Supply Chain Manager TDH IT-MLB-SCM001

Objective 1: Ensure proper implementation of TDH IT Lebanon Delegation’s Supply Chain (50%)

Tasks

Understand TDH Supply policies and values, including the thresholds and procedures for each market and its specificities per donor.

Conduct regular Market Assessments to create and follow a supply strategy that could ensure adequate pricing of goods and services, and minimum quality and ethics standards

Analyze the mission’s supply plan and create a Long Terms Agreement (LTA) strategy for 2019. Lead on developing specifications and terms of reference for the identified LTAs

Ensure that every project has a proper and actualized Procurement Plan and consolidate them in a mission Supply Plan.

Assist the consolidation of Procurement Requests (PR) and assure its correct process.

Train the requesters in the correct use of PR when needed and always when a new person arrive to the mission.

Ensure the correct procurement procedure is apply according to the threshold amounts. Participate in the evaluation of bids and proposals and ensure that all evaluation documentation (bid evaluation report, technical evaluation, minutes of opening etc.) adheres to TDH IT guidelines.

Continuously track all procurements on the Procurement Follow-Up (PFU) form with the aim to provide data to monitor and evaluate the overall procurement performance; Upload the updated PFU to SharePoint periodically.

Create a price catalogue and update it periodically with new purchase prices.

Create and maintain a list of suppliers, in coordination with the Procurement Officer, providing the kind of experience that have been encountered during the transaction with them for future reference (list which supplier supplies what, if they have a fair price, good availability, can deliver in a timely manner, or should be avoided for what reasons).

Manage the Contract Follow Up and assure its update and accurate.  

Assure all the tendering documents are done in a cost-effective and transparent manner in line with TDH IT and donor/s specific policies

Bring immediately to the attention of Log Coordinator any evidence of fraud, waste, abuse, or any illegal or suspicious activity with any supplier, vendor, contractor, or anyone part of the procurement process within or outside of TDH.

Objective 2: Ensure the proper Stock and Transportation of goods management (15%)

Tasks

Responsible for the Warehouse Management, assuring that;

Warehouse fits with TDH minimum standards (clean, dry, properly lit, well organized, areas identified, goods on pallets…)

The access is restricted to the staff with responsibility over the stock, and security is implemented.

All items are identified by their PR reference on the RN, stock card, SRO, loss reports, DN, …

Goods are stored by batch number/expiry date and expiry date are monitored

Pest control is in place

Assure the Stock Release Orders, Delivery and Reception Notes are implemented, used and archived correctly. Help/substitute the Procurement Officer in their production when needed.

Train the requesters in the correct use of SRO when needed and always when a new person arrive to the mission.

Assure that the transportation is anticipated in the requests

Assure that a transport plan is implemented and shared with the other logistics staffs and programs

Responsible for identify and properly contract Transportation Companies 

Objective 3: Ensure/Produce the correct implementation and update of every Logistics Archive according to TDH IT procedures. (35%)

Tasks

Ensure that all supporting documentation is prepared and filed according to donor/s and TDH IT procedures

Request to the programs team all the necessary attachments (such as request letters, External Reception and Delivery notes, verification sources, pictures before/after, attendance list, etc) both in paper and electronic format

Maintain a scanned copy of the Purchase Dossier with the relevant signatures and store it safely. Ensure backup copies are done.

Be the final responsible of the Purchase Dossier for all the procurement activities and ensure is filed appropriate.

Responsible to centralize every PD in Delegation Office

Participate in the internal/external Audits, assuring the documentation provided is complete, clear and organized.

Know and participate, in coordination with the rest of the colleagues in the department, of every Logistic Archive (equipment, fleet, etc.). Being the final responsible of the compliance and update of all of them. 

Objective 4: Security

Tasks

Respect the security rules specified in the security plan, assure that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.

Communicate to the security Officers of the working location any security related information or noncompliance with the security plan

Objective 5 : Support humanitarian activities of Terre des Hommes

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.