TEAM/PROGRAMME:  Emergency Nutrition Response

LOCATION: Based in Axum

GRADE: 3B

CONTRACT LENGTH: 6 months

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.

ROLE PURPOSE: 

The role will manage the Supply Chain team in the Field Office. The role has accountability for all Supply Chain activities in the Field office – including all procurement processes, fleet management, asset management and warehouse management.

The Coordinator will be accountable for the custody, accounting, and reporting of all commodities delivered to SCI as Goods in Kind (GIK) or procured from different Donors. The coordinator will establish and maintain Commodity tracking, documentation, and reporting systems in the SCI operational areas. S/he will supervise and build the capacity of Warehouse Officers, and other program staff on all aspects of commodity management in the field. It is the key responsibility of the Coordinator to prepare and submit timely and accurate commodity reports to the donors through the SCI line of reporting.

The coordinator will also manage the warehouses in the SCI operational areas. This includes coordination with relevant people in the emergency field office including warehouse officers, supplier, transporter and other stakeholder on timely delivery of emergency relief material in various places as per the requirement.

The role is responsible to ensure that all Supply Chain activities in the Field Office are managed in accordance with the timescales set and agreed and SCI’s systems, policies and procedures, to support our programmes to deliver outstanding results for children.

SCOPE OF ROLE:

Reports to: program manager

Staff reporting to this post: Warehouse Officer, Procurement Officer, and Fleet Officer.

KEY AREAS OF ACCOUNTABILITY:

General

• Ensure the Field Office has made readiness and preparedness provisions to support all existing and future programmes needs in terms of Supply Chain activities.
• Develop a medium-to-long term Supply Chain plan for the Field Office – including identifying future procurement needs, optimizing fleet, assets, and warehouse / inventory management.
• Communicating effectively with senior management in the Field Office and Country Office – reporting on key activities, providing updates and escalating key issues.
• Carry out inductions with new staff on aspects of his/her role and areas of expertise.
• Represent Save the Children on Supply Chain related workshops or trainings.

Commodity Accounting and Reporting

• Ensure compliance with WFP Regulation and all applicable WFP reporting requirements for TSFP commodities.
• Prepare monthly and quarterly commodity reports and submit to the SCI Nutrition Manager for review.
• Ensure field warehouse teams input in a timely manner all data regarding commodity arrivals per waybill receipts, commodity dispatches, transfers, and balances into Log.
• Ensure that all warehouse stock balances, as determined by regular physical inventories, conform to other commodity accounting records: warehouse ledger, stack cards, Master Commodity Ledger.
• Ensure that the field warehouse teams maintain an updated filling system for all commodity accounting records: Ledgers, Stack Cards, Dispatch Authorization Plans, Distribution Plans, Waybill etc.
• Prepare commodity distribution and receive reports for SCI & report consumption on a regular basis/ monthly/quarterly basis.

Procurement

• Support the proper implementation of the ProSave activities at field offices.
• Support the FO on ProSave trouble shooting and capacity building Support review of procurement plans & define FOs procurement strategies.
• Provide support on management of complex/high volume procurement.
• Review and approve Tenders/RFQ as per field office request before advertising the RFQs.
• Review and approve procurement process done via tendering process Review procurement contract and advise field offices with the objectives to reduce procurement-related risks.
• Support the field offices in any procurement related activities to enhance the delivery of program/project implementations.

Fleet Management 

•  Support the Field offices in developing a plan for a Fleet replacement strategy aiming to efficiencies and sustainability.
• Ensure that key SCI standards concerning fleet management are in place
• Ensure all documents related to fleet management are well kept at the field office level, and other supporting documents for payment and reporting are shared to the country office on due time.

Warehousing and Inventory Management 

• Ensure TIM usage and follow up on inventory management in line with SCl policies and procedures.
• Act as TIM escalation path for Field offices for TIM related issues and refers to CO and Global TIM support in case of need together with the Country office warehouse and Inventory Management team.
• Support the Field office engaging in initiative to manage Admin stock.
• Verify Inventory management system and physical stock management ensuring action plan for improvement is elaborated with relevant Area/field offices and actions are tracked and monitored.

Asset Management 

• Support the rollout of the assets across all Area/Field offices and its maintenance.
• Support the Area/Filed office in Asset Disposal exercises by providing guidance.
• Ensure Proper Asset Tracking system is in place in the field office.
• Ensure that the field office is respecting SCI standards on Asset Management Provides ad hoc trainings and capacity-building support to Area/Field offices in Asset Management area.

Supply chain Human Resources Management

• Support induction process of new field office staffs in case of transitions to ensure building team spirit, coordination mechanisms and clear ways of working and communication lines between Field office and CO team.
• Support Capacity building activities at Field office level acting as trainer during capacity building initiatives, by supporting organization of and participating to workshops, and preparing key training material and self-help options for Area. Field offices
• Act as escalation path for issues within the Field office Supply Chain team, allowing all Supply Chain staff at field office side to have a technical referent where to turn to in case of issues or support needs.

Supply chain Lead.

• In case of critical gaps in the Field office to increased volumes, complexities, and risks at Field office operational level – such for example in first phase emergency response -Supply Chain Coordinator ensures gap filling capacity built at Field office level for short period of time until recruitment or further replacement.

BEHAVIOURS (Values in Practice)

Accountability:

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work, and ability to analyse complex sets of relationships and situations.
• 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.