Ended Supply Chain Officer

The Job

Action Contre la Faim is an International Humanitarian Organization which is private, non-political, non-denomination and non-profit making. Action Contre la Faim vocation is to save lives by combating hunger, disease and those crises threatening the lives of vulnerable men, women and children. Action Contre la Faim currently operates in 46 countries including Yemen globally and conduct programs in nutrition, food security, health, water and sanitation.

Supply Chain Officer  

Department: Logistic

Location: Hajjah

Duration: 31 December 2019

MAIN RESPONSIBILITIES:

  • The main objective of position is to carry out and supervise procurement process of Supplies and Work / services for the Hajjah Base.
  • The Supply chain officer  will review all Purchase Request and prepare all Documentation throughout the process. 
  • Under the supervision of Logistics Manager  he/she will be also responsible of the follow up of all purchases and the implementation of contracts in the area of intervention from the signature to the final payment.
  • He/ She will ensure compliance of all purchases with ACF internal procedure and Donors' regulations by collecting and providing all required supporting documents.
  • The supply chain officer will manage and update all information related to ACF official suppliers and purchase files.
  • Supply Chain Officer will also be responsible for base stock management under the direct supervision of Logistics Manager . He / She will ensure the stock Management of base  , Storage and Documentation .
  • This position will supervise stock keeper at base level

TASKS & RESPONSABILITIES

Objective 1: Ensure the smooth running of the purchases (order, purchase and deliveries);

The Supply chain Officer is responsible for:

  • Organize the purchases and ensure that the internal procedures of the Kit log are respected.
  • Keep the different departments informed of the status of their orders at base  level;
  • Adapt the priorities with programs according to the needs on the field
  • Liaise with Logistics Manager to be able to anticipate the coming purchases
  • Follow up with Capital for the upper base purchases
  • Supervise the purchases and perform regular price checking
  •  Conduct the purchases and perform regular price checking (good quality/price ratio)
  • Receive and check the Procurement Requests and update the Procurement Follow-Up
  • Put in place and arrange for purchases in a timely manner and in accordance with the ACF procedures applying to each purchase (goods, works/services, premises)
  • Negotiation and selection of suppliers
  • Controlling deliveries to programs
  • Collecting data on the market and local suppliers to constantly improve the market knowledge

Objective 2: Produce the adequate documentation;

The Supply chain Officer is responsible for:

  • Ensure that all documents regarding the supply chain are filed according to Kit Log procedures
  • Ensure that all information are correctly filled and treated according to ACF Kit Log standards
  • Receiving Procurement Requests, sort them out and group them by sources of supply.
  • Record PR in the Procurement Follow Up
  • Keep the PFU up to date with all relevant and accurate information
  • Ensure that the base catalogues is up to date
  • Share the price list of the different Framework Agreement with the requesters
  • Share the PFU on weekly basis with all the managers
  •  Create Purchase Dossier with sequential numbers to ensure a good follow up in the archiving system

Objective 3: Supervise the stock keeper :

The supply chain officer is responsible for:

  • Establish a work plan;
  • Delegate the activities and check that they are properly executed;
  • In case of absence, take over the activities
  • Organize training sessions;
  • Carry out appraisal interviews
  • Provide technical support if necessary.
  • Taking part in the recruitment of his/her teams
  • Organizing and leading team meetings
  • Working out and monitoring individual action plans for team members
  • Managing planning operations, task sharing and coordination of work
  • Providing for evaluation interviews for team members
  • Providing technical support to the teams
  • Devising, organizing and leading training sessions

Objective 4: Supervise the stocks;

The supply chain officer is responsible for:

  • Guarantee that the procedures and instructions of stock management are followed;
  • Ensure regular inventory of the stock (monthly and randomly);
  • Ensure that the stores are hygienic, clean and ventilated
  • Draw up a monthly inventory;
  • Ensure the deliveries are done according to the request
  • Insure the management of the SFU/Stock Report and keep it updated
  • Ensure the record of the stock movement, keeping the stock card update on a daily basis (in/out movement).
  • Advise the Base logistician, PMs before the stock of the consumables items run out. 
  • Ensure that always the store is secure and the doors are properly locked.
  • Make sure that all the documentation match together (physical inventory, bin cards, stock cards, Stock report)
  • Monitor regularly the storage conditions
  • Monitor the state of the premises on weekly basis

Objective 5: Ensure the proper management of the goods

The supply chain officer is responsible for:

  • Ensure that all items are stored in a way to be counted, and packed correctly respecting ACF standard.
  • Ensure that dangerous items are separated from food and sensitive items and that they are stored according to guidelines
  • Conduct the overall physical monthly inventory to prepare the monthly stock report.
  •  Control the expiry dates of the items, applying the FIFO or FEFO international rule (First In/First Out – First Expired/First Out)
  • Keep the expired items separately but in secure place, inform the base log and arrange the disposal
  • Destroy all expired or broken items as per ACF Kit log procedures / national rules
  • Control temperature in Pharmacy Set up proper area for fuel and Diesel
  • Close Follow up on the Pharmacy management
  • Organoleptic check on food items
  • Isolate product such as chlorine, etc.

Objective 6: Archiving/Reporting

The supply chain Officer is responsible for:

  • Implement a proper archiving in the on regular basis  as per Kit Log
  • Make sure all the Procurement  stock documentation ( PR , SPO , Invoice , DN , RN , Purchase dossier , Stock card, Bin Card, Temperature FU, , Monthly Stock Report) is archived in hard copy
  • Compile the Monthly PFU , CFU and  stock Report at the end of each month for the monthly log report

POSITION REQUIREMENTS
QUALIFICATIONS

Bachelor Degree or equivalent professional experience

SKILLS & EXPERIENCE

Essential :

  • Minimum 02   year of work experience in logistics preferably in Procurement / Stock management in Total and 01 Year in Humanitarian Sector at least will be a plus .
  • Advanced level of IT Skills (MS Office)
  • Leadership& Organization skills
  • Good languge skills ( Arabic , English speaking and writing )
  • Integrity
  • Ability to identify problem and provide solutions
  • Team player / ability to lead the team and communicate well with staff from other departments
  •  Ability to work with deadlines and/or under stress

Conditions:

  • Level of the position: TECHNICIAN.
  • Basic salary in accordance with our National Salary grid.
  • Transportation allowance.
  • Eid bonus: a full basic salary per year.
  • Medical and life insurance coverage: Including the employee, spouse, children and parents.
How to Apply

Action Contre la Faim encourages to apply:

Candidates originally from “Hajjah” as they we will the first ones considered;

Women and persons with a disability.

Application Process: Send application comprising a detailed CV and Cover Letter in English, clearly mention the position you have applied + the location of the position, to recruitment-ho@ye-actioncontrelafaim.org  or in a sealed envelope dropped at ACF office latest by 20-05-2019.

Only short-listed candidates will be contacted.

  • Employer: Action Contre la Faim
  • Category: Logistics
  • Location: Hajjah
  • Posted on: 7 May 2019
  • Deadline: 20 May 2019

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