Objective 1: Ensure the Smooth Running of the Supply Chain (30%)
Responsibilities:
- Supervision of the program procurement process
- Enforcement of ACF and donor logistics guidelines in all logistics procedures
- Obtaining necessary data for Project Procurement Plans and project proposals
- Establish framework contracts with appropriate suppliers according to the Kit Log V3.6 guidelines and under the supervision of the Log Manager
Tasks:
- Support Logistics Coordinator in preparing PPP and Supply Plans as requested
- Monitoring and updating of Supply Plans
- Organize the procurement planning with the Base Logs, LogCo and Programs
- Anticipate the different markets and procedures to be respected according to AAH procedures as well for donors
- Make sure AAH logistical procedures are respected and supervise both clients and suppliers in the application of these procedures
- Controlling deliveries to bases and programs in terms of quantity and quality
- Informing the Admin of the forecasted expenses
- Ensure payments are submitted in timely manner to Finance
- Follow-up with Finance for payment release
- Ensure that PFU, SFU, Stock Reports, CFU are relevant
- Conduct market and supplier survey on regular basis. Where necessary support program managers in program related market assessments
- Ensure suppliers database is updated
Objective 2: Procurement (20%)
Responsibilities:
- Drawing up a planning of the monthly purchases according to supply plans
- Responsible to ensure AAH purchases in the best period, at the best price, in the required quality
Tasks:
- Review and validate the information filled in PRs (specification, delivery times, prices…), Cross-check the items on PR with stock availability before starting the procurement and provide feedback or request modifications if necessary
- Manage all program-related procurements and prepare all relevant documentation (preparing RFQ, collection of quotations, negotiation with suppliers, preparation of Assessment tables, agreement forms, SPO, contracts, etc)
- Leads national tender procedures in coordination with Logistics Coordinator and Base Logistics
- Follow up with contract implementation
- Ensure compliance to the contract by Action Against Hunger and Contractor/ Supplier
Objective 3: Develop, Implement, and Monitor Framework Agreement Strategy (20%)
Responsibilities:
- Drawing up a planning of the base Framework Agreements needed
- Responsible to ensure AAH has in place the necessary agreements for an efficient operation and a timely emergency response
Tasks:
- Drawing up a Framework agreement strategy in coordination with the base and technical teams
- Review and consolidate documents necessary to launch the framework agreements
- Follow-up the orders related to the Framework agreements
- Realizes follow-up visits to suppliers to provide recommendations about their service
- Carries out sample checks to ensure the services and products received are up to the quality level required
- Questions and reopens markets when the prices might have change to ensure best value for money
Objective 4: Reporting and Coordination (15%)
Responsibilities:
- Providing reports on monthly basis and upon request
- Ensuring proper achieving of supply chain documentations
- Ensuring there is communication between supply team and programs
- To draw a market assessment system to monitor the relevant markets
Tasks:
- Participate in weekly procurement meetings with Programs and/ or Base Admin to coordinate future needs, provide update regarding supply and prepare procurement planning accordingly
- Provide a regular reporting on operational logistics activities to head of base, the Base Logs and LogCo (weekly Sit-rep, Monthly Log Reports – PFU, SFU, CFU, Stock Report)
- Share the PFU, SFU with Base Logs and LogCo and Program Managers
- Make sure all the supply chain documentation (PD, PR, SRO, DN, etc.) is scanned and archived in soft copy (on Office 365) and in hard copy in the archiving room
- Supports in the development of SOP related to SCM
- Monitor the scanning of the documentation and the proper archiving on the NAS/NHF and in the cabinets on a regular basis
- Provide purchase dossier for any audit purpose
- Deliver Hard copies of the Purchase Dossiers to the capital on monthly basis if required
- Develops and implements a market assessment to follow-up the relevant markets in coordination with technical teams
Objective 5: Ensure Compliance in the Supply Chain Management (15%)
Responsibilities:
- Improve the awareness of AAH policies in SCM
- Implementation of spot checks to procedures carried out at base level
Tasks:
- Carries out audits to procurement procedures based on the application of the KitLog v3.7 and the donor guidelines
- Identify risks in the SCM and the mitigation measures
- Reinforce the “explanatory note” strategy ensuring all the dossiers are understandable for external eyes
- Draws work plans to improve the lessons learned from external and internal audits
- Conduct random field visits to monitor the implementation of the contracts and its rules when required
Objective 6: Support Humanitarian Activities of Action Against Hunger
Tasks:
- Support the emergency interventions of the organization as per the employee’s abilities
- Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities
- Providing temporary support to other bases’ logistics teams (trips to other bases)
- Promote gender equality within the humanitarian and/or development work
Objective 7: Other Miscellaneous Responsibilities
Tasks:
- Respect of AAH Charter and internal rules
- Respect AAH Security Policies
- Be committed to participate to any other work in order to achieve the project goal
- Promote gender equality within the humanitarian and/or development work
- Any other work duties assigned by Base Logistic Manager within scope of logistic issues