Partnership Coordinator

Supply Chain Manager


Job Title: Supply Chain Manager

Line Manager :Deputy General Manager for Support Operations


Department :Supply Chain Department

Job Purpose

The Supply Chain Manager is responsible for ensuring that SCD Supply Chain Polices are strictly adhered to and committed to improving quality and accountability in the Supply Chain Functions (Procurement, Logistics, Fleet and Admin) to deliver programs effectively and efficiently, according to donor and external stakeholders’ expectations.

The SCM is supervising the team of Supply Chain Coordinators (Procurement Coordinator, Logistics Coordinator, Fleet Coordinator and Admin Coordinator). He/She is also responsible to oversee technically the supply chain team based in the field and provide the needed guidance and support to ensure the capacity building of SCD staff on the Supply Chain Functions and SCD Supply Chain Policies and Procedures. He/She will promote active collaboration and coordination among Supply Chain Team, Program Managers, and field staff to deliver SCD commitments towards stakeholders.

Responsibilities

  • Contribute to the development of supply chain procedures by providing recommendations and suggestions and ensuring compliance with procedures in line with the organization’s vision.
  • Manage supply chain teams under his/her supervision, evaluating and directing them to ensure the achievement of the required results.
  • Contribute to setting annual goals for staff under his/her direct supervision in line with the supply chain department’s objectives and SCD strategic plan.
  • Develop Supply Chain plan to ensure SCD have preparedness to source and buy and transport supplies at the right time with the right quality. This includes developing a Strategic Sourcing Pipeline (integrated procurement planning) and end-to-end tracking and monitoring of logistics activities, including BIS items.
  • Always maintain the confidentiality of work in the supply chain department.
  • Coordinate closely and resolve any issues arising in the Supply Chain Department as necessary or between the department and other departments, manage the flow of relevant information with the relevant stakeholders.
  • Submit periodic reports regularly and incident reports when needed to the Deputy General Manager for Support Operations.
  • Work with Program Managers and Finance Colleagues of supporting the budget development for the projects.
  • Respect and implement all principles of protection from sexual exploitation and abuse and ensuring the safeguarding of children.
  • Manage the tasks assigned to him in the Procurement and Administration units in the Supply Chain Department to provide the following services:
  • Manage the market survey and build the strategic materials database used in the SCD activities.
  • Ensure timely preparation of procurement plans for projects and monitor their implementation by controlling processes including receipt of requisitions, organization of RFQ, ITB and RFP, receipt of quotations, bids and proposals, evaluation and negotiation of certain conditions of contracts in full compliance with SCD Procurement Policy & Procedures.
  • Ensure effective lines of communication between the Project/Program Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using SCD procurement procedures and guidelines.
  • Supervise the implementation and follow-up of all procurement operations carried out by SCD offices including checking their documentation and archiving.
  • Review weekly, monthly and quarterly procurement status report for all purchases and share Offline Report with the line manager and all Project Managers on a weekly basis.
  • Promote a zero-tolerance for violations of procurement policies and procedures.
  • Coordinate with various teams on the delivery schedule, payment approvals and vendor payments to avoid any unnecessary delays.
  • Manage contracts with suppliers and ensure the highest benefit for the SCD when contracting in terms of price and level of service and submitting proposals to program departments concerning contract costs.
  • Manage suppliers, evaluate, and participate in supplier list management.
  • Manage the tasks assigned to him in the Fleet unit according to the following:
  • Follow-up on the distribution of the fleet vehicles for SCD offices, directorate, and centers according to the approved SCD standard distribution mechanisms.
  • Measure the organization’s need for vehicles according to the approved standards as needed and during emergency situations, submitting proposals to the line manager.
  • Ensure that all vehicle and fleet maintenance operations are carried out in coordination with the Procurement Unit and raise requests to purchase parts with their correct and accurate specifications in coordination with the specialists in vehicle maintenance workshops.
  • Ensure the provision, receipt and delivery of materials and parts of vehicles purchased or in need of maintenance in cooperation with the logistics unit.
  • Track stored fleet materials and stock levels in coordination with the logistics unit.
  • Manage the periodic check of the status of vehicles and send vehicles that need maintenance, whether emergency or periodic, while taking this into account during planning of the movement of fleet vehicles.
  • Supervise the implementation of the conventional and emergency transportation plans for the fleet vehicles to ensure the systematic readiness for SCD activities and operations.
  • Supervise the tracking of SCD fleet’s vehicles while performing its tasks according to the

approved fleet procedures.

  • Manage the tasks assigned by the logistics unit according to the following:
  • Follow up and ensure the implementation of the transportation and storage plans approved for each logistical operation and coordinate with the units and departments related with the operation to ensure its success in accordance with the procedures approved by the organization.
  • Follow-up warehouse and inventory requirements and minimum and upper levels and maintain the sustainability of stock availability for operations according to the supply and inventory plan.
  • Adhere to warehousing best practices including good housekeeping, ventilation, use of pallets, proper stacking, fumigation and rodent control.
  • Manage the system to monitor stock movement, analyze, verify and reconcile stock records.
  • Review loss handling and documentation and institute systems to mitigate losses including disposal of unfit commodities (where applicable).
  • Ensure all assets of SCD are managed according to SCD Asset Management Guidelines and relevant donor rules and regulations.
  • Ensure SCD must have up-to-date lists of all assets and inventory items in compliance with SCD Asset Management Guidelines.
  • Supervise and support the conduct of semi-annual physical checks of assets and inventory items in SCD and provide reports on the outcomes.
  • Implement and follow-up all kinds of the maintenance plans and operations according to SCD procedures for the maintenance.
  • Cross-border operations (follow up of all operations at borders including customs, transportation, etc.).
  • To regularly coordinate with the External Affairs and Public Relationship Department to know the details of any changes announced by the Custom Authorities or any other Government department.
  • Work with program and security staff to ensure that distributions are implemented efficiently, effectively and securely.

Note: the above-mentioned responsibilities are illustrative ones. Another future responsibilities/accountabilities may be assigned to the job depending on the department’s organizational chart or title.**

Qualification (Education/Work Experience)

A. Essential:

  • Bachelor degree in relevant field with emphasis in Supply Chain/Logistics.
  • Advanced experience in Procurement and Supply Chain/logistics and managing complex supply chain operations.
  • Advanced training and capacity building experience.
  • Solid project management skills related to organizational development projects and international, cross-functional teams with a proven history of delivering results.
  • Previous experience of managing and developing a large teams and the ability to lead, motivate and develop others.
  • Excellent interpersonal and IT skills.
  • Mother tongue Arabic and advanced level of English.

B. Desirable:

  • Master degree in relevant field with emphasis in Supply Chain/Logistics.
  • Advanced Procurement and Supply Chain/logistics experience in non-governmental organizations operations and working in conflict and high risk security environments.
  • Experience in Supply Chain ERP system.
  • Good level of Turkish.

Core & Technical Competencies

Core Competencies:

  • Communication
  • Creativity
  • Stakeholders Orientation
  • Teamwork
  • Planning and Organizing
  • Accountability
  • Commitment to Continuous Learning
  • Technological Awareness.

Supervision/ Leadership Competencies:

  • Leadership
  • Building Trust
  • Vision
  • Managing Performance
  • Empowering Others
  • Judgment/Decision-making.

Technical Competencies:

  • Advanced computer skills (Microsoft Word, Excel, Access, Outlook, PowerPoint)**
  • Skills using electronic supply chain programs **
  • Experience in supply chain procedures and policies across sectors**
  • Ability to plan supply chain activities **
  • Experience working in international non-governmental organizations or NGOs **
  • Experience related to tendering, procurement and long-term contracting **
  • Work experience in a conflict environment related to procurement procedures **
  • Experience in change management and resolving contradictions

How to apply

  • If you are interested in applying for this position, please fill out the application form on this and attach your CV and a covering letter explaining your background, suitability for the role, and interest in what we do.

Link

Closing date for application: 12 Sep 2021.

The Syrian Civil Defense believes in achieving diversity in its workforce, by encouraging all qualified applicants, male and female, to apply for the vacancies announced.

The Civil defense’s employees and volunteers are obligated not to practice sexual exploitation and abuse, in exchange for the services they provide, in addition to assuming their responsibilities to protect children from harm and abuse and to ensure a safe environment for them, and to work to create a safe work environment for everyone free from any form of harassment, abuse, exploitation or misconduct during work that diminishes the dignity and safety of the volunteer or employee.

Only shortlisted applicants who meet the required job qualifications will be contacted.

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