIs regulations, local laws, and best practices.
• Ensure all drivers are adequately trained in key areas such as Defensive Driving, Safety & Security, Child Safeguarding, etc.
• Ensure accountability of the fuel management/consumption and maintenance of SCI vehicles.
• Ensure updates of fleet management systems and monthly reporting are accurate and done in a timely manner (i.e. Fuel Report, ProFleet, Fleet Service Charge, IVMS…).
• Providing support and direction to the head driver in transport management and ensuring that they are executed in line with SCI guidelines
• Maintaining and updating all required records and paperwork for vehicles and drivers.
• Managing fuel and maintenance contracts as needed.
• Ensuring that planned preventative maintenance is carried out on both vehicles and generators to a high standard with minimum disruption to program activities.
• Ensuring that all drivers are briefed on and adhere to Save the Children policies and procedures.

Warehousing and Inventory Management 

• Ensure all Warehouse(s) are operated in an efficient, effective, and compliant manner, following Save the Children’s policies and procedures, including the Total Inventory Management (TIM) system.
• Ensure stock is managed effectively, communicating with programs to ensure the timely distribution of goods to beneficiaries.
• Where necessary evaluate Warehouse needs and set up additional warehouse space if required.
• Collaborate with relevant stakeholders to implement the general warehouse activities, including inventory management ensuring the warehouse is properly maintained, clean, and organized per SCI standards.
• Ensuring that all incoming and outgoing stock is controlled according to SCI procedures and that all appropriate paperwork is in place.
• Supervise the Loading & Offloading of all goods received and ensure that required documents are signed and filed according to Save the Children policy.
• Making proper arrangements for receiving and dispatching commodities
• Ensuring that regular stock reconciliation is carried out and any discrepancies are properly investigated and reported to the budget holders.
• Ensure that the required forms for stocks movement are filled
• Keep records of generator fuel used on a daily basis.
• Keep the Store and ensure that stock cards are properly recorded and carry out stock inventory regularly as scheduled quarterly and annualy.
• Compiling required weekly, monthly, quarterly and annual reporting and as assigned.
• Ensuring that all incoming and outgoing stock that are targeted for beneficiary distributions and program use and all GIK are captured into TIM by the Supply Chain Assistant
• Endorsing for approval stock movements that have been captured in TIM
• Ensuring that stock in TIM and Physical inventory are properly reconciled and are always balancing.
• Ensure all BIN cards are linked with quantity and field location.
• Ensure medical supplies are stored as per required Save the children and Global pharmaceautical standards.
• Ensure that all warehouse stock balances, as determined by regular physical inventories, reconciles with stock as per accounting records: warehouse stock cards and BIN cards.
• Comply with all relevant Save the Children policies and procedures with respect to Code of Conduct, Child Safeguarding, Whistle blowing Policy, Fraud and Dishonesty policy, health and safety, equal opportunities and other relevant policies.
• Conduct stock counts twice annually and support the field offices in conducting their stock counts and produce monthly reports.
• Monitor the SOF end and Expiration dates of the commodities and alert program managers and supply chain manager on the need to distribute or dispose expired items.

Asset Management 

• Ensure Area Office assets and GPE (General Programme Equipment) are checked and all changes are real-time updated in the master Asset Register or Asset management system.
• Support the Country Office Team in managing the full asset lifecycle and ensure the assets are handed over or disposed of on time and in an appropriate/sustainable way, in accordance with SCI and donor rules and regulations.
• Ensuring that all assets have been issued a unique identification number and tracked on Asset Register
• Regularly updating the asset register whenever transfers, disposal, changes in condition and procurement take place with details of that transfer, disposal etc.
• Coordinating a full physical verification of asset register at least once a year to verify that the assets are in place and their condition.

Team Management and Capacity Building

• Ensure effective line management of Supply Chain staff of the Area Office, including D2P (Develop To Perform) annual objectives set-up and evaluations, allocating responsibilities and tasks to available staff.
• Work with staff members to develop their technical skills and capabilities.
• Build and maintain strong business partnering with other functions – especially Programmes and Finance – to improve and ensure smooth implementation of procurement and logistics activities.

Governance, Systems, Tools and Processes

• Implement and ensure compliance with all our Procurement, Fleet management, Asset management, and Warehousing & Inventory Management Policies, Manuals, and established Procedures.
• Set a strong tone from the top that fraud is unacceptable.
• Ensure that we are using recognized systems and processes, including ProSave, ProFleet, TIM, e-Asset…

QUALIFICATIONS 

• A Diploma or bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics.

EXPERIENCE AND SKILLS

• 1-6 years of prior work experience in a similar role in an NGO or private commercial sector
• Experience in solving complex issues through analysis, the definition of a clear way forward, and ensuring buy-in.
• Great interpersonal and communication skills including negotiation and relationship building
• High level of integrity/confidentiality and ability to work as part of a professional team
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• High level of computer literacy. Especially excellent MS Excel/Word skills.
• Good oral and written communication skills; Fluency in spoken and written English;
• Commitment to Save the Children’s values
• High level experience in Procurement system, Fleet management system and Inventory management system.

Application Deadline: Click here 

Deadline: 09th December 2024

CHILD SAFEGUARDING

This position is Child safeguarding Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ANTI-HARASSMENT POLICY

We are committed to ensuring a safe working environment for all those who work for us and for all those who come into contact with our staff and representatives, including children and members of the communities with whom we work.

SCI takes a zero-tolerance approach to sexual harassment and any other conduct that is discriminatory or disrespectful to others.

We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.

*Note that only shortlisted candidates will be contacted. *

*Disclaimer: Save the Children International does not charge any kind of fee at whichever stage of the recruitment process.