Supply Chain Officer - Harare based

KEY AREAS OF ACCOUNTABILITY :

Strategy

• Contribute to the development of the Country Supply Chain Strategy
  
• Remain aware of the evolving security situation, adapt supply chain activities accordingly, and ensure that new operational emergencies are effectively supported.
  
• Monitor supply chain KPIs every week and monthly
  
  Logistics systems and procedures, and donor compliance
  
• Ensure understanding and implementation of full compliance with SCI Minimum Operating Standards (MOS) for logistics management, including recommending remedial action and implementing action plans where standards are not currently met.
  
• Ensure systems are in place to monitor pipeline and procurement expenditure every month, and finance monthly payment projections.
  
• Support of field offices in creating and updating supply chain and programme support plans.
  
• Ensure programme compliance with internal control procedures.
  
  Procurement
  
• Ensure that all procurements within the CO and Area Offices are conducted efficiently and transparently, in line with the procurement policy & scheme of delegation of the country office.
  
• Conduct E –-sourcing/procurements activities at the CO and Area offices.
  
• Participate in procurement planning and ensure that all procurement plans are in place, and are correctly filled, considering correct categorisation and pricing
  
• Work with Project Managers and Budget holders to ensure that both local and international procurement requests are placed in line with the procurement plans and with accurate lead times
  
• Monitor performance of procurement teams as well as suppliers and ensure that measures are in place to deal with delays and non-performance.
  
• Ensure that Framework Agreements are well managed and maintained and regularly updated.
  
  Inventories and Stock Management
  
• Ensure that all procured materials are properly stored and recorded and that all warehouse policies conform to SCI policies and procedures.
  
• Perform regular spot checks to ensure that the movement of inventories to or from the warehouses is accurately documented; authorised and necessary paperwork is done as per procedure.
  
• Ensure that warehouse staff record movement of supplies in Total Inventory Management (TIM) and that the data in TIM matches with the physical stock balances
  
• Ensure monthly Stock expiration under the SOF report and technical guidance to programs
  
• Train warehouse staff as required in managing and documenting the receipt, handling, storage, release and reporting of Programme supplies as well as Gift in Kind that come through the SCI warehouse(s).
  
• Responsible for the timely consolidation of monthly inventories, checking their accuracy and sharing them with the relevant programme staff
  
  Fleet Management
  
• In coordination with Fleet Officers, responsible for the Management of vehicles and motorcycle fleets in line with Save the Children International standards.
  
• Serve as a focal point for vehicle rental contracted suppliers and issue Purchase Orders for vehicle rentals per program needs.
  
• Put in place a system to brief drivers and ensure that they follow SCI regulations and policies.
  
  Filing and Reporting
  
• Implement standard Save the Children Supply Chain procedures and systems in each office and train other supply chain staff on creating and using the e – -filing system and on SharePoint.
  
• Ensure that monthly Supply Chain reports are produced and disseminated on time.
  
• Ensure that all paperwork is kept according to the policies and procedures of the organisation and filed neatly with supporting documents in respective files.
  
  
  
  Systems, Tools and Processes
  
• Promote and ensure compliance with our Procurement Policy, Procedures and quality standards
  
• Provide ProSave support and procurement advice for requesters.
  
• Review and update of price lists, supplier information/ vetting and specification of goods and services in ProSave
  
• Turning Framework Agreements and Contracts into online catalogues in ProSave that staff can order from directly
  
• Working with the supply base to ready them/support them for sourcing and ordering through ProSave
  
  
  
  Training
  
• Ensure that country office and field staff are fully trained and knowledgeable about the requirements of the SCI global manual and any local procedures
  
• Ensures that any donor requirements that affect the SCM procedures are notified to staff in time
  
  Audit function
  
• Verify the adherence to set policies and procedures about warehousing, supplier relations, GIKs, FAR and other upcoming required tasks
  
• Support in the implementation of internal and external audit recommendations at the CO and in the field office
  
  Leadership and team management
  
• Ensure effective coordination, regular communication and understanding within the logistics department and with the other departments by providing advice and mentoring
  
• Manage all supply chain staff members, participate in recruitment and carry out team building activities and performance management.
  
• Provide training to and update Save the Children staff on supply chain procedures and requirements and ensure that all new staff are accurately inducted on policies and procedures.
  
• Coaching and mentoring the supply chain staff on quality programme support.
  
  
  
  Localisation
  
• Work closely with the Awards function to provide technical support and mentorship to Save the Children's implementing local partners.
  
  Child safeguarding
  
• Familiarise himself with Save the Children’s Child Safeguarding Policy and shall strictly adhere to the Policy (and shall strictly comply with the Policy)
  
• Responsible for informing staff and stakeholders of the conduct expected of them regarding child safeguarding
  
• Checking financial records and payments for compliance to child safeguarding
  
• Report any Child Safeguarding concerns to the focal person
  
  QUALIFICATIONS
  
• Degree in Supply Chain/Procurement/Logistics or related field
  
• A professional qualification in procurement, e.g Diploma in Purchasing and Supply Chain Management / Chartered Institute of Purchasing & Supply or equivalent, will be an added advantage.
  
• Computer literacy (Word, Excel, databases, emails, internet, PowerPoint, etc.
  
• Progressive 3-5 years of experience in leadership handling Supply Chain in an INGO.
  
• Fluency in written and spoken English.
  
• Experience in the use of Enterprise Resource Management Systems (E- Procurement, Inventory management and Fleet management systems).
  
• Knowledge & experience of dealing with service providers and contractors.
  
• Ability to work under pressure to meet deadlines.
  
• Ability to work independently on his or her initiative.
  
• Strong team skills.