Supply Chain Officer

The Job

Job Title: Supply Chain Officer

Country and Base of posting: Yemen - Hodeidah

Reports to: Logistics Manager - Hodeidah

Announcing Date: 2nd December 2019

Closing Date: 15th December 2019

Contract duration: 6 months renewable

Overall objective

The Supply Chain Officer will be responsible to manage all functions below under the direct supervision of the Hodeidah Logistics Manager. S/he will provide effective, efficient and timely support to programme implementation activities in compliance with PU-AMI and donor processes, procedures and regulations. The Supply Chain Officer will support the Logistics Manager in planning, execution and monitoring of supply chain activities in Hodeidah and Raymah, Yemen Mission Programs.

Tasks and Responsibilities

  1. Human Resources: S/he will ensure effective management of the Supply Chain Assistants in Hodeidah, Al Jabeen and Al Mighlaf and any other stations that may be opened. S/he will supervise the Supply Chain teams and build their capacities to discharge their duties accordingly.
  2. Supply chain Planning: S/He will support the Logistics Manager in the implementation of supply chain activities and plans to support program implementation and in planning (Procurement Plans, Warehousing Plans, staffing plans, distribution plans and training plans).
  3. Procurement: S/He will implement procurement policies and procedures and ensure all programme procurement needs are met on a timely manner in accordance with PU-AMI standards.
  4. Inventory Management: S/He will ensure proper management and control of all inventory and warehouse operations at Hodeidah Base level and ensure proper and accurate records keeping, implementation of inventory standard operating procedures and control in line with PU-AMI and donor Guidelines.
  5. Policies and Procedures: The Supply Chain officer will assist the Logistics Manager to ensure proper use and adherence to PU-AMI and donor policies, procedures, rules and Regulations at Hodeidah Base Level.
  6. Reporting and Information Sharing: The Supply Chain Officer will ensure all relevant supply chain information is shared with relevant departments in a timely manner, prepare and share monthly and annual reports in accordance with Logistics Requirements and act as the custodian of all Supply Chain Related Policies and procedures in accordance with PU-AMI and donor regulations.

Specific Goals and Related Activities

TEAM MANAGEMENT

  1. S/he ensures the direct supervision and the management of the Hodeidah Supply Chain Assistants and Warehouse guards and daily workers.
  2. S/he ensures that the planned objectives are achieved by the Hodeidah logistics department and leads the mid-term and final staff appraisal.
  3. S/he participates in the hiring process of any staff (Warehouse assistant, guards and Daily Workers) with support from the Hodeidah Administration team.
  4. S/he ensures compliance with PU-AMI Internal Rules and Procedures at a base level. He/she makes sure that procedures, process (Procurement, Warehousing and Distributions) are known and respected.
  5.  S/he ensures integration of new staff within the Hodeidah logistics department, trained on the project context, relevant tools and procedures, as well as proper understanding of PU-AMI policies.
  6. S/he reviews and assists in the drafting of Job Descriptions for the logistics staff under his/her immediate supervision.

SUPPLY CHAIN PLANNING

The Supply Chain Officer (SCO) will support the Logistics Manager in the implementation of supply chain activities and plans to support program implementation. S/He will support the Logistics Manager in planning activities - procurement plans, warehousing plans, staffing plans, distribution plans and training plans.

  1. S/He will support the Logistics manager and programme teams in developing distribution plans for supplies and Equipment
  2. S/He will proactively communicate with supply chain Assistants to ensure proper planning, preparation of space in the warehouses and stores before dispatch of program supplies to the field.
  3. Support and provide cover in supply chain to ensure that supply chain department is well staffed. This will include deputizing the Logistics Manager and providing cover for the Logistics Officer and other Logistics staff in their absence.

PROCUREMENT

The Supply Chain Officer implements procurement policies and procedures and ensures all programme procurement needs are met on a timely manner in accordance with PU-AMI standards.

  1. S/He shall be in charge of all procurement process at base level, in compliance with PU-AMI threshold, procurement process, forms, and tools.
  2. Ensure compliance with PU-AMI and donor policies in the procurement of program supplies and Equipment.
  3. Receive and review all Purchase Requests from all departments at Hodeidah base level.
  4. S/He ensures the tracking of all procurements and update of the Purchases Update database
  5. Maintain database of all suppliers, service providers and contracts in the contract Follow up data base and ensure execution of procurement contracts and renewals are done in a timely manner
  6. Assist the Logistics Manager in conducting procurement training sessions for all staff (Logistics and Programmes).
  7. Facilitate in tendering processes and ensure reasonable and appropriate lead-time for all procurement of program supplies and the delivery to program sites.
  8. Support the Logistics Assistants and the Logistics Manager to ensure effectiveness, uniformity of supply chain processes to coordination guidelines, implementation of Supply Chain standard operating procedures.
  9. Compile supply chain monthly and annual reports and submit to the Logistics Manager for review and submission by the 5th of each month.

INVENTORY MANAGEMENT

The Supply Chain Officer will ensure proper management and control of all inventory and warehouses operation at Hodeidah Base level and ensure proper and accurate records keeping, implementation of inventory standard operating procedures and control in line with PU-AMI and donor Guidelines.

  1. Ensure implementation of PU-AMI Inventory policies in Hodeidah Office.
  2. Ensure warehouse documents are accurate & updated in a timely manner.
  3. Ensure proper, hygienic and safe good physical conditions of all warehouses in Hodeidah base/programme.
  4. Conduct quarterly stock takes, reconciliation and inventories at yearend for all items in the stores and Warehouses.
  5. Assist the Pharmacist in carrying out the Quarterly and Annual pharmacy stock taking.
  6. Support and visit sub-base offices and warehouses regularly and check warehouses/stores proper functioning in line with PU-AMI standard procedures.

COMPLIANCE (POLICIES, PROCEDURES, DONOR RULES, AUDIT)

The Supply Chain officer will assist the Logistics Manager to ensure proper use and adherence to PU-AMI and donor policies, procedures, rules and Regulations at Hodeidah Base Level.

  1. Support the Logistics Manager to ensure proper adherence to PU-AMI Procurement Procedures and Tools
  2. Identify, analyze and report any non-compliance issues in supply chain process, procurement controls.
  3. Assist the Logistics manager in addressing Audit queries, implement corrective measures and ensure smooth procurement operations.
  4. Work with the Logistics Manager in interpresting donor and funding instruments related to procurement and in applying them in all processes.

REPORTING AND DISSEMINATION OF INFORMATION

The Supply Chain Officer will ensure all relevant supply chain information is shared with relevant departmental staff in a timely manner, prepare and share monthy and annual reports in accordance with Logistics Requirements and act as the custodian of all Supply Chain Related Policies and procedures in accordance with PU-AMI and donor regulations.

  1. S/He will be the focal point on procurement for Program Departments at base level for any logistics’ related issues.
  2. S/He liaises with Admin Department in Forecasting financial needs for procurement related activities.
  3. S/He will ensure sharing of Purchase Follow Up Update regularly on a weekly basis and respond to any Supply Chain related queries on a timely manner.
  4. S/He will ensure proper documentation and archiving of all Procurement documents, in compliance with PU-AMI procedures and donors’ guidelines.
  5. S/He ensures proper and accurate preparation of the monthly Supply Chain Reports for Hodeidah Base by the 5th of each preceding month to be shared with Logistics Manager for review.

Focus on 3 priority activities relating to the context of the mission

  1. Management of Hodeidah Supply Chain staff (Logistics Assistants, guards, daily workers).
  1. Management of the supply chain (including follow-up of with Coordination Office for all international procurement) at base level in compliance with PU-AMI procedures, donors’ guidelines and the strategy developed at the mission level.
  2. Implementation of Warehousing and Stores Record keeping in all Facilities managed by PU-AMI in compliance with PU-AMI procedures, donors’ guidelines under Logistics Manager supervision and guidance.

Team Management

Number of people to manage and their position (local staff)

  1. Direct management: Three (3) Logistics Assistants (One Logistics Assistant in Hodeidah; 2 Logistics Assistant – Support in All Jabeen and Al Mighlaf).
  2. Indirect management: Warehouse Security Guards + potential daily workers.
 

Required Profile

Required knowledge and skills

Evaluation Area

Required

desirable

Education / Training

  1. University Degree in Relevant Field
  1. University Degree in Supply Chain, procurement, Logistics or Warehousing

Professional experience

  1. Previous experience in logistics or Supply chain coupled with demonstratable achievements as a Supply Chain professional across all disciplines within supply chain including planning, procurement and logistics
  2. Consideravle knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, Inventory and property management
  1. Over 3 years’ progressive experience with I/NGOs
  2. Experience in Similar position in I/NGOs
  3. Excellent Planning, procurement and contracting skills, Market assessments and analysis, Inventory and Property Management

Knowledge and skills

 

  1. Strong negotiating skills.
  2. Ability to make suggestions and propose solutions.
  3. Organisational and analytical skills.
  4. Strong collaborator and influencer with effective interpersonal and analytical skills, able to work seamlessly across governorates and organizational units to deliver results.
  5. Ability to work in highly matrixed structure and deiver Training and coaching sessions
  1. Ability to work with international staff
  2. Ability to work in unstable circumstances
  3. Excellent Report Writing skills
  4. Training and Coaching skills
  5. Knowledge of WASH, Construction, maintenance and Medical procurements.

Languages

  1. Fluency in English required, spoken proficiency in Arabic a requirement Both
  1. Fluency in both English and Arabic Languages (Writing and Speaking).

Software

  1. Microsoft Office (Word and Excel)
  1. Advanced knowledge of Microsoft Office (Word, Excel, Outlook) a requirement

Required Personal Characteristics

  1. Team spirit, flexible and positive attitude
  2. Independence, ability to take the initiative and strong sense of responsibility
  3. Good stress management skills, able to work under pressure and meet deadlines
  4. Sense of diplomacy and negotiation
  5. Good analysis and forecasting capabilities
  1. Organization and priority management
  2. Adaptability to changing priorities
  3. Trustworthiness, honesty transparency
  4. Commitment to humanitarian principles

Other

  1. Motivation to help people in need
  2. Conflict resolution and diplomacy experience
  3. Good communication and diplomacy skills to manage relationship in potentially tense situations
How to Apply

If you believe that you have the qualifications and skills to excel in this position, please send an one-page cover letter and CV in English by email to yem.hod.recruitment@pu-ami.org  with the subject heading " Supply Chain Officer Supervisor no later than 15th December 2019.

  • Employer: PU-AMI
  • Category: Logistics
  • Location: Al Hodaida
  • Posted on: 2 December 2019
  • Deadline: 15 December 2019

TOP