Programme Support Services Officer ( RE-ADVERT) Full Time

• TEAM/PROGRAMME: Emergency Nutrition response
• LOCATIONS: Axum
• GRADE: 4
• CONTRACT LENGTH: 6 Months

CHILD SAFEGUARDING:

Level 3: the role 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 in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The post holder will be accountable to the Programme Manager for supporting Finance, HR, IT, supply chain and Administration services in programming contexts. The post holder will be responsible for ensuring compliance with SCI global standards, policies and practices. The position also plays a key role in effectively supporting program implementation activities in line with the annual and country strategic plans.

SCOPE OF ROLE:

Reports to: Programme Manager

Dimensions:

Staff directly reporting to this post: Drivers and interns, casuals (when and if on board)

KEY AREAS OF ACCOUNTABILITY:

Supply Chain.

• In charge of warehouse at field office level, ensure TIMs and other warehousing records are updated daily.
• Support programme staff to develop procurement plans.
• Support in the development of field level framework agreement.
• Coordinate field office procurement requests and LPOs for local procurements liaising with Supply Chain coordinator in Axum and Programme Implementation team
• Coordinate delivery and recording of items sourced from local suppliers working closely with Axum supply chain team.
• Information sharing with suppliers and vendors and capacity building them on the SCI procedures and systems.
• Timely and accurate processing of payment through PROSAVE system.
• Maintain records including allocation of assets and GPEs assigned to Field Office.
• Communicate with IT and Supply Chain for maintenance or upgrading or replacement of any asset assigned asset and GPE assigned to specific Field Office.

Financial accounting, planning and budgeting.

• Assist with documentation at field office level. Consolidate all financial documents generated at field office and send to relevant officers in Axum; these include supplier invoices, staff liquation, payment lists, receipts, etc.
• Assist as needed with daily programming accounting operation in liaison with Finance coordinator and Officers in Axum; these include payment of suppliers, processing activity advances, payment of casuals, etc.
• Monitor field office and office utilities costs e.g. water, electricity, telephone/Mobile usage, billing, and others related office utilities.

Fleet and Warehouse:

• Coordinate SCI and rental vehicles in the field office according to the movement plan
• Manage SCI and rental vehicles fuel and record in the log sheet
• Support the timely and accurate processing of items of TiMs.
• Generate warehouse reports periodically and advice PM on effective warehouse management.
• Support the disposal of identified and agreed assets and GPE.
• Keep an updated record of GPE and asset and lead in asset and GPE verification at field level.
• Ensure timely and cost effective fleet maintenance.
• Share movement plans on a weekly basis.
• Ensure accuracy of fleet service charge model and share accurate data and fleet report on a monthly basis with the fleet coordinator in Mekelle.
• Ensure hired vehicles meet the SCI safety standards.
• Effectiveness of fuel consumption.
• Support drivers on fleet policy compliance.

COMPETENCIES.

LEADING

Delivering Results: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving own performance or that of the team/organisation.

Developing Self and Others: Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future.

THINKING

Problem Solving and Decision Making: Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organisation and making appropriate judgements.

Applying Technical Expertise: Applies the required technical and professional expertise to the highest standards, promotes and shares best practices within and outside the organisation.

ENGAGING

Working Effectively with others: Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives. Knows when to lead and when to follow and how to ensure effective cross- boundary working

• BSC Degree in supply chain, management, logistics, or Business Administration from a recognized University.
• Strong knowledge/experience HR and admin, logistics and financial management.
• Demonstrates a strong drive and commitment to achieve agreed objectives
• Minimum three year’s relevant experience in Support Services within a busy organization
• Good communication skills.
• Experience working in emergency set up and understanding of local context, language and dynamics.
• Understanding of local dynamics, local context and language.
• Driving skills is an advantage.
• Excellent interpersonal skills with the ability to maintain confidentiality
• Proficiency in working with computers particularly spread sheets and word processing
• Experience of working within a team and team building.
• Ability to work in a multi-cultural setting

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.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.