TITLE: Supply Chain Assistant (Procurement and Logistics)
TEAM/PROGRAMME: Supply Chain
LOCATION: Kogi, Nigeria
GRADE: 5
CONTRACT LENGTH: Till December 2023
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.
SCOPE OF ROLE:
Reports to: Supply Chain Manager
Staff reporting to this post: 2
Role Dimensions: Relationships, communication with stakeholders
KEY AREAS OF ACCOUNTABILITY:
Procurement Management:
Manage procurement requirements of the Field Office; implement procurement as per approved guidelines, manual, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
Check the availability and prices of requested items in the local market.
Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
Prepare monthly summary reports on the procurement and supply chain support functions, identify problems in operations and propose solutions.
Monitor procurement and supply chain support costs in liaison with the Finance unit to ensure that expenditures remain within approved budgets.
Reconcile supplier invoices with Finance unit using the invoice
Monitor procurement KPIs and SCEs for Kogi FO.
Fleet Management
The Supply Chain Assistant is responsible for supporting the management of vehicle fleet, assets, communications and procurement processes to ensure effective, transparent and accountable Supply Chain support to the Save the Children Programs in Kogi.
The Supply Chain Assistant is responsible for the supervision of Drivers and assigning Driver for each vehicle and travel request.
Ensure that SCI and Hired vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
Responsible for tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
Ensure vehicles have current and lawful documentation.
Manage service agreements related to vehicle maintenance and fueling.
Monitor fuel consumption and submit monthly reports
Receive travel requests, and maintain trip schedules and Staff Movement plan.
Inventory and Warehouse Management
Receive commodities and/or items in good condition using Good Warehousing Practice.
Count and record the goods received with appropriate documentation
Conduct quality checks in receiving goods into the warehouse.
Supervise loading and offloading of delivery and distribution trucks
Ensure proper storage of commodities in shelves or pallets not to exceed maximum stack heights
Ensure proper warehousing of the goods received or items by type, shipment and FEFO.
Keep the warehouse neat and clean.
Ensure pest control is in place and is monitored on a daily basis
Update warehouse operation data into the Warehouse management software (TIM)
Ensure proper stock inventory management and documentations.
Preparation of weekly / monthly consumption report
Check and maintain Store security measures, e.g. locks, windows, and maintain SCI key management policy.
Report to the line manager / security responsible in case of problems
Asset Management:
Maintain up-to-date inventory of all assets using an asset register and recording all asset movements and disposals.
Oversee the issuance and return of assets to/from staff
Ensure good condition of assets, and maintain asset condition reports.
Ensure leased properties are in good habitable conditions. Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.
Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.
Report any defective communication equipment or service and check on running costs with Finance to ensure no misuse occurs.
Ensure the data network (internet) is operational and cost effective. Report any defective IT or office equipment to the Field Team Lead or Abuja IT Department.
Communication and Security:
Ensure adherence to communication protocol at field level.
Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use
Report all security incidents in writing in a timely manner
Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner
Administration & Reports:
Maintain all Supply Chain files in an organized, accurate and up to date manner; develop shared electronic and manual files to ensure easy access to information.
Line manage, coordinate, monitor and guide the work of the drivers any other Supply Chain support staff by managing performance on an on-going basis
Produce weekly procurement tracker and send to Procurement and Logistics Manager
Produce Supply Chain site report, stock status report, vehicle and generator cost performance report.
Update Asset Register and send to capital office every month
Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to capital office once per month.
Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
Carry out any other tasks required by the line manager.
Attend to other duties assigned by line manager or designate.
Safeguarding
Ensure that stakeholders and suppliers that we work with comply with SCI safeguarding policies.
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
MANDATORY:
Degree in Business Administration, Supply Chain, Management, Engineering and other related fields.
Minimum of 3 years’ work experience and preferably with some experience in the iNGO space.
People management skills.
DESIRABLE
Professional supply chain qualifications.
Experience with SAP/ ERP platforms and MS Office applications.
Computer savvy.
EXPERIENCE AND SKILLS
MANDATORY:
Ability to prioritize own workload, work independently, be pro-active, innovative, and work to timelines.
Proficient in computer skills with an excellent working knowledge of spreadsheets and databases.
Supply Chain management experience
Thorough understanding of standard procurement and logistics rules and guidelines.
Good interpersonal and team skills.
Proven ability to be flexible in demanding situations.
Ability to handle a large volume of work systematically, effectively, and accurately.
Ability to take ownership of all responsibilities and honour commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules.
An understanding of Nigeria local laws and other compliance regulations.
Ability to navigate new technologies easily.
Added Advantage:
Knowledge of ProSave and other SAP/ ERP platforms.
Experience working in a multi donor environment is considered an advantage.
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.
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.