Supply Chain Assistant
TITLE: Supply Chain Assistant
TEAM/PROGRAMME: Supply Chain/Support LOCATION: Rakhine, Sittwe Office
Number of Position: 2
GRADE: NAT-5 CONTRACT LENGTH: Fixed Term
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 vetting process staff.
ROLE PURPOSE: The Supply Chain department in Rakhine provides a full range of logistics services to the field office program. The department is made up of several teams including the Procurement team who ensure goods and services required by the projects are procured in a transparent, efficient and accountable manner. The Procurement team is handling all approved procurements, and process them according the SCI and donors regulations in force. Logistics Assistant(Warehouse & Fix Assets)is responsible to manage preparing, receiving, controlling, storing and dispatching of all goods and dispatching goods to beneficiaries. To control and handle assets stock, management and store good handling system according to the SCI Supply Chain policy and procedures.
SCOPE OF ROLE:
Reports to: Procurement Officer
Staff reporting to this post: Nil
Budget Responsibilities: No Financial Approval
Role Dimensions: No regular Contract
KEY AREAS OF ACCOUNTABILITY :
Logistics
• Assist Logistics Officer in keeping records of Assets documents and maintain good filling system.
• Asset Registration when new asset is arriving and new purchasing.
• Issuing assets to users with PIFs (Personal Issue Form) and tracking status.
• Regular checking of Assets Register and manage to fill all gaps in the Register.
• Ensure all SCI staff understand/ comply with SCI Asset Management Guidelines and assist Logistics Officer in communicating with staffs.
• Maintain and accurately update the Area office’s Asset Register and other filed offices assets.
• Receiving and performing quality control on the new assets from suppliers, for example, ensuring that the quality and quantity match the Purchase Order.
• Ensure all assets are tagged and recorded in the Asset Register before being assigned to projects or individuals.
• Responsible for the repair and service process to in line with procurement procedure.
• Coordinate communication with the IT team regarding the receipt of new and old assets.
• Assist to Logistics Officer to collecting the data information report from all offices (e.g. Monthly report, Quarterly Report, Donor Report and Audit Checking ….).
• Keep Supply Chain/ Logistics documents are filed systematically and carefully.
• Receive, control and record with necessary documents for all incoming/outgoing goods from/to SCI warehouse.
• Proper storage procedures and standards are in place in the warehouse with Warehouse team.
• Ensure that stock cards, bin cards and related stock reports at the SCI Warehouse are properly updated under support of Logistics Officer
• Packaging for stocks and supplies in direction of Logistics Officer
• Carry out monthly stock count accurately with Logistics and report any discrepancies occurred
• Assist in payment process for Warehouse daily expenditures (Labour charges, Transport costs, etc.,)
Procurement
In consultation and under supervision of the Procurement Officer:
• Perform daily procurement activities as the procurement focal person in coordination with the requestor, budget approvers and suppliers as required in transparent manner.
• Responsible for getting all required signatures on procurement documents in relate with sourcing (e.g. PR, RFQ, RFP, CBA, PO/Contract, meeting minutes, file note, Waiver /Contracts, Payment authorization) in a way that follows SCI procedures and ensure that the processes are compliant with SCI policy and procedures.
• Assist Procurement Officer for communicating with suppliers in order to get quotes, specifications and quality information for related procurement process for Goods / Services.
• Ensure all the suppliers are vetted before PO/Contract and Regular monitoring of each procurement activities and red flag to line manager for any signs of fraud and corruption related signs.
• Receives invoices from suppliers, checking they are correct and complete, and forward payment requests together with all necessary supporting documentation to Procurement Officer, monitoring the process to ensure payment is made on time to the supplier.
• Ensure the compliance of all Goods / Services buying procurement processes with supporting documents, especially before purchase orders and payment authorization stage.
• Make sure negotiations with suppliers are performed in efficient ways and in line with procurement policy and manuals while achieving the best value for money.
• Assist Procurement Officer on conducting of local Market survey and price list survey.
• Regular updating related procurement process to procurement data administrator to get quality data for procurement KPI report and other Procurement reports if required. Ensure all the updated/changed data and information are captured in relevant tracker and documented.
• Respond flexibly to changing program needs, reprioritizing tasks in a logical, sensible way and in coordination/consultation with the Procurement Officer
• Works closely with the Procurement Officer to ensure all necessary paperwork is provided for the supply chain management filing system and Payment.
• Comply with all relevant Save the Children policies and procedures with respect to child safeguarding, anti-bribery, transparency, conflict of interest and other relevant policies.
• To undertake any additional duties as designated by the Procurement Officer and/or Procurement Coordinator.
• Conduct procurement activities in the ProSave system for all procurement processes appropriately in compliance with the system.
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
• Always acts in the best interests of children
QUALIFICATIONS,EXPERIENCE AND SKILLS
• At least one year professional experience, ideally with an international organization
• Bachelor’s degree or equivalent level of working experience.
• High level of skills in Microsoft Excel, Word and Outlook
• Attention to detail and excellent numeric accuracy.
• Ability to keep clear and concise records.
• Ability to understand and follow organizational procedures.
• Experience of managing a complex filing system: both paper and electronic.
• Good team working & communication skills.
• Flexibility under pressure and in response to changing needs.
• A good level of spoken and written English.
• Experience in logistics, supply chain and/or humanitarian work
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.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
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.
All staff has an obligation and a responsibility to:
• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
• Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”.
• Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.
• Be vigilant about observing possible child abuse/harm in their personal and professional lives.
All managers have the above responsibilities as well as ensuring
• Their staff are doing the above.
• That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
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