Supply Chain and Operations Officer- Chad

Location:

Position Location:

Description

TERMS OF REFERENCE (TOR)/ JOB DESCRIPTION

  Position:                        Supply Chain and Operations Officer

Reports to:                    Supply Chain and Operations Manager (Chad/Darfur);

Location:                      N’Djamena , Chad;

Background: –

About RI

Relief International (RI) is a leading nonprofit organization working in 18 countries to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises and chronic poverty. RI combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them. RI includes the four corporate members of the RI Alliance: RI-US, RI-UK, MRCA/RI-France and RI-Europe. Under our alliance agreement, we operate as a single, shared management structure. In addition, RI has country offices registered as affiliates of one of the alliance members in an additional 18 countries.

Job summary: –

Reporting to the Supply Chain and Operations, Manager (Chad/Darfur), the jobholder will be will be responsible for the general mission’s supply chain and operations activities that cover; Procurements, Warehouse Inventory and Stock, Asset and fleet and Vehicle Management in the RI’s N’Djamena Office.

ESSENTIAL JOB FUNCTIONS: –

Procurement:

–       Leads on procurements at the N’Djamena office level in accordance with RI’s procurement manual and the approval matrix;

–       Procures all goods and services as may be required for the program, which are authorized and ensure that procurement requests are processed and delivered in a timely manner;

–       Maintains accurate records of all procurement files in hard and soft copies (share file or box) including; quotes, completed procurement files;

–       Ensure that all RI procedures and Donor rules relating to procurements procurement  and sourcing channels are followed and accurately documented;

–       Ensures that the procurement trackers are updated and shared regularly with Budget holders and line Manager;

–       Works closely with Program Managers to ensure procurement plans are in place, regularly reviewed and updated and that their requests are submitted on time basis;

–       Prepares files and operations quarterly reports to ensure accuracy and timely submission to line Manager;

–       Carries out transparent and efficient bidding (quotation) processes as outlined in the RI Procurement Procedures Manual and make every effort to obtain the lowest price and highest quality of items for RI programs;

–       Accounts for purchased items and coordinates with appropriate requesters to ensure smooth delivery of purchased items to right locations;

–       Acknowledges orders received and where possible provide initial feedback on cost estimates and delivery times;

–       When requested helps the requesters to develop specifications and price estimates; advise on the type of equipment needed, what is available, delivery timeframes etc;

–       Participates  in market surveys to understand prevailing prices for the frequently purchased items and also suppliers to understand their scale on the market;

–       Maintains supplier database and regularly update upon completion of any market survey and or procurement;

–       Ensure payment of suppliers is made promptly and that the finance department receives all the necessary documentation;

–       Liaise with the Liaison and Admin officer at and follow up on the importation of items ordered from outside, ensuring customs exemptions are respected;

Warehouse Management : –

–       Receives and dispatches all stocks purchased to different field destinations including ensuring customs clearance processes and dues are undertaken and paid as per local laws respectively;

–       Prepares stocks reports as required periodically reporting (Monthly, bi-annually and Annually);

–       Ensures stock are well supported by applying required stock management tools and documentation (forms and templates) in accordance with RI stock management procedures across all field offices;

–       Acts as focal person for warehousing & inventory management information management system once deployed;

–       Coordinates and participates in the mid-year and annual mandatory physical stock and inventory checks and counts;

Assets Management : –

–       Receives, records, assigns and dispatches all assets to different field destinations;

–       Act as focal person for Asset management information management system once deployed;

–       Prepare and review assets and inventory list and ensure the verification process in all offices/HFs to determine existence, condition and ensure accurate updated asset register in accordance to RI asset management policies;

–       Ensure accountability, documentation and handover paperwork are correctly done (I.e. Donation certificates and/or asset transfer certificates);

–       Maintain an updated asset register and ensures accurate reporting to Management including donor reports;

–       All asset assignment forms for the equipment assigned to staff are available and reconciled with master asset list;

–       Coordinate and participate in the mid-year and annual mandatory asset physical verification;

Fleet and Vehicle management :

–          Ensures vehicles always run safely and efficiently, by directing the following activities:

·       Vehicle scheduling and dispatch to different locations;

·       Efficient on-board equipment utilization and route planning;

·       Vehicle daily/week/monthly inspection and maintenance schedule to minimize breakdown;

·       Real-time vehicle location tracking;

·       Vehicle performance monitoring, record keeping, and improvement

–          Reports to supervisor and management on:

·       Issues and bottlenecks detected in fleet operations;

·       Fleet’s performance and expenses through monthly fleet management reports;

·       Budgets for major vehicle requirements and prepositions;

–          Develops efficient driver schedules to maximize level of efforts and ensure that the programs are not interrupted;

–          Manages drivers so they adhere to strict schedules through on job-training on necessary fleet management procedures;

–          Ensures all vehicles are registered and with valid licenses;

–   Plans and ensures timely procurement of vehicles, whether through lease, purchase, or other means, according to project’s requirements;

–          Maintains well-performing drivers and in-house technicians (such mechanics if required);

–      Through established procedures, establishes and partners with reputable repair and maintenance shops/garages in favorable project’s areas of operations;

–          Maintains all vehicle information and inspection records – (on-board and in office);

–      Leads in the enforcement of optimum fleet management, procedures and follows through to ensure available fleet is well documenting and utilization planning for in an effective/efficient manner;

–          Supports Supply Chain and Operations staff by ensuring a well-functioning fleet system with sound fuel control mechanisms;

–          Coordinates all fuel purchases for both vehicles and generators at N’Djamena (and field offices) as may be required;

Administration / Facilities management – All properties including office, warehouse (s)

–          Oversees administration functions such as reception, office consumables, storeroom management, etc;

–          Coordinates with other staff members to ensure Offices are kept safe, adequately equipped, are maintained at the highest standards of hygiene, and supplied as per RI Standards;

–          Ensures being on call beyond working hours to troubleshoot any urgent matter in office;

–          Regularly checks facilities and accounts for any issue and resolving and fixing it;

QUALIFICATIONS AND EXPERIENCE : –

·        Must be a Chadian National;

·   Minimum 3 years of working experience in supply chain management, covering at least procurement, administration, transport, fleet, warehouse, and stock management;

·   Bachelor Degree from a Government recognized Institute/ University in Supply Chain Management, Business Management, or related field preferred;

·       Experience in managing Office/ Project startup/ closeouts;

·       Experience working with the following donors: USAID, BHA, BPRM, UNHCR, DFID, ECHO, and EU, and knowledge of donor guidelines;

·       Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure;

·       Expertise in all aspects of operational management, including planning, project management and problem‐solving;

·       Strong organizational, interpersonal, and communication skills;

·       Excellent IT skills; strong computer competency with word processing, spreadsheets, and databases;

·       Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change;

·       Must be able to function effectively in a complex work environment, set appropriate priorities, and deal effectively with numerous simultaneous requirements;

·       The candidate must be able to work in English and French, both written and spoken.

RI Values : –

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities.

We value:

–       Inclusiveness;

–       Transparency and Accountability;

–       Agility and Innovation;

–       Collaboration;

–       Sustainability;