Supply Chain Management Officer - Maternity Cover

Action against Hunger is an international non-governmental, private, apolitical, non-religious and non-profit organization created in 1979. Its goal is to combat hunger and dangerous situations that threaten men, women, and children. Currently 500 expats and more than 5,000 employees are working for Action against Hunger in more than forty-six countries working in projects concerning four areas of focus: nutrition, health, food security and water and sanitation. 

In Lebanon, the Syrian crisis continues to generate political, social, and economic pressure due to the war in Lebanon and keeps more than 1.5 million refugees in a situation of increasing vulnerability. In this environment of political, economic and social uncertainty, our teams have maintained their high levels of humanitarian response and aid to Lebanon. Likewise, our interventions have been maintained in the Bekaa and northern areas, as well as in the south of the country, with a special focus on working in partnership or in consortium with other organizations and on institutional strengthening of the relationship with both donors. institutional, such as with local authorities and entities

The SCM Officer is responsible for the management of all Supply Chain Management activities directly at Beirut level, and at base level by providing technical support to the Logistics teams.

She/He will be responsible for ensuring compliance with internal ACF policies and procedures for any and all procurements across the mission, either directly themselves or by providing technical guidance to staff as identified or requested by the Logistics Coordinator.

Objective 1: Ensure the smooth running of the supply chain (planning, order, purchase, storage and deliveries) (30%)

Supervision of the program procurement process

Enforcement of ACF and donor logistics guidelines in all logistics procedures

Obtaining necessary data for Project Procurement Plans and project proposals

Establish framework contracts with appropriate suppliers according to the Kit Log V3.6 guidelines and under the supervision of the Log Manager

Support Logistics Coordinator in preparing PPP and Supply Plans as requested

Monitoring and updating of Supply Plans

Organize the procurement planning with the Base Logs, LogCo and Programs

Anticipate the different markets and procedures to be respected according to AAH procedures as well for donors

Make sure AAH logistical procedures are respected and supervise both clients and suppliers in the application of these procedures

Controlling deliveries to bases and programs in terms of quantity and quality

Informing the Admin of the forecasted expenses

Ensure payments are submitted in timely manner to Finance

Follow-up with Finance for payment release

Ensure that PFU, SFU, Stock Reports, CFU are relevant

Conduct market and supplier survey on regular basis. Where necessary support program managers in program related market assessments

Ensure suppliers database is updated

Objective 2: Procurement (20%)

Drawing up a planning of the monthly purchases according to supply plans

Responsible to ensure AAH purchases in the best period, at the best price, in the required quality

Review and validate the information filled in PRs (specification, delivery times, prices…), Cross-check the items on PR with stock availability before starting the procurement and provide feedback or request modifications if necessary

Manage all program-related procurements and prepare all relevant documentation (preparing RFQ, collection of quotations, negotiation with suppliers, preparation of Assessment tables, 

agreement forms, SPO, contracts, etc)

Leads national tender procedures in coordination with Logistics Coordinator and Base

Logistics

Follow up with contract implementation

Ensure compliance to the contract by Action Against Hunger and Contractor/ Supplier

Objective 3: Develop, implement, and monitor Framework Agreement Strategy (20%)

Drawing up a planning of the mission Framework Agreements needed

Responsible to ensure AAH has in place the necessary agreements for an efficient operation and a timely emergency response.

Drawing up a Framework agreement strategy in coordination with the bases and technical teams.

Review and consolidate documents necessary to launch the framework agreements

Follow-up the orders related to the Framework agreements

Realizes follow-up visits to suppliers to provide recommendations about their service

Carries out sample checks to ensure the services and products received are up to the quality level required

Questions and reopens markets when the prices might have change to ensure best value for money

Objective 4: Reporting and coordination (15%)

Providing reports on monthly basis and upon request

Ensuring proper achieving of supply chain documentations 

Ensuring there is communication between supply team and programs 

To draw a market assessment system to monitor the relevant markets

Participate in weekly procurement meetings with Programs and/ or Base Admin to 

coordinate future needs, provide update regarding supply and prepare procurement 

planning accordingly

Provide a regular reporting on operational logistics activities to the Base Logs and LogCo

(weekly Sit-rep, Monthly Log Reports – PFU, SFU, CFU, Stock Report)

Share the PFU, SFU with Base Logs and LogCo and Program Managers 

Make sure all the supply chain documentation (PD, PR, SRO, DN, etc.) is scanned and archived in soft copy (on Office 365) and in hard copy in the archiving room

Supports in the development of SOP related to SCM

Monitor the scanning of the documentation and the proper archiving on the NAS/NHF and in the cabinets on a regular basis

Provide purchase dossier for any audit purpose

Deliver Hard copies of the Purchase Dossiers to the capital on monthly basis if required

Develops and implements a market assessment to follow-up the relevant markets in coordination with technical teams

Objective 5: Ensures compliance in the SCM (15%)

Improve the awareness of AAH policies in SCM

Implementation of spot checks to procedures carried out at mission level

Carries out audits to procurement procedures based on the application of the KitLog v3.7 and the donor guidelines

Identify risks in the SCM and the mitigation measures

Reinforce the “explanatory note” strategy ensuring all the dossiers are understandable for external eyes.

Draws work plans to improve the lessons learned from external and internal audits

Conduct random field visits to monitor the implementation of the contracts and its rules when required

Objective 6: Support humanitarian activities of Action Against Hunger

Support the emergency interventions of the organization as per the employee’s abilities.

Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities.

Providing temporary support to other bases’ logistics teams (trips to other bases)

Promote gender equality within the humanitarian and/or development work

Objective 7: Other Miscellaneous Responsibilities 

Respect of AAH Charter and internal rules

Respect AAH Security Policies

Be committed to participate to any other work in order to achieve the project goal

Promote gender equality within the humanitarian and/or development work

Any other work duties assigned by Base Logistic Manager within scope of logistic issues

Action against Hunger is committed to preventing any type of unwanted behaviour at work such as but not limited to sexual harassment, sexual exploitation and abuse, lack of integrity and/or financial misconduct; We expects all staff and volunteers to share this commitment through endorsing our code of conduct and other related policies and only those who share our values and code of conduct will be recruited to work for us.