Assistant Supply Chain Officer

Job Purpose:

The incumbent will be responsible to support project activities in terms Warehousing & Supplies management.

KEY RESULT AREAS   

Technical Level

• Support the programme activities as per distribution process & project documents
• Support activities as per IR & Donor guidelines.
• Assist the SC&S Officer to Manage Fixed Assets at FO Office Level. Ensuring all the existing and newly purchased fixed assets are properly tagged.
• Assist the SC&S Officer in Ensuring periodic reconciliations of all the fixed assets and all the fixed assets are maintained properly

Operational Level

• Authorize vehicle movement and maintain entries in Stride, Log Book, and VMS.
• Timely fuelling of vehicles
• Vehicle repair and maintenance to ensure the IR Fleet remains in working condition at all time

Event Management

• Event management/ arrangements in seminars, conferences and interviews.

Security

• Assist SC&S Officer in Ensuring the promulgation and implementation of effective security system for office and vehicles

Organizational Level

• Demonstration of IR Values while working with communities
• Empowering communities to ensure organizational accountability
• Knowledge of IR strategic priorities
• Identification & documentation of organizational successes
• Adaptation of environment-friendly & cost-effective approaches / activities for community development
• Special attention to inclusion during the implementation.
• Strengthen mechanisms to influence the decision-makers through communities’ advocacy & campaigning.

KEY ACCOUNTABILITIES

Technical

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff.

The following are the main responsibilities that the role holder will be accountable for:

• Supervising warehouse staff and daily activities.
• Managing, evaluating and reporting on warehouse productivity.
• Tracking and coordinating the receipt, storage, and timely delivery of goods and materials.
• Replenishment requests of supplies and maintaining suitable inventory levels.
• Checking requests, bills, items received, inventory, and deliveries for accuracy.
• Maintaining records, reporting relevant information, and preparing any necessary documentation.
• Ensuring basic maintenance standards and compliance with health and safety regulations.
• Performing a daily inspection of the warehouse grounds.
• Coordinating and maintaining fleets and equipment.
• Communicating and coordinating with other departments and stakeholder.
• To be familiar with and abide by the other NGO’s International procedures.

Operational

• Coordinate with internal (Area and CO procurement leads, Project Lead, Department leads at FO) & external (Vendors, Line department, Law enforcement agencies) stakeholders related to timely procurement, assurance of staff security, and other matters of mutual interest.
• Ensure preparation & record management of FO-level procurement records/information so that may be accessed by relevant individuals as & when needed.
• Ensure the preparation, submission, and payment of vendor payments
• Supervision of support staff at the FO level and maintained records (Leave, Timesheet, over time and appraisal)
• Identification and addition of new vendors and preparation of vendor database
• Coordination with LEAs,s and generating security alerts
• Ensure proper filling of forms & formats as per desired standard
• Close coordination with line manager for effective implementation of policies/guidelines.

Organizational

• Ensure compliance with IR’s policies & procedures in true spirit for effective delivery of services to communities.
• In depth understanding of IR values and their demonstration in the field while working with communities.
• Abide by the IR zero tolerance policy towards bribery & corruption through sensitization / empowerment of communities on coping mechanism so that they can raise voice as & when feel inappropriate.
• Thorough knowledge of IR strategic priorities to ensure effective implementation with future sustainability.
• Assist in identification & documentation of organizational successes for show casing IR work
• Facilitate communities in adaptation of environment friendly & cost effective approaches to meet their current as well as future needs with specific attention to climate change.
• Focused efforts to be made for mainstreaming of marginalized groups i.e. Persons with disability and old age, minorities, Women & children etc in consultation & implementation of project activities at ground.
• Strengthen mechanism to Influence the decision makers through communities to pay attention towards DRR planning, give voice to suffering and the excluded, highlighting the protection needs of people.
• Participation and facilitation in the implementation of IR seasonal programmes & emergency response.

PERSON SPECIFICATION

It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to Islamic Relief Worldwide's vision, mission and core values.