Supply Chain & Services Officer

Base Location: Kohat

Field Location: Kohat

Number of Positions: 01

Gender: Male/Female

Reports to: Senior Project Officer

Job Purpose: This position is required for carrying out routine supply chain services at the field level under the proposed project for improving Shelter and WASH conditions of Afghan Nationals and vulnerable host communities in Kohat district. The incumbent will be responsible for office management and maintenance, supervision of support staff and maintenance of furniture, fixtures and officials vehicles.

 Key Accountabilities:

• Manage end to end supply chain and services of the area
• Ensure supply chain in timely, efficient & cost effective manner
• Manage filing, storage and security of documents.
• Ensure appropriate contract agreements for the office and accommodation as per requirement.
• Maintain proper record of documents issued or received till the final receipt of goods and final payments to suppliers.
• Receive and verify all the goods from supplier and verify bills for which payments are due.
• Deal various matters regarding insurance of vehicles, buildings and Assets.
• Identify and supervise the purchase and installation of all project-related materials.
• Maintain records in hard including field visits, meeting minutes, distribution record & other documentation of purchasing and assets handing /taking over.
• Manage the documentation and monitoring of flow of materials to support project delivery
• Ensure vendor /supplier’s screening prior to making any transaction.
• Ensure proper filling of forms & formats as per desired standard.
• Plan and maintain logistical support for field operations.
• Ensure timely availability of office supplies and consumables.
• Supervise and oversee food items, non-food items, supplies, and equipment’s related to the projects.
• Coordinate with suppliers and transport agents to ensure goods are received in the correct quantity and in good condition.
• Ensure that logistical work in the field location is properly carried out.
• Maintain proper record of documents issued or received till the final receipt of goods and final payments to suppliers.
• Establish domestic arrangements for operational teams, including renovating accommodation and making arrangements for other domestic needs, travel arrangements etc.
• Timely report and handle maintenance and repair of office building, equipments, furniture, fixtures and vehicles.
• Supervise support staff and SC department in district Kohat.
• Ensure proper travel arrangements for all staff and guests between different offices and field areas.
• Organize and supervise arrangements of seminars, conferences, workshops and interviews.
• Supply and deliver equipment and materials to required destinations in an efficient and cost effective manner
• Ensure proper management of field warehouses.
• Properly manage Vehicle Management System.
• Ensure proper and timely cross charging of official and rental vehicles.
• Work closely with field teams and Area Office to develop a thorough understanding of the working environment and avoid knowledge and performance gaps.
• Draft, negotiate and control the issuance of localized contracts with the advice of SC&S Coordinator.
• Manage the correct storage, usage and maintenance of organizational assets.
• Manage & timely update Fixed assets register of the field office.
• Ensure regular progress reporting to Line Manager and Technical Line Manager.
• Support in budget preparation for SC&S related activities.
• Ensure subordinates are adhering to organizational policies and procedures.
• Bring improvement in the process / procedures after identifying gaps.
• Ensure compliance with organizational policies & procedures in true spirit for effective delivery of services.
• Abide by the organizational zero tolerance policy towards bribery & corruption.

Person Specification: 

It is essential that the post holder shows a good understanding and sympathy with the organizational values & principles, vision and mission as well as commitment to its SEAH (sexual exploitation abuse and harassment) protocols. We have zero tolerance policy towards SEAH and doesn’t support any action that promote or encourage SEAH.

Qualification: 

• Master’s in Business Administration or related field.
• Knowledge of supply chain and services operations in INGOs
• Understanding of warehousing protocols
• Excellent organizational and information management skills
• Able to conduct rigorous checks on data and documentation.
• Excellent communication skills - able to communicate and report both orally and in writing.
• Ability to work both independently and as team player
• Problem solving skills and self-management
• Strong numeracy skills with knowledge of budgeting and cost estimating.
• Very good in MS office (Particularly in MS Excel)

Experience:

• Minimum 3 years’ experience with Masters or 5 Years with Bachelors in supply chain and services.

Language:

• Urdu, Pushto and English

Computer Skills:

• Good knowledge of MS Office including MS word, MS excel, MS PowerPoint and knowledge of ERP system.
• Good command on use of internet and emails.

Key Personal Qualities

People Management Skills: Ability to work independently and as a team player who demonstrates leadership and is able to support and train local staff and also able to work with vulnerable communities in a sensitive and participatory manner.

Communication Skills: Well developed written and oral communication skills. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of the organization. This includes effective negotiation and representation skills.

Integrity: Works with trustworthiness and integrity and has a clear commitment to organization's core values and humanitarian principles.

Resilience/Adaptability and flexibility: Ability to operate effectively under extreme circumstances including stress, high security risks and harsh living conditions. Works and lives with a flexible, adaptable and resilient manner.

Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner. Has a capacity to make accurate self-assessment, particularly in high stress and high security contexts.

Work style: Is well planned and organized even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem solving skills.

• Knowledge and application of SPHERE Standards, Humanitarian Principles, administration, information management and telecommunication skills and proficiency in information technology/ computer skills and other guiding principles during interaction with Disaster affected communities.
• Fluency in English (oral and written) including excellent writing skills, however command over Pashto language is desirable.

Value Added Skills:

• Relevant experience of working with humanitarian/development sector/INGOs
• Working knowledge of supply chain and logistical software.

Please note, we are only able to accept applications from candidates who are eligible to live and work in the Pakistan. We are unable to progress applications which would require sponsorship. 

Our values and commitment to safeguarding

The organisation is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom the organisation engages. The organisation expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. The organisation also participates in the Inter Agency Misconduct Disclosure Scheme.

In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

Pre-employment Checks:

Any employment with organization will be subject to the following checks:

• Screening clearance
• Receipt of satisfactory references

We are an equal opportunities employer.

DECLARATION:

By applying for this position with the organization;

I confirm that the above information in the CV/Application is complete, correct, and updated and that any untrue or misleading information will give my employer the right to terminate any employment contract offered.

I agree that information contained within this application and supporting documents (including "sensitive information) may be accessed, stored and used and by the organisation in accordance with the Data Protection Act 1998