Supply Chain Coordinator - Beirut

ROLE PURPOSE:

The post holder will have oversight on the different functions of procurement, assets, warehouse and fleet. S/he will be responsible of ensuring appropriate support to Save the Children International’s (SCI) operations in the area office in compliance with the policies and procedures. S/he will ensure that the supply chain needs are planned and delivered as expected with the best quality and value. The role holder will be the technical focal point for SCI’s program teams and partner staff and will play a crucial role capacitating SCI’s partners.

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: Area Manager

Indirect:  Supply Chain Manager

Staff reporting to this post: Supply Chain Officers

KEY AREAS OF ACCOUNTABILITY:

Programme implementation/management

Supply Chain Planning

• Support on and lead the development of projects’ procurement plans, update procurement plans quarterly.
• Consolidate all the procurement requests for products/services and update the sourcing pipeline accordingly.
• Advice Area Manager and Supply Chain Manager on agreements needed for the Area office based on the consolidated sourcing pipeline.
• Voting member in procurement committee members up to $ 100,000 “sourcing procedure”, and leading on procurement process above $ 100,000,  assuring tender documents for Open Tender & Formal Quotation are in place and compliant with SCI policy and procure. Leading on the procurement process and outcome (RFQs, evaluation criteria including scoring scheme, CBA, MOM, Drafting the agreement, Issuing POs).
• Provide estimates for goods/services based on historical data and market analysis for projects’ design.
• Work with Program Manager to agree on standard Kits for projects and advicing Supply Chain Manager and Area Manager on the right kit.
• Ensure Supply Chain KPIs are maintained within the minimum requirement by seeking products/services that offer the best value for money within the shortest timeframes.

Supply Chain and Procurement Management

• Manage the supply chain requirement of the Zahle Area Office.
• Ensure that all procurements are carried out in accordance with appropriate Save the Children policies, standards, SCI Global Procurement Policy and Manual and where required and donor rules.
• Ensure 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 program needs.
• Draft and establish contracts/agreements through proper procurement processes and maintaining (Payments, delivery, timeframe, Cap limit).
• Ensure that all purchase requests have valid budget codes by validating them through BVA (Budget Versus Actual Report).
• Hire External Individual Consultants including teachers, service companies/individual and Consultancy Firms as per SCI procurement manual for consultants by leading on the procurement processes and drafting contracts and releasing payments upon submitting deliverables.
• Rent centers for program by following a proper procurement process.
• Communicate effectively the status on procurement via Source 2 Pay (procurement system) report, update and responding to any inquiries.
• Be proactive in advising staff of delivery schedules, any pending decisions to be made about procurement, product specifications, and grant end dates.
• 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.

Assets Management

• Manage Zahle assets (Inventory check, Assets tracker, assets relocation, disposal, coordination with field offices and country office).
• Implement and maintain Save the Children Asset Management System (registration, control and tracking).
• Keep up-to-date lists of all assets and inventory items in compliance with Save the Children policy and update on monthly basis.
• Cooperate with relevant departments to ensure proper tracking methods are followed to monitor the movement/changes of any assets across the country and ensure proper control/handling of equipment at all times.
• Ensure damaged or broken assets are reported and filing of all Repairs/Return Requests.
• Ensure that a Quarterly Physical Checks in all field offices are done on Assets and inventory items and missing items reported correctly.

Warehouse Management

• Manage all warehouses tasks in the area office, (Warehouse transactions, implementation of SOPs).  
• Conduct sport and regular inventory checks together with the inventory committee members and report to Program Manager, Area Manager and Supply Chain Manager).
• Assure warehouse management system is in complying with SCI’s policies & procedures.

Fleet Management

• Manage the fleet tasks for the Zahle Area Office (Preparing weekly movements plan in coordination with staff, assigning driver for each movement, analyzing fleet and advising the Area Manager on the GAP and how to enhance the utilization and monitor the fleet consumption).
• Ensure and analyze the Monthly Reports and share the narrative of the findings with the budget holders and head of departments, and Head of Supply Chain.

Team Management and Capacity Building

• Support Zahle Area Office by providing technical support and reviewing procurement processes.
• Individual coaching for Supply Chain Officers to enhance the capacity of colleagues in the department and ensure that the procurement processes comply with SCI’s Global Procurement Policy and Manual.
• Build capacity for Supply Chain team, assuring all staff are aware of Supply Chain policy & procedure, and working through the Source 2 Pay (procurement system) for raising purchase request.

Partnerships Management

• Support in partnership assessments and capacity building as requested by AM/HSSM.
• Provide technical guidance for partners.
• Conduct verification and monitoring visits for partners.
• Support the implementation of the partners’ capacity building plans.

External Relationships and Representation

• Lead the negotiation process with identified suppliers.
• Conduct market assessments every 6 months to check the availability of supplies in the market and USD/LBP prices of goods/services.
• Ensure market is assets regularly for new suppliers to supply the recurrent needs of activities/ projects.
• Register new suppliers in SCI’s Source 2 Pay system do the proper vetting process.
• Supplier Management (Monitor and evaluate the performance of the suppliers based on the quality of the goods/services, delivery lead time, and time of response).

General

Source 2 Pay Sourcing License “Key User”:

• Handle sourcing & complex procurement process.
• Ensure all requests, orders and agreements are executed in Source 2 Pay (ProSave) properly.
• Analyze the monthly Supply Chain reports and share the narrative of the findings with the Area Manager, budget holders, head of departments, and Head of Supply Chain:

1. Procurement Report
2. Supplier database
3. KPIs report
4. Asset Register
5. Procurement Plans (for each grant)
6. Sourcing Pipeline
7. Warehouse Report

• 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 

• University degree in a relevant field of study
• Fluency in both Arabic and English written and verbal

EXPERIENCE AND SKILLS

Essential:

• Minimum 5 years of experience in Supply Chain (procurement, transport and distribution, warehouse, contracts management and stock management) preferably within a humanitarian context.
• Excellent IT skills.
• Strong organization and negotiation skills and good attention to details.
• Ability to write reports and business correspondence.
• Good communication and influencing skills.
• Ability to work in and contribute to team building environment.
• Strong interpersonal and communication skills.
• Capacity building skills.

Desired:

• Chartered Institute of Supply and Management (CIPS) or similar international Certification
• Previous experience in Lebanon and previous similar responsibilities in implementing similar context projects and activities
• Certificate in SCI procurement essentials

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.