Job Information Supply Chain Manager NGO Information Job Information
Contract Duration 6 months
Governorate Erbil
Job Shift 8:00 to 5:00
Nationality Not Applicable
Working Hours Full Time
Posted 2019-03-25
Requirements
Minimum Education Bachelor Degree
Degree Title
Minimum Experience 2 Year
Required Travel
Job Status
No Of Jobs 1
Published Date 2019-05-12
Deadline Date 2019-06-30
Location
[Erbil,Iraq ]
Description

Overall objective

 

The Supply Chain Manager is in charge of supporting the Logistics Coordinator in the procurement and supply chain management of the mission, the smooth running of the Erbil coordination base, and the training of staff. The main focus will be on guaranteeing timely and quality logistical preparedness, support and supply to the implementation of new projects related to the expected Mosul emergency.

 

Tasks and Responsibilities

 

He/She supports and gives guidance to the Procurement/Logistics Officers for the Supply Chain Management of the bases, ensuring that PUI’s procedures, policies, and logistical tools are in place and are respected.

 

He/She assists the Logistics Coordinator for the medical procurement and importations, the transportation of the drugs and the storage in appropriate conditions and facilities.

 

He/She ensures a direct functional link with the logistics staff at base level, providing guidance and training as necessary to guarantee the logistics tools and procedures regarding the supply chain are properly used and updated.

 

Specific objectives and linked activities

 

1-       PROVIDING SUPPORT TO THE SUPPLY CHAIN MANAGEMENT

a.        Procurement

  • He/She provides the adequate backup and support to the Logistics Coordinator, Field Coordinators, and Projects Managers in order to guarantee that all procurement plans are timely and accurately designed and updated for each grant.
  • He/She guarantees that procurement procedures are respected according to the donors’ and PUI’s guidelines.
  • He/She guarantees that the SCM procedures are fully respected without being an impediment to the timely implementation of the activities by: a. Collaboratively following up each procurement plan with the field-based SC Managers and the projects teams (from DHoM to PMs), b. Proactively initiating the launching of all the necessary procurement process (above all the calls for tenders), c. Supporting the edition of logistics documents when and where necessary, d. Improving, facilitating and monitoring the chain of validation
  • He/She guarantees the validity of all the procurement files edited by the field-based SC managers according to PUI’s SC policy by regular visits of control (direct check of the folders)
  • He/She works in close collaboration with the person requesting the purchase, with strong technical specificity, and carries out any appropriate conformity tests if required.
  • He/She ensures that contracts are adequately signed by the empowered coordinators and guaranteed a strong protection for PUI in case of disagreement.
  •  He/She centralizes and optimizes the grouping of purchases.
  • He/She supervises the identification and referencing of suppliers.
  • He/She consolidates/updates the mission’s price catalogue for the mission’s operation areas.
  • He/She ensures that purchase files are correctly archived and sent to HQ/Paris on time (correlatively with Accounting files).

b.       Shipment 

  • He/She advises the Logistics Coordinator about the most efficient and effective mode of transportation and packaging of the merchandise.
  • He/She contribute to plan and eventually supervise the shipment and delivery of materials/equipment up to their final destination.
  • He/She coordinates with the logistics department at headquarters for the shipment of merchandise coming from abroad and supervises the potential process involved with clearing customs.

c.        Storage

  • He/She guarantees the management and monitoring of the storage places, according to the PUI’s standards and tools.
  • He/She ensures that these are known to and understood by everyone and is applied on all the mission’s bases.
  • He/She ensures that the storages are appropriate to the mission’s needs and that items are stored appropriately in terms of safety, layout and salubriousness.
  • He/She organizes importations of goods when necessary.
  • He/She ensures the movement/transfer of documents is properly referenced.
  • He/She checks stock reports on a monthly basis.

d.       Procurement validation

  • He/She is responsible of the procurement validation in order to guarantee the respect and the good application of PUI procedures.
  • He/She is responsible of the first reading (and validation) of all procurement which comes from the different bases.
  • He/She can provide some advices to the base logistician for the procedure.
  • He/She support the Logistics Coordinator for the opening tenders (participation, correction, validation)
  • He/She checks and analyses the purchase follow up every week and gives some support to the logisticians if issues are identify.

 

e.        Audit Preparation

  • He/She receives all hard copies of all procurement for CSI bases bi-weekly, organize and classify all the procurement in order to prepare the audit.
  • In accordance with the HQ he/she checks and prepares all the files for the upcoming audit.

 

2-       PROVIDING SUPPORT IN THE MEDICAL PROCUREMENT

 

a.      Procurement

  • Through the Logistics Coordinator, he/she receives all the medical procurement for all the bases and coordinates with the Medical Coordinator and the Procurement Officer in HQ to complete these procurements in a timely manner.
  • He/She organizes and fills all the medical files, in accordance with PUI guidelines and organizes the purchase in accordance with the HQ Supply Chain Manager.

 

b.    Transportation

  • He/She provide a support to the transport organization, provide all necessary documents which are needed
  • He/She will be the “interface” with all suppliers (transport, custom clearance)
  • He/She will responsible to provide all necessary documents to HQ (waybill, KMCA form, etc.)

 

3-       SUPERVISING AND MANAGING LOGISTICS TEAMS AND TRAINING REGARDING THE SUPPLY CHAIN

  • He/she in charge of the supervision and the management of the Supply Chain Assistant in Erbil.
  • He/She contributes to plan the activities.
  • He/She participates in the recruitment of the Logistics Supply Chain assistant in Erbil.
  • With support of the Logistics Coordinator and Field Coordinators, identify the needs for trainings and prepare relevant training material (presentations and documents to be distributed).
  • He/she visits base each month.

 

Prioritization of 3 activities relative to mission environment

 

1-       Reinforce the supply management and ensure the continuity of the quality control

2-       Support the medical and international procurement and supply at mission level

3-       Capacity building with the logistics staff on the mission

 

Team supervision

 

Number of persons to manage and their position:

 

  • Direct management: 1 National Staff
  • Indirect management: 4 National Staff

 

This position is managed by the Logistics Coordinator

 

Qualifications & Preferred Skills

 

Required knowledge and skills

 

required

Desirable

Training

 

Degree in logistics (Bachelor’s to Master’s)

(purchases, transport etc)

Supply

Professional Experience

1-       Humanitarian

2-       International

3-       Technical

 

 

Min 2 years

 

3 years

Knowledge and Skills

 

 

Familiarity with the procedures of institutional donors (OFDA, ECHO, AAP, UN agencies etc)

 

Mastery supply management and negotiation with suppliers or equivalent

 

Languages

English

Arabic

Kurdish

 

X

X or Kurdish

X or Arabic

 

 

 

X or

x

SOFTWARE

Pack Office (excel)

My SQL

 

 

x

 

 

x

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

 

1-       Ability to work independently, take the initiative and take responsibility

2-       Resilience to stress

3-       Diplomacy and open-mindedness

4-       Good analytical skills

5-       Organization and ability to manage priorities

6-       Proactive approach to making proposals and identifying solutions

7-       Ability to work and manage professionally and maturely

8-       Ability to integrate into the local environment, taking account of its political, economic and historical characteristics

 

Other

 

4  Mobility:  Extensive travel may be required

 

How To Apply

In order to submit an application, all candidates are invited to fill the following google form by clicking on the link below: 

https://goo.gl/forms/rGHyN6zYLKteUPCy1 

Premiere Urgence will proceed to the preselection of candidates on a rolling basis and reserve the right to close the advertisement as soon as a candidate is identified for the position. Therefore, you are kindly invited to submit your application as soon as possible.  

Kindly note that all applications received by email or by paper will not be considered. Only those submitted through the application link will be processed.

Premiere Urgence International thank you for your interest in the organization

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