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Background:
CHILD SAFEGUARDING: Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff. ROLE PURPOSE: Under the direct supervision of the Supply Chain Coordinator, the post holder is responsible for coordinating and supporting the day-to-day implementation of Supply Chain activities within the assigned office, ensuring that goods and services are received, stored, transported and delivered to the required locations on time and in accordance with SCI policies, procedures and value-for-money principles. The role will support and coordinate operational activities across warehousing, fleet, transportation, assets and procurement, and will monitor the flow of goods and supplies to ensure an effective and timely delivery programme. The post holder will be responsible for the day-to-day coordination and monitoring of stock controls, warehousing, fleet and transportation of staff and goods, while supporting procurement activities and liaising with suppliers and service providers as required. SCOPE OF ROLE: Reports to: Supply Chain Coordinator Staff reporting on this post: Drivers Budget Responsibilities: None Role Dimensions: Save the Children International in Sudan operates across multiple states and locations, delivering programmes in complex and challenging humanitarian environments. The post holder will support Supply Chain operations within the assigned location and may be required to coordinate with other offices and Supply Chain functions as necessary This is a challenging role in a complex environment. It requires a dedicated, experienced and highly motivated individual who can manage the difficulties of living and working in such an environment and still be fundamental in helping to drive forward our programmes and our ambitions. This is a challenging role in a complex environment. It requires a dedicated, experienced and highly motivated individual who can manage the difficulties of living and working in such an environment and still be fundamental in helping to drive forward our programmes and our ambitions.
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Duties and responsibilities:
Procurement and Facilities Tasks - Support the processing, dispensing and timely retirement of approved petty cash/advances required for coordination and operational activities such as advance or immediate payments to Traffic Authorities, casual labour for loading/offloading, and other related operational expenses.
- Support the management of vehicle and generator supplies, including monitoring fuel, lubricants, spare parts, and other related supplies, and prepare periodic consumption and stock status reports for review by the Supply Chain Coordinator.
- Support procurement sourcing and purchasing activities within delegated authorities in line with Save the Children procurement policies and procedures, including identifying potential suppliers, obtaining quotations, conducting market assessments, preparing procurement documentation, and facilitating the purchase of goods and services.
- Liaise with suppliers and service providers to obtain competitive quotations, confirm specifications, negotiate delivery timelines where appropriate, and follow up on purchase orders and deliveries to ensure operational requirements are met on time.
- Support the procurement team in maintaining an updated supplier database and identifying alternative sources of supply to ensure adequate competition, value for money, quality, and continuity of supply.
- Assist and follow up on procurement processes to ensure that all required supporting documents, including proof of receipt and other payment documentation, are complete and submitted in a timely manner, enabling supplier payments to be processed within SCI payment terms.
- Coordinate with requesting departments, procurement, finance, and suppliers to resolve issues related to specifications, availability, delivery, documentation, invoices, and payments.
Warehousing Management - Stores Management: Coordinate day-to-day stores/warehouse operations, including maintaining proper store records, stacking, ventilation, safety and security measures in accordance with SCI procedures.
- Consignee: Serve as consignee and undertake the physical receipt and verification/counting of equipment and goods received from suppliers or transferred from other warehouses, ensuring appropriate documentation is completed
- Good Receipt Note (GRN): Prepare Goods Receipt Notes (GRNs) and ensure supporting documentation is maintained in accordance with SCI procedures.
- Dispatch and transportation of goods & supplies: Coordinate the dispatch and transportation of purchased/acquired goods and supplies, prepare required waybills, and follow up loading, transportation and receipt at the point of delivery until the required GRN and/or authenticated waybill is received
- Reporting: Prepare routine stock status and consumption reports for the assigned warehouse/location and submit them to the Supply Chain Coordinator as required.
- Stock replenishment: Maintain records of agreed minimum and maximum stock levels in accordance with SCI standards and follow up on stock replenishment requirements, escalating potential stock-outs or overstock situations to the Supply Chain Coordinator.
- Gate Pass: Prepare gate passes for items leaving the office premises and monitor compliance with the approved gate-pass process
- TIM: Attain TIM training and further work on data provision for TIM warehouse
Fleet Management - Under the supervision of the Supply Chain Coordinator, coordinate day-to-day fleet operations and;
- Monitor vehicle condition and coordinate routine maintenance and servicing in accordance with SCI procedures, escalating mechanical or safety concerns to the Supply Chain Coordinator/Fleet Manager as appropriate.
- Ensure that drivers adhere to SCI policies and procedures relating to vehicle use, maintenance and safety, and conduct regular performance discussions and formal performance reviews with direct-report drivers in accordance with SCI performance management procedures.
- Follow up on documentation, agreements and payments relating to hired vehicles and escalate any delays or compliance issues to the appropriate Supply Chain/Finance focal point.
- Coordinate vehicle allocation in line with approved programme and operational requirements and maintain appropriate vehicle utilisation and fuel records.
- Monitor vehicle insurance and road licence expiry dates, initiate renewal follow-up and maintain appropriate records.
- Coordinate and follow up arrangements for land/air transportation of goods and materials from HQ to field offices, in coordination with the Fleet Manager and Supply Chain Coordinator.
- Prepare the necessary documents and logs. for producing the fleet monthly reports.
- Maintain and follow up on required documentation relating to SCI vehicles, including ownership, disposal and loan documentation, and escalate outstanding issues as required.
Asset Management - Conduct periodic physical asset inventories in accordance with SCI procedures.
- Update the asset register, including tagging assets and maintaining records of approved asset disposal forms.
- Assist with the HAC annual and bi-annual reports for assets, and donor report on asset section when required.
- Assist with ensuring all SCI Assets are updated monthly.
- Staff, Performance Management & Capacity Building
- When applicable to: -
- Lead, supervise and manage the day-to-day performance of direct reports, including drivers, ensuring they have clear objectives, regular performance discussions and meaningful feedback in line with Save the Children performance management procedures.
- Set objectives and agree performance goals with direct reports, conduct regular performance reviews and discussions, provide constructive feedback, and address performance issues in accordance with SCI procedures.
- Create and maintain a cooperative, collaborative and positive working environment where direct reports have clear roles and responsibilities, are supported in achieving their objectives and are encouraged to contribute to operational improvements.
- Support the development of direct reports through coaching, mentoring and on-the-job guidance, as appropriate.
Child Safeguarding - Act as an ambassador for child safeguarding in both professional and personal life. Never abuse position of trust and authority.
- Keeping children we work with safe from deliberate harm/risk or inadvertent harm/risk. This is a top organizational and personal commitment, and the standards of behavior towards children expected by the organization should reflect both in your personal and professional life.
- Behave towards children in a way, which reflects the Code of Conduct, CSG Code of Conduct and Child Safeguarding Policy.
- Report any Child Safeguarding issue or concerns in a timely way according to the Country reporting system and procedures.
- Seek guidance where unclear on what concerns should be reported, how to report concerns and how to respond to them.
Accountability: - Holds for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
- Take responsibility for their own work and supports colleagues and direct reports to deliver on their responsibilities, escalating issues when required.
Collaboration: - Build and maintain 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: - Honesty encourages openness and transparency; demonstrates highest levels of integrity
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-oriented, thinks strategically and on a global scale.
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