ROLE PURPOSE:
The Supply Chain Assistant is responsible to directly support the procurement and logistics functions and requirements as part of the supply chain management. This includes the management of the organization’s assets, procurement and logistics.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal job description and be able to vary working hours accordingly.
CHILD SAFEGUARDING:
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore, a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
SCOPE OF ROLE:
Reports to: Supply Chain Coordinator
KEY AREAS OF ACCOUNTABILITY:
Procurement:
- All procurements carried out have clear specifications, are best value for money, transparent, accountable, subject to fair competition and are meeting agreed lead times and programme needs.
- All procurements process & documentation to be done through ProSave system (S2P).
- No procurements are carried out without budget holder approval, either directly or as properly delegated.
- Suppliers are managed professionally, impartially and with no appearance of impropriety.
- Documentation demonstrating accountability for each order is filed appropriately.
- Convene and facilitate Procurement Committee meetings (CBA) for any procurement requiring quotations, as per SCI Lebanon procurement thresholds; obtain all required approvals.
- Assure the implementation and follow up of Contracts and Framework agreements.
- All procurement is carried out in accordance with appropriate Save the Children policies, standards, Country Procurement policy & manual and where required, donor rules.
- Receive and process invoices, process payment of suppliers for items delivered. Follow up the payment process with Finance to ensure SCI fulfils its obligations to suppliers.
- Prepare weekly, monthly, and quarterly procurement status reports for all purchases.
Asset:
- Coordinating with the Supply Chain officers in all field offices to prepare all the necessary documents to record the asset’s details as per the procurement document and submit to the Supply Chain Officer-Beirut for assigning Asset ID Tag.
- Maintain a proper filing of all documents related to Assets
- Assist Supply Chain Coordinator in conducting the physical count of East Area Office Assets.
- Consolidate all asset tracker from all field offices into one report.
Relationship management
- Ensure/maintain positive working relationships with SCI colleagues, both program and Supply Chain staff
- Communicate effectively the status on procurement via weekly tracker update and responding to any inquiries.
- Be proactive in advising program staff of delivery schedules, any pending decisions to be made about procurement, product specifications, and grant end dates
External relationships/Representation
- Delivering the SCI Child Safeguarding induction for the suppliers including (Money Laundry, Human Traffic, Anti-Fraud etc…).
- Assisting Supply Chain Coordinator for conducting Market Assessment every 6 months to check the availability of supplies in the market and USD/LBP prices of goods/services.
- Assess the market regularly for new suppliers to supply the recurrent needs of activities/ projects.
- Register new suppliers in ProSave (Procurement online system) and do the proper vetting process.
- Supplier Management (Monitor and evaluate the performance of the suppliers based on the quality of the goods and services).
- Develop and maintain relations with different suppliers in order to ensure a stable supply of goods or services.
General
- ProSave “Procurement user” for East Area Office, anyone can refer to Supply Chain Assistant for support in ProSave (Procurement online system).
- Ensure and analyze the Monthly Reports and share the narrative of the findings with the Supply Chain Coordinator:
- Consolidated Assets Report
- Consolidated Fleet Report
- Making sure all procurement processes are documented and archived in soft and hard copies and are well organized and ready for internal/external audit reviews
QUALIFICATIONS
- University degree in a relevant field of study
- Fluency in both Arabic and English written and verbal
EXPERIENCE AND SKILLS
Essential:
- Minimum 1 years of experience in Procurement; preferably within a humanitarian context.
- Certificate in SCI procurement essentials
- Proficient in MS Office applications
- Experience with Oracle applications/S2P/ERP
- Strong organization and negotiation skills and good attention to details.
- Ability to write reports and business correspondence.
- Good communication and influencing skills. Ability to effectively communicate with multi-level personnel as well as vendors and their representatives.
- Ability to work in and contribute to team building environment.
- Strong interpersonal and communication skills.
Desired:
- Have previous experience in Lebanon and previous similar responsibilities in implementing similar context projects and activities
- Experience with Finance and Supply Chain business processes within Non- Governmental Organizations
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
