TITLE: Supply Chain Assistant (2 positions)

TEAM/PROGRAMME: Supply Chain

LOCATION: Muyinga Province and Ruyigi province

GRADE: 5

CONTRACT LENGTH: Fixed term (ending 31st December 2022)

CHILD SAFEGUARDING:

Level 3: the responsibility of this post may require the position holder to have regular contact with children and/or young people.

ROLE PURPOSE:

The Supply Chain Assistant is responsible for supporting the management of procurement, vehicle fleet, assets, warehousing, and transport as well as communications to ensure an effective, transparent, and accountable Supply Chain network of SCI Burundi office

SCOPE OF ROLE:

Reports to: Supply Chain Officer

Staff directly reporting to this post: none

KEY AREAS OF ACCOUNTABILITY:

Supporting all sourcing activities at the Field Office

Ensuring the appropriate storage and physical condition of stocks according to the specific requirements in the field office.

Keep Records and update asset register with line manager review.

Oversee distribution and transportation of items from the Sub-Office Bujumbura to Field offices or vis-versa.

Keeping vehicle transport requests form from the user departments and generating the movement plans every week and Ensuring that all field transport requirements are met.

Keeping up to date on the field Office travel board and allocating tasks to the drivers as per weekly movements plans

Managing the rotation for the drivers and ensuring that good driving practices and security of the vehicle are of a high standard

Ensuring that driving safety procedures are respected by all Save the Children staff

Manage fuel- fueling of vehicles, and generators, preparing consumption reports, and flagging issues that require management actions

Carrying out daily checking of all vehicles as per policy and logbook and filling both for Vehicle  and Generator logbook

Liaise with the appointed garage to ensure maintenance service is carried out on time and notify the line manager of any maintenance and vehicle repairs due.

Manage and report all incidences involving vehicles-, accidents, breakdowns, etc.

Submit all monthly reports to supply chain officer on-time procurement trucker and monthly fleet analysis.

Preparing all payment vouchers to be submitted to finance on time.

Perform any other task as delegated by the line manager.

Performance Indicators

Timely Record of all procurement requests and payments.

Timely process Purchase Orders based only on Frameworks Agreements.

Work with a Head Driver to generate fuel monthly reports for vehicles and generators.

Working with Head Driver to keep the fleets well organized and plans in place

Responsibility for resources:

Ensure that the cash and cash equivalents and financial records are safeguarded and utilized in an intended manner.

BEHAVIOURS (Values in Practice)

Accountability:

holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling Save the Children values

holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance, and applying appropriate consequences when results are not achieved.

Ambition:

sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same

widely shares their personal vision for Save the Children, engages and motivates others

future orientated, thinks strategically and on a global scale.

Collaboration:

builds and maintains effective relationships, with their team, colleagues, Members, and external partners and supporters

values diversity, sees it as a source of competitive strength

approachable, good listener, easy to talk to.

Creativity:

develops and encourages new and innovative solutions

willing to take disciplined risks.

Integrity:

honest encourages openness and transparency; demonstrates the highest levels of integrity

QUALIFICATIONS

Bachelor’s degree in Business administration, or another related area

Professional qualification in Supply Chain Management and other related areas.

EXPERIENCE AND SKILLS

Essential

2 to 3 years of work experience in a similar field, preferably in an NGO environment

High levels of attention to detail and quality

Computer literacy (including advanced excel skills)

Strong analytical and financial modeling skills and communications skills

Ability to liaise with stakeholders

Strong time management and organizational skills

Ability to work under pressure and to tight deadlines

Commitment to Save the Children’s mission and values

High levels of confidentially and integrity

Desirable

Highly developed relationship-building and interpersonal skills

Highly developed verbal and communication skills

Initiative, flexibility, and ability to work independently as well as in a team

High levels of self-motivation and initiative

Ownership and accountability of own work

Experience arranging supplier deliveries

Experience in effectively managing relationships with suppliers and negotiating transport and logistics service contracts.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.