Job Description

SOLIDARITES INTERNATIONAL launches the internal /and external recruitment of a Supply Supervisor

BASE: TAIZ

POSITION: Supply Supervisor

(Qualified females are strongly encouraged to apply)

PRESENTATION OF THE ORGANIZATION

SOLIDARITES INTERNATIONAL (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty countries, SI's teams - 2000 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers - work with professionalism and commitment while respecting cultures.

Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH.

Solidarités International is an equitable employer committed to find all forms of discrimination. SI will ever ask for any remuneration to take part in a recruitment process.

DESCRIPTION OF THE POSITION 

MISSION / OBJECTIVES

The Supply Supervisor carries out all the procurement for the programs and structure in his assigned base. 
(S)he is responsible for planning and anticipation of all the procurements in his assigned base.
(S)he is one of the guarantors for implementing and respecting Solidarités International purchase procedures.
(S)he is responsible for filing and archiving logistics documents linked to purchases.

1-    Knowledge and monitoring of the market:

• Take part in the analysis of the local purchasing environment
• To assess the market in the area of his assigned base
• To prepare a catalogue of items / price and update it regularly 
• Update price lists and supplier files share regularly with his line manager

2-    Procurement table and Planning of purchase

• Taking part and support Logistic manager in procurement design of projects concerning the base
• Taking part in the design of the purchasing plan of program 
• To plan and anticipate the purchases for the logistics

3-    Implementation of purchasing process:

• Receive and process requests for quotes and PLs after verification and approval by his line manager
• Manage procurements while respecting the rules and approval procedures established by donors and Solidarités International
• Ensure that supplies required are purchased in the timeliest and cost-effective manner, with due regard to quality and that accountability and transparency is retained at all times.
• Receive, review and analyze all supplies requests and PLs to ensure they contain clear information and have the required specifications ensuring they are technically complete and in conformity with established practice
• Carrying out BID analysis for both logistical and programs purchases
• Ensure that the quality check of the goods purchased with the procurement officer.
• Undertake negotiations on prices and services.
• Write service, works, supplies and framework contracts for the program and logistics teams.
• Oversee adherence to contractual agreements, follow the framework contract duration and recommend amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations. 
• Ensure that products purchased correspond to the requirements of the purchase requests in terms of quantity and quality
• Ensure that the format of, and information on supply purchase documents comply with SI regulation
• Ensure the translations of some logistics documents (invoices, quotations…) to submit for validation to the logistics manager.
• Ensure compliance with administrative procedures for the management of advances and payment of suppliers
• Establish and archive purchasing files in accordance with the rules of Solidarités International and its donors
• Monitor and update LINK System.
• To ensure that all procurement Follow-Up (PL and contract) are regularly updated and shared with the base
• Movement to others bases (capital) to proceed with some purchases when not available in the market of the base
• To carry out the purchases of the base, to collect quotes, meet with suppliers and strengthen relationships with a market related to our sub-base.
• To liaise with the log Sup & storekeepers to anticipate deliveries and ensure receipt of the items corresponding to what has been ordered.

4-    Supplier Payment

• Receive and review invoices verifying actual deliveries against purchase orders. 
• Reconcile all delivery documents Goods Received Note (GRN) and Delivery Notes (D/Notes), Invoices and EOFs (PO) to ascertain conformity with specifications then prepare payment request to Finance for payment with all other relevant support documents. 
• Ensure that suppliers are paid as per contract, and according to SI procedures
• Liaise with Finance on supplier payment as requested and necessary

5-    Human Resource Management

• Supervise the assigned supply team and participate on the trainings and their recruitment
• Conduct or participate performance reviews for his/ her members of the logistics team
• Draw up work plan, action plan for the team
• Organize formal team meetings at regular intervals 
• Facilitation of knowledge building and knowledge sharing
• Ensuring the efficiency of the team and the processing of purchase files corresponding to the expectations of the programs. 

6-    Reporting/Capitalization:

• Ensure the compilation of the supplier and price lists 
• Ensure the follow-up of the reliability of suppliers 
• Ensure the monitoring of PL requests and inform requesters of the status of their orders by leading regular meetings and/or circulating the updated PLS and Contract FU on regular weekly basis Give the necessary updates documents to the logistics manager (Contract Follow Up, PF Follow up, Suppliers list..) for the monthly logistics pack.
• Ensure the non-disclosure of any information whatsoever relating to the practices and business of SI, acquired in the course of duty to any other person or organisation without authority except in the normal execution of duty program.

ORG CHART POSITION (reporting and functional relationships)

Line manager:  Logistics Manager
Line report(s) on base: Procurement Officer
Functional manager:  -
Functional report(s):  -

PROFILE FORSAKEN

Experience:

Study/Course:

• Diploma in Logistics, or any other related fields

Professional Experience:

• At least 2-year experience in supply in an NGO (as Supply Supervisor or similar experience)
• Management experiences will be favorited

Required Professional Characteristics:

• Knowledge in both INGO and procurement processes 
• Knowledge of basic compliance standards within logistics
• Excellent knowledge of Pack Office (Excel, Word and Power Point)
• Excellent English level (written and spoken)
• Experience in team management/ capacity building 
• Experience in procurement files management and able to deal with an important amount of files
• Knowledge of the local humanitarian context

Required Personal Characteristics 

• Proactive, very motivated 
• Ability to work under pressure
• Autonomous 
• Sense of responsibility
• Trustworthiness and rigor
• Organization and priorities management 
• Conscientious 
• Negotiating skills