Job Overview/Summary: The Supply Chain Senior Coordinator is a key position to the success and delivery of quality programs. Supply Chain functions include procurement, logistics, inventory management, Asset management as well as vehicle and fleet management. The Supply Chain Coordinator is accountable for the design, planning, execution, and monitoring of supply chain activities at the country level.
- 5+ years’ experience in the supply chain, administration, logistics, and security-related management at a senior management level with Finance experience desirable
- 5 years’ previous experience with NGOs is essential
- Good English, Arabic, and Kurdish proficiency in both written and spoken.
- Good Communication and Leadership skills
- Excellent understanding of key donor rules and regulations and implementation of strong compliance and control framework
- Demonstrated experience in an emergency context, North East Syria experience is desirable.
- Strong financial management and budgeting skills
- Excellent training and coaching ability
- Experience with Data Analysis
- Demonstrated ability to develop and roll-out supply chain policy and SOPs. • Clear training and mentoring ability. • Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines.
Demonstrated Skills and Competencies:
• Have a high degree of flexibility and ability to work under sometimes acute hardship conditions against tight deadlines.
• Strong computer and communication equipment skills, including in Microsoft Office applications.
• Strong collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across countries, cultures, and organizational units
• Strong communicator, negotiating to facilitate and presenting
• Team Management and supervisory
• Able to work effectively in a highly matrixed structure
• Strong financial management and budgeting skills
• Excellent training and coaching ability
• Ability to travel to remote field offices
Language Skills: Fluency in English, Arabic and Kurdish (Sorani) is Mandatory.
Key Working Relationships: Position Reports to: Deputy Country Director with regular relationship with the Regional Supply Chain Director Position directly supervises: Procurement staff, Warehouse staff, and Transport staff. Other Internal and/or external contacts: Internal: Regular relationships with HQ, regional and country Supply Chain staff at all levels, Head of Finance, Deputy Country Director, Country Directors, and Interacts with organization Program departments External: May Serve as AFH Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations.
Major Responsibilities: Under the direct supervision of the Deputy Country Director (DCD), the Supply Chain & Logistics Senior Coordinator will be responsible for the following:
1. Supply Chain Planning • Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers. • Develop and regularly review Grant(s) procurement and distribution plans, ensuring the resolution of all related issues in collaboration with programs unit leadership. • Coordinate with supply chain field staff ensuring that there is sufficient space in warehouses before sending program supplies to the field sites. • Ensure program teams develop distribution plans for supplies and assets of closed grants in the warehouses.
2. Procurement Management • Lead Market Analyses by collecting, organizing, and analysing market data and share results with program team and field Coordinators/ Managers. • Lead the bidding process by developing and issuing requests for proposals (RFP), Request for Quotations (RFQ), and completing a purchase request process • Ensure review and execution of procurement contracts in timely fashion • Manage relationships with suppliers, and program staff • Make sure supply chain monthly and quarterly reports are submitted on time to the leadership team. • Ensure all Suppliers' information is filed and maintained confidentially in all offices.
3. Inventory Management • Warehouse site selection, and Implementation of warehouse safety/security requirements • Ensure effective handling of inventory, including drug storage, cold chain, buffer stock, gift in kind, and food commodities • Implement the organization inventory policies with regard to all project Items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable. • Produce grants ending and year-ending inventory reports in a timely manner. • Coordinate inventory disposal procedures
4. Assets Management • Conduct Asset needs assessment • Develop Assets maintenance, including repairs tracking and insurance coverage process. • Ensure spot-checks are done systematically, documented and reported for all the organization assets, inventory and equipment every 6 months. • Handle asset and property disposal, including auction management • Ensure that grants inventory and asset report is accurate, regularly produced, reviewed and approved before the Grant closing date.
5. Logistics and Fleet Management • Develop country specific fleet management policies and procedures that are consistent with country department of transport requirements and ensure that they are implemented and followed by all in all the organization country and offices. • Ensure that fleet legal status (customs clearance, registration, licenses, insurance) are up to date; • Conduct transport needs assessments • Supervise fleet movement plans, vehicle maintenance, drivers’ assignment, vehicle safety, and fuel consumption. • Develop vehicle management cost analysis • Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process.
6. Compliance and Ethics • Ensure compliance to the organization and donor policies in the procurement of program supplies and assets. • Identify and timely address fraud and corruption red flags. • Ensure that assessments of supply chain policies, procedures, controls, and performance is conducted and any deviations addressed in the country program where designated • Implement and sustain segregation duties in procurement and other related functions. • Develop and support implementation of post-audit corrective action plans and other improvement plans.
7. Staff Management and Development: • Support recruitment of new staff through effective utilization of the organization supply chain competency matrix. • Ensure that the supply chain department is well staffed and roles and responsibilities of each have clear job description. • Ensure supply chain staff training and capacity building plans are developed and incorporated into the budget. • Ensure each team members' objectives are set following the organizational unit vision as well as operations context. • Assess supply chain staff competency and training gaps and develop appropriate intervention programmes • Coordinate training and maintain training records
Interested candidates can send their updated CVs & cover letters to the following email address, [email protected]
Please make sure to include the following job code
AFH-SSC-EBL-005 within the email's title, applications without a job code won't be considered
Due to the urgency of this position, applications will be reviewed on a rolling basis, and the vacancy can be filled prior to the stated closing date.
All applicants are subject to a satisfactory screening check and 3 professional references including HR of the latest or current employer.
Action for humanity doesn’t discriminate in its recruitment process against any race, religion, or gender and maintains a transparent recruitment process.
The humanitarian intervention of Action for Humanity has no political, or religious affiliation nor has any monetary purpose.
