This role will be primarily focused on ensuring SCI LOGISTICS STANDARDS 48, 49, 50 and 51 for Supply, Source, Stock and Fleet are achieved.

48. Supply chain planning is undertaken annually to ensure that the organisational supply chain is sufficiently structured and prepared to meet the needs of programs and beneficiaries. Procurement Plans are developed and approved at the proposal development stage within the award management cycle.

49. Goods, services and construction works are sourced (procured or donated) according to SCI Procurement Procedures, donor policies and applicable laws. All procurement activities are documented and tracked from initial request to payment request. The procurement of medical, food and construction supplies and services meet relevant international quality and safety standards.

50: Stock Management and Distribution is achieved. Stock is stored and managed according to SCI Warehousing, and Stock Management Procedures and relevant quality, safety and security standards prevent loss or damage. Stock movement can be traced from its reception to its intended point of use or distribution

51. Fleet planning is completed and documented annually. All owned vehicles have relevant legal documentation, safety and security equipment and preventative maintenance schedules. Vehicle performance is monitored, documented and analysed to ensure a cost effective fleet.

Additionally the role is responsible for office administration, Office IT management, buildings’ maintenance and assets management.

This role provides management, leadership and capacity building and is responsible for ensuring sound logistics practices and rigorous controls are in place across multiple programs.

Supply Planning and Sourcing
• Input into Country Logistics Manual development which defines local processes for implementing the global Logistics Procedures, and which defines the roles & responsibilities of staff conducting logistics functions in the country
• The Sud Procurement team is aware of and adheres to the Procurement Standard, Procedures and forms, and the team is adequately supported and managed.
• The development of procurement plans is supported and approved, ensuring the plans have realistic lead times to support planned distributions, are deliverable and include relevant costs.
• Supplier lists, price list surveys and framework agreements are in place as appropriate, and contract spend is monitored against procurement thresholds.
• Appropriate due diligence is carried out on suppliers.
• A procurement tracker is in place and used at capital and field level and is distribute to relevant staff on a periodic basis (at a minimum, once per month).
• The performance of the procurement services across the program is monitored and is meeting the program’s supply needs
• Monthly report to include number of PRs from Procurement Plans
• Procurement risk to be monitored monthly and quarterly
• A responsibility matrix is in place for staff members dealing with procurement function, including TORs of procurement committee

Store and Deliver
• Responsible for controlling and monitoring the storage, movement, disposal and reporting of stock from reception to the point of distribution.
• Ensuring that warehouse staff are aware of and adhere to the Warehousing and Stock Management Standard, Policy and this manual, and the team is adequately resourced, supported and managed.
• Ensuring that a Country Logistics Manual is developed.
• Ensuring that Warehouse Reports are in place at capital and field level and are distributed appropriately.
Fleet Management
• Overall responsibility for the entire programme’s vehicle fleet operation in line with SC and local fleet transport policies.
• Develop costs and budget to cover transport needs and ensure programme managers and budget holders are informed.
• Ensure correct utilisation and allocation of fleet across the programme.
• Oversee vehicle planning and allocation.
• Central management of vehicle records.
• Analyse and check fleet data on running costs, utilisation and recharging.
• Ensure all vehicles are regularly serviced and maintained in line with these procedures, manufacturer’s recommendations and warranty requirements.
• Determine replacement and disposal schedules of vehicles accordingly.
• Management of transport staff at coordination level and dotted line management to logistics and transport officers at field level.
• Ensure all SC staff and (where applicable) partners are aware and understand local and SC transport policies and their rights and responsibilities in the use of SC hired and owned vehicles.
• Maintain fleet asset register (cars, motorbikes, lorry’s, generators, quad bikes, boats and tractors) accurately and make available to the Global Fleet manager when required.
• Follow up on all vehicle accidents ensuring correct reporting and appropriate actions taken.
• Ensure office has up to date versions of SC policies including fleet procedures and Health & Safety.
• Report to Country Director in advance of programs finishing, to ensure maximum use of vehicles availability.
• Ensure drivers are trained in SC policies, procedures, first aid, care of their vehicles, use of vehicle in off road conditions and daily servicing.
• Monitor and audit fuel account accordingly, report fuel account inconsistencies to SCI Fraud team and the Country Director.
• Ensure that vehicles are adequately equipped with tools, fire extinguishers, first aid kits and any other equipment required as part of the programmes local safety and security policies and procedures.
• Conduct 10% of vehicle accessory serviceability check over each Quarter.
• Conduct 10% monthly Driver’s Licence checks.
• Ensure all audit checks are recorded appropriately.

Asset Management
• Assets are identified in the Procurement plan
• Assets are correctly depreciated and Finance are informed
• An asset replacement/renewal plan is in place and shared with Grants and Programmes for proposals
• Hibernation and evacuation procedure in the security plan includes asset safe guarding
• Assets are purchased in compliance with donor policy (including waiver applications if needed)
• Clear procedures for purchasing, issuing and maintaining assets around the country is in place
• One country asset register is used (aggregated if necessary) approved by country & regional office
• Assets are issued and approved to individuals
• Disposed assets (sale, donation, scrapping) comply with SCI and donor policy
• Assets are NEVER removed from the register
• Assets are returned by individuals when leaving (HR should have exit handover process)

Administration Management
• A buildings issues tracker is in place and used at PaP and field level and is distributed to relevant staff on a periodic basis (at a minimum, once per month).
• The performance of admin services across the program is monitored and is meeting the program’s needs
• All building Services are tracked (Electricity, Water, Gas, Fuel, Internet) payments are completed on time. Sourcing is completed before contracts expire.

Reporting and Strategic input
• Provision of reports and analysis of the delivery of logistics roles – daily, weekly and monthly reporting as agreed with the Country Director.
• Input in to all budget proposals to ensure that all programme proposals include adequate and effective logistics requirements
• Provide advice and support to the senior management on logistics
• Contribute to the overall Emergency Preparedness Plans being responsible for the logistics aspects of risk mitigation and management
• Ensure a full logs and admin contribution to country annual plan (CAP), budgets and proposals
• Regular attendance at programme pAdditional job responsibilities
The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
lanning & coordination meetings

A degree in Administration or a related discipline.
Essential
• Extensive prior experience in logistics and procurement management in the NGO sector, within complex/large scale country programmes and in humanitarian environments
• Proven experience in all technical areas of logistics operations especially in procurement, and preferably in transport/distribution, warehousing and stock management, fleet management, asset management, communications, and security
• Demonstrable experience in the end to end management of procurement orders, from timely and efficient processing of orders to ensuring invoices are reconciled and paid according to agreed payment terms
• Ability to synthesise and analyse information, and make clear, informed decisions
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities
• Strong administration skills, a proven ability to use existing & develop filing systems and databases to ensure an auditable trail
• Highly developed interpersonal and communication skills including influencing and negotiation and an ability to work with remotely located stakeholders
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
• Proven ability to work across different organisational departments in order to achieve the objectives
Desirable
• Demonstrable experience in the identification of new procurement trends and progression of new ideas
• Demonstrable experience in Freight forwarding
• Understanding of tendering processes for new suppliers
• Field level experience in procurement and logistics for NGOs in international development and emergency programmes
• Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement
• Working knowledge English

CHILD SAFEGUARDING:
The employee must adhere to the child protection policy that supports the SCI child safety objective. In addition, he / she will have to know the local procedure for complaints, the protocol of the safeguarding of the child and the Code of Conduct of SCI indicating rules of behavior of every day as much in the personal life that professional.

Level 3: The role will not have contact with children or young people or access to sensitive data.

CV, letter of interest, copies of diplomas and certificates.

Only applications sent to the both emails will be considered

Equal Opportunities
The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures
Health and Safety
The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures