TITLE: Supply Chain Coordinator (World Bank)
TEAM/PROGRAMME: Logistic REAL Program    
LOCATION: Country Office – Sana’a

CHILD SAFEGUARDING: 

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g., once a week or more) or intensively (e.g., four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE: 
SCI Yemen is embarking on the Restoring Education and Learning (REAL) project, funded by the World Bank and implementing by the three implementing partners SCI, WFP and UNICEF. The project’s primary objective is to maintain access to basic education, improve conditions for learning and strengthen education sector capacity in selected districts of several governorates in Yemen targeting over 1’000 schools. The Supply Chain Coordinator position is to coordinate and facilitate supply chain activities and support the Supply Chain Manager and country team in all matters related to supply chain and the staff under his/her supervision in running efficient sourcing of supplies in line with SCI policies and procedures. The Supply chain coordinator has the responsibility to ensure the delivery of timely, effective and accountable logistics support to Save the Children programs in the field office, Assist the field teams to ensure efficiency, accountability and transparency of Logistics operations, by developing, plans and managing policies and strategies related to fleet, assets and procuring supplies and services (in accordance of SCI policies and procedures).

In addition to supporting the coordination of the logistics issues /challenges in the process of the supply chain. Supply chain coordinator will assist in strategizing logistics systems in the field office with the support of the supply chain manager.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE: 

• Reports to: Supply Chain Manager (World Bank)
• Staff reporting to this post: 
• Direct: N/A
• Indirect: Supply Chain Officers (Field team – WB)
• Budget Responsibilities: N/A
• Role Dimensions: Supply Chain, Coordiantion

1-Assets 

• Ensure that Logistics staff/ assets assistant maintains a proper documentation of assets.
• Provide logistics support to Logistics staff based on agreed priorities
• Provide data to monitor and evaluate the overall logistics performance in support of the programmes to the Supply Chain Manager.
• Review the field Asset Register; ensuring that all programme assets are logged, issued with unique Save the Children asset numbers and ID cards, and are tracked / cross checked with the CO master assets throughout the country including co-ordination with other logistics colleagues on any asset relocations if required.
• With the close coordination with field logistics team and SC Manager prepare report for Asset Disposal in accordance with Save the Children and donor guidelines.
• Assist SC to analyse logistics Trackers Data on monthly basis to gauge the guidelines are in place
• Reporting and captures accurate data

2- Fleet 

• Review monthly vehicles reports and help in preparation of the logistics monthly report
• Follows-up of accidents/incidents with the police, informing insurance company, prepares and sends all relevant documents
• Follows-up of the Drivers list of duties, shift, logbook, overtime and report to the supply chain manager 
• Support the field staff for any requirement / support needed in term of daily activities.

3-Procurement/Logistics:

• Check that Purchase requests received have the right specifications, adequate procurement processing time based on the grant ending period, types of procurement method to be conducted, availability of goods in the local/international Market,
• Ensure that purchases are made in a timely and transparent manner, that is corresponding to Save the Children procurement policies and procedures as well as responsive to World Bank Core values and guidelines.
• Handle all the requests of consultancy services or other services in the way of a professional manner. 
• Review procurement documents prepared by the Supply Chain Officer for correctness, transparency, and full compliance with internal procedures and regulations specially suitability and Environmental, Social, Health and Safety principles.
• Follow up with CO staff and response procurement officers on payments to the suppliers and service providers in line with the payment terms and conditions stated in the Purchase order or Contracts.
• Assists in the procurement of routine and non-routine procurements.
• Prepare and organize tender documents, advertisements, contract agreements, and all the necessary paper works for the Procurement Committee (PC) meeting sessions.
• Ensure professional management of all suppliers including maintaining good supplier relations and supplier performance review against key performance indicators and framework agreements, regularly updating this information into a global supplier database. This includes making suppliers aware of Save the Children values and their need to comply as part of agreements.
• Coordinate the governorate activities throught packing, dispatching, transporting and delivering activities.
• Organize regular (weekly) procurement activity reports for submission to the Supply Chain Manager. Produce management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of procurement services.
• Ensure that compliance with prevailing policies while checking compliances on the Request for Quotations, POs, and contract documents before getting stamped and issued to suppliers
• With the guidance of the Supply Chain Manager, prepare the procurement plans in consultation with the programs and operations teams.
• Monitor procurement records and organized files to ensure that each procurement request is fully and clearly documented Support program managers and technical advisors in populating prepare procurement plans.
• Analyze and prepare – if required – the procurement tracker to ensure that all procurement is carried out efficiently and in a timely manner. 
• Coordinate with CO Warehouse and Fleet the release and loading of response supplies to the fields.
• Ensure robust planning and project management tools and processes are in place, following Save the Children’s Project Management Methodology (PMM) and project management systems.

QUALIFICATIONS  

• University level professional qualification/degree in Engineering, staticstics, business administration or relative fields.

EXPERIENCE AND SKILLS

• Minimum 3 years’ experience in Supply Chain in an international organisation, INGOs or corporate enterprise.
• Previous experience of managing and coordinating logistics over a number of different geographic locations in contract administration and/or consultancy services coupled with a good acquaintance to tender management.
• Well-developed interpersonal and communication skills including negotiation skill Team-working skills.
• Highly organized with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
• A well versed in computer use (Microsoft Office – Outlook, Word, Excel, PowerPoint … etc.)
• Ability to prioritise, plan ahead, and manage a complex and diverse workload with tight deadlines.
• Fluency in written and spoken English.
• Proactive and result-oriented with a strong ability to coordinate between different teams and individuals.
• Ability to work with minimum supervision, and solve problems independently.

Desirable:

• Previous experience/exposure to automated systems for procurements
• Previous engagement/working with World Bank or any IGA.