Supply Chain and Operation Officer

ABOUT RI

Established in 1990, Relief International (RI) is a leading global humanitarian, nonprofit organization committed to transforming adversity into renewal for the world’s most vulnerable populations. By partnering with communities on the frontlines, RI innovatively bridges the gap between immediate relief and long-term community development, providing them the tools and support they need to gain self-reliance.

Summary

Under supervision of the Area Manager, the Supply Chain & Operations Officer is responsible for all logistics support activities required for WASH activities at Maban field office. The holder of the position shall ensure RI procedures are followed to guarantee timely implementation of those activities. This includes Planning, Procurement, Asset management, Fleet management, Warehouse & inventory management, Transport and Distribution. This specific role also requires highly motivated person with excellent working knowledge of supply chain & logistics aspects in resolving operational critical challenges as they arise in an emergency setup.

Essential Position Responsibilities and Duties

Procurement

• Act as a member of the SCO Team and provide support to the procurement coordinator /SCO Manager to ensure the delivery and implementation of all procurement support systems according to RI policies and procedures.
• Provide input to RI staff procurement planning and the provide advice on the completion of the procurement request form.
• Be responsible for the timely completion of procurements which are directly related to needs of activities in country.
• Process the procurement requests in accordance with RI policies and procedures, in a transparent, accountable, efficient and cost-effective manner. Assist with ensuring that all procurements are managed, tracked and recorded.
• Act as the point of contact for RI to suppliers, vendors and service providers. Liaise with programs to ensure appropriate quality, quantity and pricing of purchased goods.
• Ensure detailed completion and filing of all procurement documentation including but not limited to PR, RFQ, CBA, PO, etc.
• Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes. Ensure procurement paperwork is complete and that all approvals have been obtained before purchases are made.
• Ensure that vendor watchlist checks are carried out for every purchase, updated regularly and, recorded appropriately.
• Support in the accurate and timely updating of procurement tracking database. Support in the updating of the supplier database.
• Be responsible for the specification, procurement, receipt, storage, transportation and accountability of all RI equipment and/or property.
• Assist with local market surveys; gain knowledge and understanding of the availability of WASH supplies and services and price of local items.
• Provide logistical support to distribute and deliver goods to RI’s partner and/or implementation sites as needed.
• Be flexible and manage your time accordingly, to be prepared to tackle other tasks commensurate with your role, and level of experience, at short notice.

Assets Management

• In liaison with Supply Chain & Operations Coordinator in Juba leads in gathering all information related to procured assets for asset register update.
• Ensures all assets are always appropriately tagged in line with RI’s Asset management policy.
• Ensures assets inventory control/check is done periodically through physical count as per RI policy.
• Liaises with asset users to ensure assigned assets in good condition and utilization all the time
• Ensures that all assets are correctly covered by insurance insured and follows the correct channel to manage losses, defects and damages.
• Maintains accurate record of all assets through proper filing system
• Plans and ensures monthly and quarterly physical verification of assets is done timely in accordance with RI policy.

Fleet Management

• Leads & supervises the day-to-day activities of the drivers.
• Ensure that monthly work orders are raised timely in accordance with program’s needs.
• Under the supervision of Area Manager and together with drivers, ensure that movements are well planned, movement recorded accurately in the fleet movement logbook.
• Follows to ensure a well-functioning fleet system with sound fuel control mechanisms
• Together with Area Manager ensures that fuel consumption for generators is well monitored and recorded.
• Ensure that accurate fleet reports (Vehicle performance and Generator performance) is submitted timely through the Supply Chain & Operations Coordinator.

Reporting

• Ensures timely and accurate monthly reporting in compliance to all RI/donor regulations & policies.

Compliance

• Ensure compliance with RI policies and procedures, donor regulations and local laws.
• Ensure that the procurement and disposal of commodities, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented.
• Immediately report on any concerns regarding the authenticity of procurement documentation, conflict of interest situations or fraudulent activities.

Other (as needed or assigned)

• Represent RI in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of RI’s mandate, ethics, values and standpoint with regard to other actors
• Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.
• Participates in procurements through ensuring planning in coordination with program colleagues & good planning for timely delivery.
• Engagements in ICT management to ensure internet connectivity, maintained of hardware and when required liaises with the outsources services for maintenance.
• Performs any other duties as assigned by supervisor

Accountability

• Responsible to ensure that all activities are conducted in accordance with RI policies and procedures, donor regulations and local laws.
• Responsible to ensure that all allegations of breaches of the Code of Conduct by staff reporting is made in accordance with incident reporting policy.

Qualifications and Requirements

• Degree in Procurement/Supply Chain Management/Logistics or related field.
• At least 3 years of general logistics experience and at least 2 years of experience in logistics in humanitarian organizations.
• High computer literacy level with expected proficiency in MS Word, Excel, PowerPoint, PDF and Internet.
• Ability to work independently, take personal initiative, and multi-task including strong facilitation skills in an ever-changing dynamic operational environment
• Excellent written and spoken English language skills.
• Strong administrative and organizational skills.
• Ability to coach others and work in a team environment with experience in conducting training.
• Excellent interpersonal skills, cultural awareness and ability to work effectively in an operational environment.
• The capability and willingness to be flexible and accommodating in sometimes difficult and challenging work situations.
• Commitment to and understanding of RI’s aims, values and principles.

DESIRABLE

Experience with recognized international NGO will be an added advantage

RI Values

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities. We value:

• Inclusiveness
• Transparency and Accountability
• Agility and Innovation
• Collaboration
• Sustainability

Note: these positions are in two different locations ''Renk and Maban, please indicate clearly on your letter head the location you have apply in, and Women are highly encouraged to apply.