Supply Chain Officer - Zahle

ROLE PURPOSE:

The post holder will be responsible for the Supply Chain (Procurement, Assets, Warehouse, Fleet) planning, daily management, reporting and compliance with SCI policies and procedures. He/She will collaborate and coordinate with Programs/Support Departments and Field Offices to ensure a harmonized operational system and also ensure timely and effective supply chain services that support timely program implementation.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

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).

SCOPE OF ROLE:

Reports to: Supply Chain Coordinator

KEY AREAS OF ACCOUNTABILITY:

Programme Implementation/Management

• Coordinate, prepare and extract information requested for purchasing from the active/secured budgets, coordinate with budget holders and draft procurement plans and pipeline, and update on a quarterly basis by arranging and conducting meetings with head of departments and budget holders.
• Make sure all procurement is carried out in accordance with appropriate Save the Children policies, standards, SCI Global Procurement Policy and Manual and where required, donor rules.
• Make sure 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 programme needs.
• Draft and establish contracts/agreements through proper procurement processes and maintaining (Payments, delivery, timeframe, Cap limit).
• Assure purchase requests have valid budget codes by validating them through BVA (Budget Versus Actual Report).
• Hire external individual consultants, consultancy firms and service companies/individual as per SCI procurement manual for consultants & service by leading on the procurement processes.
• Coordinate with all sectors departments to conduct proper procurement processes for certain utilities and products/services and processing monthly payments (Internet, Recharge Cards, Online Subscriptions, Staff Insurance, etc…).
• Provide advice and support on maintenance, repair and management of assets and equipment and utilities.
• Communicate effectively the status on procurement via Source 2 Pay procurement system weekly, analysis and advice relevant staff.
• 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.
• Update requester, budget holder and area manager on the stock for each grant, notifying them on the remaining inventory on monthly basis.
• Provide advice and support on maintenance, repair and management of assets and equipment and utilities.
• Support Supply Chain Coordinator on fleet management.

Programme Design/Development

• Consolidate all the procurement requests for products/services and update the procurement plans and sourcing pipeline accordingly.
• Provide input to the Area Manager, Supply Chain Manager and budget holders about the agreements needed as per the souring pipeline.
• Coordinate with Supply Chain colleagues from Field Offices and collect input and data for establishing potential agreements to cover all SCI offices.
• Lead on the sourcing procedures, schedule and organize procurement committee meetings with voting members, technical advisors and observers and maintain proper records of the meeting events by developing a Minutes of Meetings (MOM).  
• Draft Benefit Approval Form (BAF) after major negotiations and discounts.
• Provide advice and input on prices of goods/services based on historical data and market analysis for designing budgets.
• 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.

Team Management and Capacity Building

• Individual coaching, supervising and consultation to enhance the capacity of colleagues in the department and ensuring procurement processes are in compliance with SCI Global Procurement Policy and Manual.
• Conduct procurement refresher sessions on policy and system for departments and programs.

Partnerships Management

• Conduct and take part in SCI Procurement Manual and Policies inductions to local partners.
• Support Supply Chain Coordinator in monitoring the procurement processes within local partners and ensure they are processed in compliance with SCI Global Procurement Policy and Manual.
• Support Supply Chain Coordinator in partnership assessment and capacity building as requested by Area Manager / Supply Chain Manager.

External Relationships/Representation

• Conduct Market Assessment every 6 months to check the availability of supplies in the market and USD/LBP prices of goods/services.
• Assess the market regularly for new suppliers to supply the recurrent needs of activities/ projects.
• Register new suppliers in SCI’s supplier database and 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

• Assure all request, order and agreements are executed in Source 2 Pay (ProSave) properly, staff can refer for support in ProSave (Procurement online system).
• Ensure and analyse the Monthly Reports and share the narrative of the findings with the Area Manager, budget holders, head of departments, and Head of Supply Chain:

Procurement Report

Supplier database

KPIs report

Asset Register

Procurement Plans (for each grant)

Sourcing Pipeline

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.
• 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 and ensure proper control/handling of equipment at all times.
• Ensure damaged or broken assets are reported and filing of all Repairs/Return Requests.
• Assure Quarterly Physical Checks are done on Assets and inventory items in Zahle Premises and missing items reported correctly.

QUALIFICATIONS:

• University degree in a relevant field of study.
• Fluency in written and spoken Arabic and English.

EXPERIENCE AND SKILLS:

Essential

• Minimum 3 years of experience in Supply Chain; preferably within a humanitarian context.
• Proficient in MS Office applications, Procurement & Warehouse software/system.
• Strong organization and negotiation skills.
• Good attention to details.
• Ability to write reports and business correspondence.
• Good communication and influencing skills.
• Ability to effectively communicate with multi-level personnel as well as vendors and their representatives.
• Ability to work in and contribute to team building environment.

Desired

• Chartered Institute of Supply and Management (CIPS) or similar international Certification.

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.