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The Supply Chain Management Officer is responsible for managing all procurement activities related to the coordination office and providing technical support and oversight for procurement processes conducted at base level, ensuring compliance with Action Against Hunger and donor regulations while supporting efficient program implementation.

Objective 1: Ensure the smooth running of the supply chain (planning, order, purchase, storage and deliveries) (20%)

Responsible for

• 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 guidelines and under the supervision of the LogCoo.

Tasks

• Support LogCoo in preparing PPP and Supply Plans for bases
• Monitoring and updating the Supply Plans
• Organize the procurement planning with the Base Logs, LogCoo 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 (30%)

Responsible for:

• Drawing up a planning of the monthly purchases according to supply plans
• Responsible to ensure AAH purchases are made in line with planned program timelines while ensuring value-for-money principle and quality standards are maintained.

Tasks

• Drawing up a planning of the monthly purchases according to supply plans
• 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 negotiated procurement and prepare all relevant documentation (preparing RFQ, collection of quotations, negotiation with suppliers, preparation of Assessment tables, 
• agreement forms, SPO, contracts, etc)
• Lead national tender procedures in coordination with LogCo and BaseLogs
• Follow up contracts’ implementation
• Ensure compliance to the contract by Action Against Hunger and Contractor/ Supplier

Objective 3: Develop, implement, and monitor Framework Agreement Strategy (20%)

Responsible for

• Drawing up a planning of the mission 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 bases 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%)

Responsible for

• Providing reports on monthly basis and upon request
• Ensuring proper archiving 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 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.) are scanned and archived in soft copy 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: Ensures compliance in SCM (15%)

Responsible for

• Improve the awareness of AAH policies in SCM
• Implementation of spot checks to procedures carried out at mission 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

• 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

• Manage and oversee procurement activities for the Coordination Office, ensuring timely, compliant, and cost-effective purchasing processes.
• Coordinate and monitor supply chain operations, including planning, ordering, purchasing, storage, and delivery of goods and services.
• Develop, implement, and monitor Framework Agreements and supplier relationships to ensure quality, efficiency, and value for money.
• Ensure compliance with Action Against Hunger policies, donor regulations, and supply chain procedures through regular monitoring and documentation review.
• Prepare supply chain reports, maintain accurate procurement records, and provide technical support and coordination with bases and relevant departments.

• University Degree in Business Administration, Logistics, Industrial Engineering, or a related field
• Minimum 2 years of experience in Supply Chain Management with humanitarian organizations, international donors, or the private sector.
• Strong knowledge of Supply Chain Management processes and donor compliance requirements.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Fluent English communication skills, both written and verbal.