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Background: About RI: Relief International is an international non-profit organization committed to partnering with communities impacted by conflict, climate change, and disasters. Our core mission is to save lives, strengthen resilience, and promote sustained health and well-being in affected regions. Our team, comprising over 7,000 staff and local volunteers, operates in 15 countries across Africa, Asia, and the Middle East. We focus on providing comprehensive Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education, and Livelihoods programs, all aimed at fostering community resilience. Our strategy centres on collaborating with local partners to develop programs that are safe, inclusive, and precisely tailored to local needs. These programs are designed to be evidence-based, sensitive to conflicts, and adaptable to changing climates, thereby effectively addressing the needs of the most vulnerable populations. POSITION SUMMARY: Working under the overall responsibility of SCO Coordinator, the Supply Chain & Operations Officer will be responsible for Supply Chain and Operations responsibilities in Port Sudan office that support program operations in other localities/states.
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Duties and responsibilities:
- Ensure inventories, assets and stock records and procurement trackers are compiled, updated and maintained in the shared folders with hard copies in a secure place.
- Coordinate with other staff members to ensure the RI Offices and Guest Houses are adequately equipped and supplied.
- Assist any other logistical staff and other program support staff on various tasks as directed, including, but not limited to, stock control, document preparation and processing, and transport management
- Assist the smooth functioning and support of Port Sudan office, including short program support visits to field offices as necessary.
- This position will supervise all operations staff including Supply chain and operations assistants, drivers, and cleaners / support staff.
Procurement - Responsible for the timely completion of procurements which are directly related to program needs in country.
- Process the procurement requests in accordance with RI and Donor policies and procedures, in a transparent, accountable, efficient and cost effective manner. Assist with ensuring that all procurements are managed, tracked and recorded.
- Carry out a transparent and efficient bidding (quotation) process as outlined in the RI Procurement Procedures Manual
- Update the Procurement Tracker report on daily basis and Shared with the SCO Coordinator on daily basis while referring to the box.
- Make every effort to obtain the lowest price and highest quality of items for RI programs
- Acknowledge orders received and where possible provide initial feedback on costing estimates and delivery times.
- Assist staff with information to develop product or service specification; advising on type of equipment needed, what is available, rough costing etc.
- Conduct local market surveys; gain knowledge and understanding of the availability of supplies and services and price of local items.
- Develop a clear knowledge and understanding of RI procurement procedures and ensure that all purchases are fully compliant with RI and donor rules and standard procurement regulations.
- Ensure prompt payment of suppliers and that the finance department receives all the necessary documentation.
- Advise field sites on procurement system, availability of goods etc.
Assets Management - Prepare and review assets and inventory list and ensure the verification process in all offices/HFs to determine existence, condition and ensure accurate updated asset register in accordance to RI asset management policies.
- Ensure accountability, documentation and handover paperwork are correctly done (I.e. Donation certificates and/or asset transfer certificates)
- Being in charge of asset control ensure that all assets lists are adequately updated and share with all field office.
- All assignment form for the equipment that is assign to staff are available and reconciled with master asset list.
Fleet Management - Organize transportation of the required program and support items to and from the country / field offices.
- Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts, etc., and that all inventories and stock lists are updated at the receiving and sending end as necessary.
- Manage all RI vehicles and drivers, and assist the maintenance of Vehicles.
- Ensure the vehicle travel and fuel use logs of all field sites vehicles are kept up to date, and arrange appropriate vehicle inspections and repairs for all vehicles.
- Ensure the safety, full-equipping, and road-worthiness of all Rl vehicles, together with drivers.
- Coordinate and ensure national transportation of freight by land, sea and air is in line with programme budgets and needs; ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to all project locations.
- Support management of vehicle fleets in line with RI standards to ensure appropriate allocation and safe use of vehicles throughout the programme bases, servicing and maintenance schedules are adhered to and ensure accountability with particular reference to fuel consumption.
- Determining the appropriate means of transport; transportation cost management, bookings, documentation, such as waybills; scheduling etc.
- Ensure that all donor regulations and procedures are upheld during the transportation process, and that mishandling costs to RI are minimized
Administrative Tasks - Facilities management – All properties including office(s), warehouse(s) and guest house(s)
- Oversee administration functions such as reception, office consumables, storeroom management, etc.
- Maintain all files related to logistics, including filing regarding inventory control, transportation management, vehicle management, procurement, communications, travel, etc.
- Assist Admin/Finance personnel to maintain accounting records relating to procurement
- Order, distribute, and keep accountability of all office supplies including, but not limited to, computer disks, calculators, pens, paper, etc.
- Organize all RI files related to logistics and keep them updated as directed
- Organizing flight/road travel bookings, staff documentation, acquisition of approvals i.e. visas, permits etc
- Communicating to the respective staff traveling on schedules, timely sending tickets/travel plans/requests, departures & arrivals; sharing of contacts of drivers etc.
- Management of staff movement using boards accessible by all, ensuring that information is accurate and regularly updated, changes timely communicated to the affected staff.
- Ensuring drivers are available for pickup at the scheduled times without delays
- Preparation of accommodation for staff on transit and visitors.
- Preparation of welcoming packs with essential information for visitors and information of next travel schedules in both town, airports, meetings etc.
Staff Management and Supervision: - Support Supply Chain and Operation unit staff to understand and utilize appropriate tools and services to implement quality programming.
- Visit Field offices as needed and work with field staff to identify operational needs and ensure that issues are raised with CD, Department leads, and other staff, as needed
Provide feedback through regular performance evaluations and ensure staff is held accountable in accordance with the RI Human Resource policies
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