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

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.

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.

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

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.

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.

SCOPE OF ROLE:
Reports to: Programs and Operations Director
Staff reporting to this post: Direct reports (5): Procurement Coordinator, Fleet Officer, Warehouse Officer, Assets Officer. Indirect Reports (2) Supply Chain Officer Dessalines and Sud

Budget Responsibilities: None, though the role holder will be expected to drive cost efficiencies on behalf of the organisation and input into programme development and planning
Achieving Essential Standards
Supply Chain Plans define a sourcing (where to buy what), contracting, storage and supply route strategy which can meet the demands of country programs effectively and efficiently. The plan is developed balancing delivery lead time, quality, safety and cost

Procurement Plans are completed at the award proposal stage for all awards with >$50k of procurement as per the Award Management Manual, and define how and when supplies and services will be sourced to effectively meet program and beneficiary needs, ensuring procedural compliance and value for money

To ensure accountability within the supply chain process, the Country Logistics Manual documents the roles and responsibilities of each staff member engaged in planning, sourcing, storage and transport of items, as well as fleet and asset management. It also includes approved country specific procedures that supplement the global procedures

There is full management and traceability of all procurement with approved records retained for requests, analyses of offers/quotes/tenders, purchase orders and invoices, goods received notes and payment approval

The procurement procedure and documentation demonstrates transparency; with processes, specifications and supplier selection criteria clearly defined, and opportunities or request for offer/tender are sufficiently made available to suppliers to ensure genuine competition

The procurement procedure and documentation demonstrates proportionality; balancing the effort required for a procurement against its value ( with less effort required for procurements of smaller value), and is achieved by ensuring that local procurement thresholds are defined and followed (these local thresholds must not exceed the global thresholds)

The procurement procedure and documentation demonstrates fairness and non-discrimination to suppliers. Suppliers are treated equally to ensure fair procurement, without discrimination or favouritism by any staff, and with adequate systems put in place to mitigate against fraud, bribery, corruption and conflicts of interest in the procurement process. Treating suppliers fairly also involves giving them sufficient time to prepare bids and paying them in line with the contract payment terms

Gift in Kind (GIK) donations of drugs and medical devices follow WHO's "Guidelines for Drug Donation"

Drugs and medical devices are only sourced from manufacturers complying with WHO Good Manufacturing Practices; wholesalers and distributors complying with WHO Good Storage Practices, Good Distribution Practices and Medical Quality Assurance System who are registered and authorised to manufacture/procure and distribute these products by their National Drug Regulatory Authority (NDRA). In addition, the drugs appear on the country’s National Essential Drug List (NEDL) or the WHO or SCI essential drug list if the NEDL does not exist. All sources of drugs and medical devices are approved by the SCI Regional Logistics Manager/SCI Head of Logistics and the Save the Children Pharmacist.

Losses include loss caused by exposure to adverse conditions, damage & theft, meaning that warehouses are designed to the needs of the type of goods, and have safety and security measures in place for the context. All losses are reported and unexplained shortages investigated

Disposal of damaged stock follows relevant quality and safety standards and are approved according to international/donor rules. Drugs and medical device disposal follows WHO Disposal guidelines. Sale or donations of surplus or redundant stocks have donor approval and are documented

Records are retained for goods held in stores or warehousing that show receipt, storage, approved release and transit to distribution points. In addition, drugs are recorded by batch numbers across the supply chain (i.e. from reception to final point of distribution)

Fleet planning analyses the type of vehicles, quantity and source of vehicles (owned or rented) required based on program needs, area of operation and seasonal conditions. It considers vehicle disposal, financing and replenishment as well as pooling management and maintenance

Vehicles are maintained to a safe and secure standard, with regular checks and a preventative maintenance schedule in place for each vehicle, and with relevant vehicle safety, communications, medical and breakdown/recovery equipment in each vehicle suitable for the area of operation, security and seasonal conditions

Legal documentation: Vehicles have as a minimum third party insurance, and are driven and used in a manner that is safe, appropriately authorised and in line with local legislation, with all drivers receiving regular eye tests, having valid drivers licences and receiving driver training if working in insecure or difficult environments

Vehicle performance: Vehicle availability, utilisation, maintenance costs and fuel costs are monitored to ensure that the fleet is the right size for the needs and running costs are managed efficiently.

KEY AREAS OF ACCOUNTABILITY:

Supply Planning and Sourcing
• A Country Logistics Manual is developed 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 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 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 Operations 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 service ability 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)

Key Performance Indicator
• ensure data validity, quality control and quality assurance of all information coordination in the form of trackers, reports and performance indicators.
• Ensure Coordination with procurement, fleet, stock, assets in Port-au-Prince and field offices in order to collate data, update trackers and share status updates with stakeholders.

• Be the lead for Save the Children’s Total Inventory Management (TiM) system. This will require coordination and data collection from the stock management teams and the ability to work closely with Finance and Programme teams.
• Once a month KPI reports will be completed for Fleet, Procurement, Stock, Assets. Ensure correct KPI tools are in place and teams are meeting their reporting obligations.

Reporting and Strategic input
• Provision of reports and analysis of the delivery of logistics roles – daily, weekly and monthly reporting as agreed with the Operations Director.
• Input in to all budget proposals to ensure that all programme proposals include adequate and effective logistics requirements
• 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 planning & coordination meetings

Additional 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.

Preferably a graduate degree in Procurement and Supply Chain Management or a related discipline.

EXPERIENCE AND SKILLS
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 of English

SKILLS AND BEHAVIOURS (SCI Values in Practice)
Accountability:
• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
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 orientated, thinks strategically and on a national and regional scale.
Collaboration:
• Builds and maintains effective relationships, with their team, colleagues, programmes 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:
• honest, encourages openness and transparency; demonstrates highest levels of integrity.

letter of application, resume, copies of diplomas and certificates
related to required skills and competencies.

Equal Opportunities
The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding: We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.
Health and Safety
The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Must indicate name of position as subject of message.

This is an advertisement for internal and external candidates