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Supply Chain Coordinator
American Refugee Committee

We build a meaningful life for and with the displaced. When we find people displaced from their homes, countries, or lives, our instinct may be to focus only on their basic needs. And that is essential. But it’s also not a life. A life is filled with joy, dignity, connection, and purpose. And that’s what we aim to build.

Now, we're taking the next big step on a journey to unleash and put into action that same abundant belief. This year, American Refugee Committee will become Alight. We’re the same organization with the same people doing the same critical work – providing health care and clean water, shelter, protection, and economic opportunity to more than 3.5 million people in 17 countries each year. But in solidarity with the people we serve who are too often defined by a single dark moment in their lives, we’re dropping the label ‘refugee.’

https://wearealight.org/

 

 


 SUPERVISORY: Logistics Officer & Assistant (KRT) Indirect – Logistics Officer &Assistants (State Offices)
 Grade Level: Coordinator Level
 Supervisor: Country Operations Manager / HoS
 No. of Post: 1
 Duty Station: Khartoum with frequent visits to field (South, East Darfur and East Sudan)
 Duration: Full-time (fixed term 12-month contract)
 Closing Date: 28 Nov 2020

 
 Background:

COUNTRY PROGRAM MISSION

 

The American Refugee Committee (ARC) Sudan Program started in 2004 in response to the emergency needs of some 600,000 war-affected IDPs and host populations in the Tulus and Gereida corridors in South Darfur. In 2014, ARC expanded services into underserved villages in the East Darfur, and more recently in Kassala state, East of Sudan.  The overall aim of the program is to improve the well-being of the target populations by addressing their immediate humanitarian needs and contributing to long-term community stabilization. 

 

With oversight and direction from the Head Office in Khartoum, the field offices in Nyala, South Darfur Ed Daein, & Adilla East Darfur and our recent program in Kassala State, we support the delivery of primary health care services at 30 rehabilitated community clinics, one reproductive health unit and one BEmOC facility.  Water and sanitation services, including the construction/rehabilitation of boreholes, water yards, household and institutional latrines and hygiene promotion messages, are also delivered in over 70 conflict-affected communities. A small agriculture component assists resettling IDPs and host populations with seeds, tools and extension services to grow their own food.  

 

In 2020, in partnership with UNHCR, we are providing health and WASH services to 100,000 mainly Eritrean refugees who reside in the camps of Shagarab I, II, III, K26 and Girba Refugee Camps in Kassala state. We are currently operating 5 health facilities in the camps and WASH interventions related to hygiene promotion and sanitation. This is our first year of operations with UNHCR and we hope to scale up our program in 2021. 

 

With support from IOM’s Rapid Response Fund (RRF) we are delivering a COVID-19 preparedness and response intervention in Kassala state. We are focusing our response on Khashma Girba locality and specifically helping the isolation center located in the main hospital. The overall aim of the program is to improve the well-being of the target populations by addressing their immediate humanitarian needs and contributing to long-term community stabilization.

 

ARC programs enable resiliency in rural communities in both regions in the face of recurring conflicts and natural disasters such as drought, flooding and environmental degradation. The goal is to aid transition to early recovery in Darfur, in an equitable and environmentally sustainable manner. 

 

With an annual budget of between $20-25m, the Sudan Program has 8 expatriates and over 700 national staff some of who are seconded from the line Ministries of the Sudan government, which covers Health, WASH and protection activities.

 

PRIMARY PURPOSE OF THE POSITION

 

As part of the operations team, the Supply Chain Coordinator is responsible for the management and delivery of supply chain support throughout the country program, ensuring all processes are compliant to ARC and donor regulations. The Supply Chain Coordinator will be leading the Supply Chain/Logistics Team and responsible for procurement, transportation, asset management, and logistics support to all logistics team in the Country including State offices.

The position will be based in Khartoum with frequent travels to support State/Area Offices.

 

 



 
 Duties and responsibilities:

Logistic & Procurement

  • Plan, organize and coordinate all procurement activities for Khartoum, Eldeain, Nyala and Kassala offices, in line with ALIGHT/ARC procurement policy and procedures, following donor requirements.
  • Generate and lead the in-country implementation/development strategy for logistics/supply policies and procedures.
  • Manage an integrated supply and logistics structure which involves liaising and working closely with all Senior team members in all ARC offices in Sudan to ensure good planning and preparedness.
  • Establish supplier database and develop framework agreements for regular supplies/ procurements.
  • Lead in program procurement process including commencing procurement committee meeting, collecting quotations, preparing comparative charts and call procurement committee meeting and prepare procurement contracts.
  • Develop KPI for measuring performance of supplies and coordinate improvements to suppliers’ performance.
  • Ensure that all ALIGHT/ARC procurement SoPs are adhered in all procurements conducted by Logistics team.
  • Provide advice and guidelines on procurements policy and procedures to Logistics Team in the State Offices and Senior Managers.
  • Ensure adherence to ALIGHT/ARC policy and procedures and donor requirements for all procurement processes.
  • Submit the monthly procurement schedules (MPS) for Khartoum to COM.
  • Ensure quarterly program procurement and supply plan (including procurement tracking) are in place, support quality input in preparing plans and ensure those achievements. Coordinate with the program team to ensure timely submissions of procurement plans to Logistics.
  • Conduct training on logistics & procurement procedures to all users to ensure all managers understand the system, processes and documents to be completed for procurement to improve the overall performance of logistics and procurement.
  • Monitor the establish policies for Internal controls & ensure proper documentation is in place
  • Ensure that activities are performed within the timeframe and no abnormal delays occurred.
  • Conduct visits to field offices for monitoring of logistics activities and support field offices on providing training on ALIGHT/ARC Supply Chain system as/if required.
  • When emergency operation has to take place, take lead role to organize, plan and coordinate for emergency logistics processes, including purchasing, warehousing, communications and transport, as well as the related administrative procedures.

 

Assets and Warehouse Management

  • Ensure assets and properties are properly managed, list is updated and disposed as per donor’s regulations.
  • Assess appropriateness of warehouse location, design, set up and condition to ensure that the items/goods kept do not get damaged. 
  • Introduce record keeping system, including use of bin cards, good receive notes, etc.
  • Develop records of warehouse storage items and ensure all warehouse managers/
  • officers/assistants responsible to manage the warehouse provide regular monthly updates.
  • Ensure timely reporting on material usage/stock level status and coordinate periodic minimum stocks with Senior Managers/CoM.
  • Oversee inventory records of materials, drugs, food and NFI from all ARC warehouses in Sudan. 
  • Supervise, manage and coordinate all warehouse and distribution related activities.
  • Oversee tracking of all assets, ensure accurate record keeping of all ALIGHT/ARC donor assets including exceptional items that requires registration and movement tracking, following assets and inventory management manuals. Submit quarterly assets and inventory reports to CoM.

 

Fleet Management

  • Supervise the fleet management & admin teams to ensure that systems are in place to track vehicles & generators maintenance schedules, fuel usage & vehicle scheduling.
  • Manage & plan vehicle movements for staff travelling to the field. 
  • Responsible for managing air travels for official trips, including booking of UNHAS.
  • Analyze & monitor fuel usage & maintenance for all vehicles & generators in Khartoum & report to COM on any issues
  • Ensure availability of fuel both for the vehicles and for generators usage.

 

Capacity Building &Staff Management:

  • Manage the country supply and logistics team. Including definition of team size and structure, creating terms of references, acting as recruiting manager for logistic staff, training, objectives setting, and supervision of tasks, evaluations, and performance management.
  • Carry out induction and training for newly recruited staff, particularly those who would be involved in making logistics and supply chain decisions and therefore involved in procedures and donor requirements, including logistics team in the state/area offices.
  • Responsible for performance management, leave plans and capacity building of logistics team.
  • Provide capacity building to the team in the field, ensure that all logistics team understand policies and procedures in Logistics.This includes providing necessary trainings in the relevant field.
  • Take part in recruitment of logistics team for Country and State Offices.

 

Others:

  • Build relations, advocacy, inter-relations with other NGOs, UN bodies and commercial companies on logistics / supply issues if and when needed.
  • Ensure integrity is maintained in the work performed. 
  • Familiarity with donors’ rules and regulations.

Perform other duties as assigned by Line Manager.


 
 Minimum Qualification, Skills and Experience Required:

  • Bachelor’s Degree in business administration or on relevant field, with 6 years of experience in management role or relevant qualifications and/or extensive experience in logistics related skills as listed above (producing supply plans and managing supplies, including quote & tender process management, team management and support, warehouse, vehicle fleet management, security awareness and communications).
  • Significant field experience of humanitarian work in a similar position with an international NGO.
  • Strong analytical and strategic planning skills.
  • A proven record of effective management of people and resources, including planning and organizational skills. Experience in developing others (including mentoring/ coaching, and team building experience).
  • Excellent diplomacy, tact and negotiation skills, and good interpersonal and team skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
  • Experience in insecure environments, and knowledge of the principles of security management.
  • Flexible, ability to work under tight deadlines and pressure.
  • Good written and spoken English is essential.
  • Willing to travel to field on a frequent basis.

IMPORTANT

 

All interested candidates are requested to submit their application letters, updated CV, educational qualifications certificates, training, experience certificates, and birth certificates/ national ID documents to Sudanjob.net.

Only shortlisted candidates will be contacted for the written test and interview. All the recruitment process will be completed in ARC Khartoum Office. i.e. written and oral interview.

 









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