Categories

Responsibilities

Overall Purpose of the Job

Responsible for Supply Chain / Logistics activities for Hasakah Base. Supply Chain / Logistics activities includes Procurement, Stock Management, Tarnsport, Asset Management and Facilities Management.

Reporting structure: The Supply Chain Officer is line managed by the Base Manager / Base Coordinator with technical management of Logistics Manager.

Detailed Responsibilities

Supply Chain Management

• Ensure all procurements are done in a transparent, competitive and professional manner in line with ORGANIZATION’s procedures and donor requirements.

• Support BM in planning procurements in coordination with program team

• Work closely with the logistics assitant / store keeprs / supplier to ensure that delivery delays are minimised, in case of delays make sure that it’s communicated to requester.

• Develop and manage supplier relationships, working to develop qualified supplier contracts where appropriate to achieve the most favourable terms for ORGANIZATION

• Ensure that Supplier payments are timely processed

• Conduct regular market assessments and reviews of suppliers to ensure that we rae aware about any change in market.

• Work closely with Hasakeh / Erbil procurement teams to ensure timely supply and delivery of goods (in case needed)

• Coordinate with other departments on procurement issue

• Coordinate with Finance department on payment / tax issues

• Responsible for Preparation, execution and follow-up of procurement contracts / agreements (Supply, framework agreement, vehicle rental, security etc.) with support from Logistics Manager

• Ensure that Stocks are managed acording to the ORGANIZATION procedures

• Enusre the safety / security of stocks

• Ensure the planning of reception and issuanec based on PO / SRFs received

• All documentaion updatied related to stock management (GRN, SRF, Stock Cards, Waybills)

• Conduct physical stock check / reconciliation after every three months.

• Enure the transport of ORGANIZATION material / equipment by following the proceduers in safe / secuer manners

• Ensuer that all movement of goods are trackable / traceable (Waybills)

• Manage In Kind Donation as per ORGANIZATION procedure (if any)

Fleet Management 2

• Responsible for management of Vehicles and Generators as per standards defined in ORGANIZATION Fleet Procedures

• Compile weekly fleet /movement management plan in coordination with other departments

• Make sure that vehicle registration/ insurance / fitness certificate are updated all the time

• Supervise that vehicles assessed by log assitant / drivers on weekly basis for any need of repair and maintenance

• Ensure the timely repair and maintenance of vehicles / generators

• Keep the track of repair and maintenance – Support vehicles (cost, spare parts, jobs)

• Verify all repair and maintenance work with support from drivers and mechanic

• Ensure the proper filling of Log Books and other forms

• Monitor the fuel stock levels and place timely order for procurement of fuel

• Supervise the fuelling of cars as per procedures (quality, record keeping)

• Make sure the storage of fuel in premises is according to standard (safety, control)

• Assess the condition of rented vehicle with support from Mechanical team at the start of contract and later on regular basis until under service with ORGANIZATION

• Enure that vehicles contains all safety / security / recovery tools equipments (spare tire, tools, first aid kit, fire extinguisher, communication gadgets etc.)

• Ensure the timely payment of all fleet related payment and avoid the delays in coordination with finance officer

• Ensure the good archiving of fleet documents (administrative documents, log books, fuel record etc.)

Asset Management / IT Infrastructure

• Ensure the management of assets / equipment as per ORGANIZATION procedures

• Ensure that Assets & Equipment lists are updated all the time

• Conduct physical check of Assets and equipment after every 3 months

• Ensure that all assets and equipments are tagged

• Ensure the tracking of the assets / equipment from one location to another or one user to another

• Ensure the use / maintenance of assets / equipment according to standards

Facilities/ Premises Management (in coordination with Base Admin)

• Participate in search and selection of building

• Ensure the availability of all office / hygiene supplies for office /GH

• Support in functioning of all utilities (water, gas, Electricity) and equipment with support from Logistics assiatnt

• Support in Openning and closing of bases

People Management

• Responsible for day to day management of reporting staff

• Responsible for creating monthly planning for logistics team by considering the organization priorities

• Support line managed staff to produce annual objectives in line with organisational and programme priorities and provide regular feedback on staff’s performance in their role

• Pro-actively support the professional development of line managed staff through a commitment to learning and development – working closely with country HR team to make this happen

• With support of the country HR team pro-actively address any employee concerns in a timely manner

Reporting & Archiving

• Provide following reports:

o Procurement tracker – Weekly

o Stock Report Weekly

Fule Consumption Report – Monthly

• Ensure physical and digital archiving of all supply chain / logistics documents (purchase dossier, SRFs, Log Books, Asset Handover)

General Responsibilities:

• Work within the framework of ORGANIZATION’s core values

• Represent ORGANIZATION with integrity and professionalism

• Participate in meetings where relevant as directed by Management

• Apply learning from appropriate training and development programmes

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Note:

• Please note that as part of Organization's commitment to safeguarding, this post is subject to background checks before an offer of employment is confirmed. Organization's is committed to the principles of diversity, equality and inclusion. If you think you would be suited to one of our roles, we would welcome your application regardless of your background. We strive to provide an inclusive and supportive working environment where all employees feel respected and supported in fulfilling their potential
• Female candidates are strongly encouraged to apply for this position.