Categories

Responsibilities

♦ Co-ordination of all program Supply chain; developing and implementing the hub procedures and policies for supporting the management of the supply chain, procurement, travel and fleet, communication systems / IT, and emergency preparedness. Manage and delegate tasks as well as responsibilities to key international and national logistics staff.
♦ Ensure that NGO minimum standards of logistics procedures and hub policies are introduced and adhered to throughout our operational areas in NES, briefing, training and supporting all relevant staff as required. • Deliver the programme supply chain by the setting up of effective order management systems
♦ Support the implementation of supply chain strategies to ensure that the supply chain function across NES is resourced, in order to deliver on program priorities.
♦ Focal point for our partners to oversee, assess and provide all needed logistics support. Makes sure partners are practicing the standard policies and procedures. Arrange on-job training for partner’s staff on good logistics, procurement and stock management practices. Moreover, the staff member will require to conduct remdom check of
procurement files of the partners and provide inputs and arrange training and or meeting to improve the gaps identified from the review.
♦ Prepare and execute capacity building, on job training for us and partners SCO staff. • Develop the procedures and policies for the management of the supply chain, vehicle fleets, communication systems, and emergency preparedness.
♦ Follow up on audit findings and develop supply Chain improvement plans and constantly review the Internal Controls Checklist for the Supply Chain Operation.

Procurement:
♦ Responsible with procurement team for ensuring that all procurements are carried out in accordance with our procurement guidelines, internal controls and donor requirements, that procurement files for documentation should be created, updated and maintained. • Deliver the programme supply chain by the setting up of effective order management systems • Ensure procurement plan are implemented well, any delays or challenges are require to be communicated to relvenet stakeholder timely. • Develop and update the supplier database for NES each field office. This database must be supported by carrying out new market assessment. • Ensure and take lead in establishing FWA agreements for each office/base for the key procurements.
♦ Participate in mobilization efforts and meeting for all new projects and project extensions. Participate in finalizing of Procurement Plans for the grant.
♦ Centralize the program supply chain by setting up of effective order management systems including pre-approved, preferred suppliers and framework agreements.
♦ Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the programs, and need for timely delivery.
♦ Make sure that compliance requirements are in proper place.

Warehouse and Stock Management :
♦ Provide support to the warehouse team and make sure systems and reporting is in place to allow effective storage and distribution of transit and centralized stocks.
♦ Make sure stock management systems are implemented and all key staff know and adhere to policies. Maintain stock with “first expiry, first out” system.
♦ Support Warehouse team in monitoring project stock levels and advice on appropriate stocking and replenishment to meet project demands.
♦ Oversee the stock management of pharmaceutical drugs and ensure that minimum standards are enforced in the management, inventory and transportation.
♦ Ensure warehouse and stocks are secure, well managed and documented. Improve on and ensure accuracy of reporting and tracking databases by coordination with Sr. WH Officer.
♦ Assist in the preparation of analysis and reports on inventory tracking, movements, etc. Analysis, reporting and follow up of such findings.

Assets:
♦ Ensure a centralized asset register is maintained; ensure that all office and program assets are logged. For all assets maintain tracking system and ensure all assets are issued with unique asset number, ID tag and are tracked in NES and Erbil.
♦ Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed of according to us and/or donor regulations. Ensure annual (or bi-annual) asset checks are completed; damage and losses are reported immediately.
♦ Ensure donor reports for assets are timely completed and submitted to the Finance/Program and other departments as appropriate. Ensure appropriate and timely disposal of assets as necessary according to donor standards and regulations.

Transport and Travel & Fleet:
♦ Ensure management of vehicle fleets is in line with our standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout the program and ensure servicing and maintenance schedules are adhered to.
♦ Ensure transport services are cost efficient and reliable. Ensure the efficient coordination timely delivery of supplies to projects.
♦ Ensure systems are in place to effectively plan, coordinate and monitor staff travel by road or air (national or international).
♦ Implement all available tools for the efficient use and allocations of vehicles.

Staff Management:
♦ Proactively develop the skills of staff to understand and utilize appropriate tools and services to design and implement quality programming.
♦ Visit Field offices on regular bases and work with field staff to identify operational needs and ensure that issues are raised with Supply chain manager , Department leads and other staff.
♦ Design and implement capacity-building opportunities to strengthen the capacity of Operations staff.
♦ Provide feedback through regular performance evaluations and ensure staff is held accountable in accordance with the Human Resource policies.

Administration & Information Technology (IT):
♦ Facilities management – All properties including office, warehouse(s) and guest house(s)
♦ Oversee administration functions such as reception, office consumables, storeroom management, etc.
♦ Ensure office compliance to global IT policy and procedure, standard equipment and licenses.

Other:
♦ Review and compile monthly supply Chain reports/Tracking sheets and give feed-back to supply chain manager, all operations staff, Department Managers and other key staff as needed.
♦ Work in close collaboration with other members of the team; sharing information on the assessments and proposed interventions, providing overviews of logistics requirements for the development of project proposals and subsequent projects.
♦ Comply with all relevant our policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies.
♦ Conducting regular field visits at all locations.
♦ Any other tasks assigned by Supply chain Manager.

Safeguarding
♦ Uphold and promote our commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
♦ Consistent with our safeguarding and protection policies, ensure all people who come into contact with us are as safe as possible.