Job Description

ROLE PURPOSE:

The purpose of the Project Support and Supply Chain Officer (PSSC Officer) role is to facilitate and carry out procurement/supply chain activities at the field level, manage inventory, and provide essential administrative support to overall field operations at the district level. This collective effort is directed towards elevating the operational efficiency of field offices as they strive to advance district-level implementation of the PALAM/A II project and all other SCI projects. The role will support the country office & project teams in the implementation of the SCI initiatives across all projects in line with donor and SCI compliance procedures.

In the event of a humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Field Manager

Staff reporting to this post: Field Driver(s) with matrix line to Country Office Fleet Officer

Matrix reporting line to: Senior Manager Supply Chain

Budget Responsibilities: N/A

KEY AREAS OF ACCOUNTABILITY:

General Office Management

• General Office Management - Ensure a smooth working environment in the assigned field office location(s), responsible for the management of field office premises and provide regular updates to the Field Manager.
• Manage and oversee the daily activities of district/Field support staff (drivers) to ensure that operations at the district is receiving the basic services platform.
• Ensure all administrative and supply chain tasks are effectively supporting field-level work, including day-to-day logistical support, courier services and utility management, etc. as required.
• Ensure IT Help Desk/IT Coordinator is providing support at the district level for needed Internet connectivity, and hardware procurement and maintenance across the district, as required.
• In conjunction with the Field Manager, cultivate a work environment that is joyful. Model good life-work balance to staff.
• Maintaining stationary stocks and refilling as necessary.
• Maintaining the district inventory and supporting annual and biannual inventory verification.

Procurement

• Provide inputs and support County Office- Supply Chain team for sourcing project related goods and services.
• Collaborate with Country office Supply Chain colleagues to develop sourcing pipelines incorporating project requirements based on consolidated procurement plans
• Action sourcing requests received, identifying appropriate routing and sourcing process.
• Collection and verification of quotations for district-level events/ programs from the registered suppliers.
• Raising PRs for general office management and office supplies in ProSave and following up with the supply chain for necessary verifications. .
• Coordination with the suppliers and relevant field staff to arrange the program/events on the approval of PRs.
• Collection of invoices, arranging supporting documents, checking, scanning and uploading into the system.
• Establish and maintain positive relationships with local suppliers and vendors, including addressing district level supplier inquiries.
• Update the Supplier portfolio regularly and identify/register new suppliers as per field requirements.
• Ensure smooth arrangement of travel and accommodation for incoming and outgoing field missions.
• Support and guide the field team on procurement procedures and Prosave practices. Act as the Prosave focal for the district.

Fleet management

• Arrange and coordinate (with CO – Fleet Officer) daily trips for staff members, movement of office and assign the driver, both SCI drivers and rental car drivers as per requirements.
• Maintain weekly movement tracker in the field office
• Work closely with driver on safety and security matters
• Ensure driver(s) comply with all Save the Children safety and security regulations.
• Maintain and update the fleet tracker monthly basis report any discrepancies.
• Receive fuel credit chits from the issuing authority and distribute them to drivers as needed and store the chits in a secure location to prevent theft or loss.
• Collect and verify log sheets of all district vehicles and motorbikes and relevant TARs, prepare monthly fleet data, and submit to the CO fleet officer on a weekly /monthly basis.
• Provide recommendations on efficient and cost-effective fleet planning
• Raising Vehicle maintenance requests promptly to ensure all vehicles remain in good condition. Recommend regular maintenance for the bike fleet.

Staff Management

• Supervise and manage the daily activities of SCI Drivers, outsourced Caretaker, and Security personnel.
• Conduct quarterly & annual development to perform evaluations and reviews per SC policy to the SCI Driver, provide both constructive feedback and supportive professional development advice.

Other

• Liaise with external institutes as requested by the field office team
• Collaborate and coordinate with the District Finance Coordinator to process relevant payments
• Asset Management - Ensure that at CO and the field level all the project assets are recorded and movement tracked, with information input to maintain the central CO asset register
• provide regular reports on assets to the Supply Chain team on asset status and support with regular asset checks and verifications
• Willingness to undertake any other relevant responsibilities entrusted by the Line Manager and Management Team, as and when requested.
• Ensure that Save the Children’s minimum standards, procedures and country policies are implemented and adhered to in the area of responsibility, supporting relevant staff as required.

QUALIFICATIONS AND EXPERIENCE

Essential

• A university degree or a professional qualification related to Logistics/Supply Chain Management, business administration or a related field.
• Minimum of 2-3 years of work experience in the supply chain, procurement and office administration role, preferably in the NGO sector.
• Proven experience in supply chain management including procurement, transport and distribution, and stock/assets management.
• Experience working in emergency response/humanitarian environments will be a benefit.
• Working experience with online supply chain systems will be an asset.
• Sound knowledge in the application of Microsoft Office packages.
• Good written and verbal communication skills in English and Sinhala and/or Tamil.
• Strong coordination and time management skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Resourcefulness, proven interpersonal skills and the ability to work in a diverse environment with sensitivity and respect.
• Attention to detail and excellent numeracy and ability to keep clear and concise records.
• Ability to contribute to and work effectively in a team.
• A valid motorbike riding license will be preferred.
• Ability and willingness to travel throughout the country, particularly to work under pressure in difficult situations.
• Behave and demonstrate a high level of courtesy, and honesty, encouraging openness and transparency.
• A good understanding of the mandate of Save the Children, commitment to and understanding of child rights, the aims and principles of Save the Children, and its humanitarian standards such as Child Safeguarding and the Code of Conduct.