Field Supply Chain Coordinator job at Save the Children

Save the Children

Field Supply Chain Coordinator job Post

Location: Jobs in Uganda 2022 - 2023

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 16 February 2022

Hiring Organization: Save the Children

Job Details:

The job holder is responsible for supporting at least 60% of supply chain spend across all projects in the regional office. Serves as a focal person in-charge of internal (staff and partners) and external (suppliers, contractors and service providers) stakeholders on supply chain issues and liaison with local government and parastatals on trade matters.

Key Areas of Accountability:
• As a member of the Regional Management Team, the Field Supply Chain Co-ordinator will contribute to:
• Supply Chain Operations Management:
• Efficiently and effectively manage compliance of the recommended supply chain systems, policies and procedures in the region.
• Implement and track the essential quality frame work standards and audit recommendations to rationalize operations in the region
• Participate in partner assessment, monitoring, support and capacity strengthening visits to ensure compliance to the partner, SC and donor Supply Chain policies, principles, procedures and guidelines
• Continuously review and improve supply chain requirements and operations to harness efficiency and cost effectiveness.
• Build capacity of staff and partners in supply chain.
• Procurement Management:
• Coordinate and manage all procurement requirements of the Region in relation to Supply chain manual and ensure that all procurement is carried out according to the SCI Procurement Manual and guarantee best value for money for all requesters.
• Support the development, review and analysis of the annual project procurement plans to guide the projects the most effective means of forecasting spend and meeting beneficiary needs.
• Guide teams to ensure that the Purchase Requests are complete with clear specifications, financial codes, ARTs and appropriate authorisation.
• Conduct periodic market surveys of goods and services within the region, establish and maintain a well-defined Supplier database by initiating tender processes on standard items purchase regularly with the goal to establish standard frame contracts for frequently procured items.
• Coordinate and support all local tender processes in the region by ensuring that all requested technical and administrative processes are followed to ensure 100% transparency and fairness related to contract awards.
• Develop and quarterly update the database for service providers upon compliance vetting approval by the global centre.
• Conduct trainings and support Operational Procurement Review Committee (OPRC) on procedural issues and compliance in procurements based on the procurement processes
• Effect supplier vetting by conducting due diligence processes and compile the details of directors for all new suppliers for onward submission to the Compliance Team for vetting
• Support the establishment of strategic procurement frameworks in the region by taking lead in strategic sourcing approaches to leverage on purchasing efficiency, purchase order fulfilment and supply chain efficiency
• Prepare Benefits Approval Forms to report on the savings realized by SCI and submit the report to the Head of Supply Chain to ensure efficiency, effectiveness and economy in procurements
• Establish and maintain excellent and transparent working relations with suppliers and service providers and ensure that SCI procurement procedures and requirements are communicated and understood by suppliers.
• In collaboration with Administration, ensure supplier invoices are reconciled with the procurement tracker on a weekly basis.
• Fleet Management
• Responsible for ensuring that daily and weekly vehicle safety checks are carried out and relevant records kept with the checklists involved.
• Plan the week’s movement of vehicles to ensure that sufficient vehicles are available for all stock and personnel movements.
• Fuel reporting management and submission of Glacos sheets to Country office for all vehicles in the region on a monthly basis.
• Ensure timely maintenance and repairs of all vehicles, generators and other technical equipment by using the service providers and by following the established maintenance schedules and regulations
• Receive reports of accidents, take appropriate action and together with the Regional Area Manager, make assessments of damage and subsequent action to take regarding repairs and insurance claims
• Manage supervise and guide the drivers of the regional / district office to ensure highest possible safety for passengers and goods transported as well as the ensure best possible technical status of all vehicles
• Focal person for all outsourced vehicles and ensures all such vehicles meets safety standards for SCI
• (Regional level)
• Co-ordinate and support all transport activities within the region and all trips outside the region in close cooperation with the at the Fleet Co-ordinator to guarantee best possible usage and highest cost efficiency for all transport activities within the region
• Co-ordinate and manage the identified commercial workshop in the region to ensure highest possible quality of all technical repair work on the vehicles and ensure quick and appropriate maintenance to guarantee full availability of vehicles to the programmes
• Identify in close cooperation with the Regional Area Manager and the head of Supply Chain the need for additional vehicles and/or the need of replacement of old vehicles
• Prepare appropriate proposals on vehicle needs and forward them to the relevant managers within the region for the decision making process and the forwarding to Kampala for action
• Stock / Asset Management:
• Ensure appropriate stock control in the regional office and take responsibility for the receipt of goods, inward waybills and coordinate receipt of goods for the office. Ensure the maintenance of accuracy in delivery Notes and recording of actual quantities dispatched.
• Share with staff weekly and monthly stock movement reports from the stores in the regional office
• Co-ordinate, assist and support the regional office to guarantee the implementation of SCI standard stock management systems (Total Inventory Management System TiM) and procedures throughout the region and to ensure appropriate stock records and reporting at all levels
• Co-ordinate, assist and support all activities on Asset Management within the region in close co-operation with the IT Manager, Warehouse and Asset Co-ordinator in Kampala and the Administration Officers at the region to guarantee professional Asset Management and to establish and constantly maintain an up to date database of all fixed assets, tag assets and disposal lists in the region
• Maintain the SCI computers, printers, photocopier and communication system (telephone and radios) and ensure that they operate optimally.
• Supervise repair work done on equipment.
• Quarterly update the inventory and asset register
• Ensure timely TIM transactions fro all programme stock and act as a focal person for the country programme TiM business process and co-ordinate with finance on all necessary stock reconciliation
• Reporting and Archiving
• Ensure that the required reports as monthly Fleet Reports, monthly Stock Movement Reports, monthly Procurement Status Reports, quarterly Asset Register reports are prepared in timely and accurate manner and submitted to the the Head of Supply Chain and Regional Area Manager latest by the 5th of the following month.
• Up-date and share with staff the weekly procurement tracker
• Ensure that supply chain records and archives are kept such as inventory and asset lists, asset donation certificates, procurement meeting minutes etc
• Human Resource Management
• Ensure the training, development and growth of staff is appropriate and support professional development of staff.
• Manage the performance of direct reports through effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
• Coaching, mentoring and other developmental opportunities;
• Recognition and rewards for outstanding performance;
• Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans.

Behaviours (Values in Practice)
• Accountability:
• 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.
• Ambition:
• 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.
• Collaboration:
• 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.
• Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
• Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity

Qualifications
• A minimum of a Degree in Procurement, Supply Chain, Finance/ Business studies or the equivalent accrued from a working experience in a related position.
• Possession of a graduate or partial professional qualification inCIPs, logistics, procurement and supplies chain management is of an added advantage.
• Essential:
• At least 3 years’ experience in office administration or management, procurement preferably in an INGO
• Excellent report writing skills and experience in generating Donor compliant reports of high quality.
• Strong analytical skills and strategic planning abilities.
• Proven track record of integrity
• Computer literacy and excellent documentation skills are a must.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching
• Excellent time management and planning capacity
• Desirable:
• Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team.
• Willingness to travel and work in hard-to-reach areas, occasionally under strenuous conditions.
• Availability and willingness to work extra hours during times of humanitarian responses.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• Ability to intervene with crisis management or troubleshooting as necessary.
• Availability and willingness to work extra hours during times of humanitarian responses Computer literacy.