TITLE: Supply Chain And Admin Coordinator (National)- Damascus
TEAM/PROGRAMME: Supply Chain
LOCATION: DAMASCUS
GRADE: 3
DURATION: 6 months
CHILD SAFEGUARDING: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
ROLE PURPOSE:
The Supply Chain and Administration Coordinator is responsible for managing and coordinating the administrative and supply chain operations for the Syria Emergency Response Office. This position is designed to ensure the smooth and efficient functioning of both administrative and supply chain processes, which include procurement, logistics, warehousing, inventory management, office administration, and asset management. The role involves supervising administrative staff and providing support for programmatic needs through procurement, logistics, and general office operations, while ensuring compliance with organizational policies, procedures, and legal requirements.
SCOPE OF ROLE: Reports to Syria Emergency Response Area Manager,
Direct Reports:
Supply Chain Officer/s , Admin Assistant, cleaning staff, handyman
KEY AREAS OF ACCOUNTABILITY:
Procurement Oversight function in Syria Emergency Response office (30%)
• Support the head of Supply Chain in effecting Global and Regional Supply Chain Priorities downstream to ensure alignment and implementation of Supply Chain Strategy through compliant, efficient and effective supply chain management mechanisms.
• Implement Supply chain strategy to ensure that the supply chain function deliver on program priorities and realise best sourcing outcomes
• Implement the SCI Procurement Manual and Country Logistics Manual, Partner Procurement Guidelines and SRO Procurement Policy to ensure highest levels of compliance.
• Enforce the application of the SCI legal Memo Compliance with Sanctions & Export Controls
• Implement Supply Chain Child Safeguarding Measures / Action Plans
• Consolidate the financial benefits derived from procurement transactions as part of meeting SRO target for cost savings / cost avoidance from our supplier spend.
• Manage performance of the direct reports and support their respective areas of growth and development
• Preparing a capacity building plan for implementing partners and providing the necessary support for the points identified in the plan.
• Follow standard emergency preparedness practices to ensure SCI is able to quickly respond and deploy needed resources to affected areas at the onset of the crisis.
• Act in an assigned emergency response capacity as required to meet emergency assistance needs.
• Develop and update the list of qualified vendors based on the local and international markets.
Administration and Office Management (30%)
• Manage the daily administrative functions of the Syria Emergency Response office, including overseeing the administrative assistant, cleaning staff, and handyman. Ensure all office equipment is maintained, and that office operations comply with health and safety standards.
• Oversee the payment and management of utilities (electricity, water, phone) for the office and guesthouses. Ensure smooth coordination for office repairs and maintenance in collaboration with the logistics team..
• Liaise with departments such as HR, Finance, and Logistics for smooth operational flow, including visa arrangements, transport, and accommodation.
• Ensure office documentation is properly archived, and oversee admin processes including utility payments and equipment maintenance.
• Assist in legal and compliance activities, including ensuring the office complies with country-specific obligations and regulations.
• Being sure all administrative needs for all meetings or trainings and providing all legal permission be aware country's legal obligations and authorities.
• Preparing documents and arrangements that may be required in all legal negotiations of the office.
Logistics Coordination-10%
• Implement logistics and supply chain standards and procedures /SCI Quality Framework to meet SCI operational quality standards.
• Promote the timely development of Distribution Plans from program teams to ensure accurate distribution of supplies within active project life
• Implement SCI fleet management systems to ensure accountable, efficient use and allocation of the vehicle fleet.
• Coordinate with RPU on International Procurement and freight scheduling whenever required
• Oversee the receiving, clearing, and forwarding of all SCI cargo, ensuring that shipments are handled efficiently and in line with SCI protocols.
• Take charge of monitoring, tracking, and reporting on all incoming and outgoing shipments, ensuring that goods are delivered to their final destinations without unnecessary delays.
• Manage and facilitate customs clearance procedures, ensuring timely processing of shipments while adhering to local customs laws and regulations.
• Communicate shipment statuses regularly to key stakeholders, addressing any potential issues such as delays or transportation challenges
• Communicate logistics progress and any challenges to internal stakeholders in a timely and effective manner, ensuring that any issues related to shipments or customs clearance are addressed collaboratively.
Asset Management – 15%
• Oversee the Syria Emergency Response asset registers are constantly updated, maintained, that all assets are logged, issued with unique asset numbers and cards and are tracked
• Champion the Asset Verification Exercise periodically to ensure an accurate listing of Assets in Syria Emergency Response Office.
• Monitor the acquisition of assets in close adherence with the BIS or other donor specific requirements.
• Oversee key Trackers holding all closeout documentation including asset database, closeout letters, stock donation certificates.
Warehousing and Inventory Management – 15%
• Lead the process of Quarterly Physical Stock take to ensure records and physical stocks records are reconciled within active project life of awards and grants
• Conduct spot checks to Randomly monitor stocks and Program supplies are effectively entered on the Total Inventory Management Systems to account for all inbound and outbound movement of commodities and Program Supplies
• Develop and implement a comprehensive work plan for warehouse management in collaboration with the program and field manager.
Develop the skills and experience of Save the Children Supply Chain staff (20%)
• Coach staff to ensure performance or implementation issues are solved in a consultative manner
• Take ownership of personal capacity-building, ensuring plan is in place and agreed with Line Manager in order to build on areas of growth.
Information Management-10%
• Consolidate, review and submit Monthly reports including Procurement Trackers Tender Tracker, BAF Tracker, Asset Register & KPI Consolidated File and fleet tracker.
• Monitor Key Performance Indicators (KPI’s) Metrics to track performance as part of Supply Chain and Programme Quality check
The post-holder will comply with all relevant Save the Children policies and procedures with respect to child safeguarding, safety and security, code of conduct, equal opportunities and other relevant policies.
SKILLS AND BEHAVIOURS (our Values in Practice):
Accountability: Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Ambition: Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
Collaboration: Approachable, good listener, builds and maintains effective relationships
Creativity: Develops and encourages new and innovative solutions
Integrity: Honest , encourages openness and transparency, builds trust and confidence
QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES
Essential:
• Degree in Logistics, Supply Chain Management or related field.
• 5 Years Field based and Hands On experience in supply chain management in an emergency environment including complex procurement, transport and distribution, warehouse and stock management.
• Experience in vehicle and fleet management, Distributions of NFI’s and food & Medical Supply Chain Management
• Experience of building and developing the capacity of logistics staff.
• Good People Management Skills and objective in Performance Management Conversations with Excellent interpersonal and team skills
• Excellent Microsoft Applications Skills
• Fluency in written and spoken English and Arabic including the ability to effectively motivate people and to diplomatically manage the relationship with local partners and different authorities
• Commitment to and understanding of the organization’s aims, values and principles
Desirable
• Other language would be an asset,
• Eligible and willing to travel to project areas
• Relevant qualifications or training courses.