Supply Chain Assistant at Save the Children

JOB TITLE:   Supply Chain Assistant

TEAM: Supply Chain    

LOCATION: Akure, Ondo

GRADE: 5

POST TYPE: National

CHILD SAFEGUARDING: Level 3- The responsibilities of the post may require the post holder to have regular contact with children or young people and, in the overseas context all posts are considered to be level 3 posts in view of potential situations which may allow staff unsupervised access to vulnerable children and young people.

SCOPE OF ROLE: 

Reports to: State Project Manager with dotted lines to the Country Office Supply Chain Lead.

Staff directly reporting to this post: Drivers/Interns/Volunteers

KEY AREAS OF ACCOUNTABILITY:

Transport & Fleet:

• Managing and tracking all vehicles on the fleet, including movement planning and day-to-day allocation
• Manage, maintain, and repair vehicles in safe and efficient working order.
• Ensure that vehicles are checked daily, and that regular service and maintenance are carried out as per the agreed schedule.
• Ensure vehicles have current and lawful documentation.
• Manage service agreements related to vehicle maintenance and fueling. Monitor fuel consumption and submit monthly reports.
• Receive travel requests and maintain trip schedules and Staff Movement Board.
• Coordinate with incoming and outgoing travelers on pick-up and drop-off times ensuring drivers are briefed on movement plans.
• Ensures SCI travel SOP is adhered to at all times.

Asset & Facility Management:

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals.
• Oversee the issuance and return of assets to/from staff.
• Ensure good condition of assets and maintain asset condition reports.

Procurement and Supply:

• Oversee procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures, and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
• Check the availability and prices of requested items in the local market; liaise with the country office if procurement must be conducted there.
• Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date on which, they are expected to be supplied to the projects.
• Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed.
• Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets.

Administration & Reports:

• Maintain all logistics and procurement files in an organized, accurate and up to date manner.
• Line manages, coordinates, monitors, and guides the work of the drivers, and supply chain assistant.
• Produce weekly procurement tracker and send it to program manager and country office.
• Produce logistics and procurement site report, vehicle and generator cost performance report.
• Update Asset Register and send to country office every month.
• Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to the country office once per month.
• Comply with all relevant Save the Children policies and procedures concerning child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit.
• Carry out any other tasks required by the line manager.

Safeguarding:

• Ensures all suppliers and service providers understand SCI safeguarding policies before they are engaged.
• Ensures SCI safeguarding policies are upheld at all times by the service providers.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Accuracy and timeliness in all areas of responsibility.
• High level of accuracy in work, and ability to analyse complex sets of relationships and situations.
• Holds self and others accountable.

Ambition:

• Creating best-in-class function
• Future-orientated, thinks pro-actively.

Collaboration:

• Working effectively with stakeholders to achieve common goals.
• Excellent communication and interpersonal skills.
• Builds and maintains effective relationships, with their team, colleagues, members, and external partners.
• Approachable, good listener, easy to talk to.

Creativity:

• Designing more effective admin systems.
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency, demonstrates highest levels of integrity.

SKILLS & EXPERIENCE

Administrative & General Skills

• Level of Education – Degree.
• Communication & Interpersonal Skill Level – Excellent.
• Language Requirements – English – Excellent.
• Level of IT Expertise Required – Good.

Experience Expectations

• Desired Number of Years Prior Experience in a Similar Role – 2
• Experience in procurement and logistics with INGO.
• Experience in a relatively insecure field-based environment.

Educational Qualification requirement

• Bachelor’s degree (BSC) or Higher National Diploma (HND), a Postgraduate qualification in related fields is desirable but not mandatory.
• Membership of professional supply chain organization is desirable.