The SCM Officer is responsible for the management of all Supply Chain Management activities directly at Beirut level, and at base level by providing technical support to the Logistics teams.
She/He will be responsible for ensuring compliance with internal ACF policies and procedures for any and all procurements across the mission, either directly themselves or by providing technical guidance to staff as identified or requested by the Logistics Coordinator.
Objective 1: Ensure the smooth running of the supply chain (planning, order, purchase, storage and deliveries) (30%) | |
| 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 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%) | |
| Responsible for: |
| 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%) | |
| 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 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 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: Ensures compliance in the 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 |