Supply Chain OfficerTerre des hommes (Tdh)

This position is a national position. Position is based in Maiduguri with regular to travel within the regions of Tdh operations in Nigeria. The Supply Chain Officer oversees:

• Supporting the Logistic Coordinator in Implementing and supervising all procurement and warehouse operations in Maiduguri and other field sites in Nigeria.
• Assist the Logistic Coordinator in the Management of the Supply Chain by sustaining the following domains:
  • Procurement Management
  • Stock Management / Warehousing
  • Reporting

Key Responsibilities
Procurement:

• Support the Logistic Coordinator in carrying out a purchasing environment analysis at the local level.
• Aid in supervising the updating of price lists, supplier database, contract follow ups and purchase tracker.
• Assist in managing Tdh purchasing procedures and those from donors funding the programs.
• Help the Logistic Coordinator in establishing and updating purchasing timelines, taking into consideration procurement tables, operation timelines, contextual and procedural logistical constraints.
• Back the Logistic Coordinator in receiving, approving and processing requests for quotes and internal order forms.
• Buttress the Logistic Coordinator in ensuring that budgetary lines related to logistics are monitored and observed.
• Support the Logistic Coordinator in supervising the preparation of purchasing documents and drafting the contracts.
• Aid the Logistic Coordinator in supervising purchasing, ensuring that approval rules and procedures are observed.
• Help the Logistic Coordinator in selecting suppliers and negotiating prices, deadlines and delivery methods.
• Buttress the Logistic Coordinator in ensuring that purchasing documents are complete and archived in keeping with Tdh procedures.
• Assist in ensuring dealings with suppliers.
• Identify suppliers, and collect quotations accordingly
• Ensure that all the needed information is filled on quotations
• Ensure a proper filing system of all procurement files and documents and constantly update the follow up tool
• Negotiate the price, delivery time and other terms with suppliers
• Ensure the quality of the purchase and the delivery deadlines
• Ensure the collected documents are compliant with the procedures: supplier stamp, signature, date, description...
• Provide invoices and receipts to the administration according to the rules of the organization
• Ensure a good communication with the program managers at all the level of the purchase process
• Ensure a weekly report on the procurement follow-up is updated and disseminated,
• Ensure the supply of all recurrent items (Office supplies, cleaning items, drinking water, etc…)
• Identify with the Logistic coordinator the new suppliers and make a permanent research of new sources of supply on the benefit of the organization.
• Drafting framework, good and service contract, and follow-up for their renewal
• Report any problem with supplier to the Logistic coordinator.
• Do quality/quantity control for all supplies ordered and delivered
• Ensure the implementation of TdH Procurement procedures.
• Organize the procurement process.
• Ensure the archiving of procurement files and contracts follows TdH procedures.
• Prepare any kind of report requested by the Logistic coordinator.

Stock Management / Warehousing:

• Help the Logistic Coordinator in selecting storage locations and creating a plan for the development and security of these sites
• Buttress the Logistic Coordinator in ensuring that material is stored under suitable conditions.
• Assist in ensuring procedures are followed as stock is checked in and out.
• Aid the Logistic Coordinator in seeing that all documentation linked to stock is complete, correct and updated on time.
• Buttress the Logistic Coordinator in supervising monthly physical stock inventory and updating the Monthly Stock Report.

Reporting:

• Support the Logistic Coordinator in consolidating the supply chain monthly reports.

Other:

• Agree to comply with Tdh Code of Conduct and promote Child Safeguarding policy.
• Report serious cases of abuse on children that she/he would be aware of in Tdh’s intervention locations. Strict confidentiality must be respected.
• Adhere to and enforce current administrative and logistical regulations and procedures.

Job Requirements
Knowledge:

• Formal Education / Training in Supply Chain desired - can be compensated with experience (at discretion of evaluation team)
• A minimum of 3 years work experience.
• Significant previous experience with similar tasks, particularly in procurement
• Advance IT knowledge (hardware and software, Microsoft Office, Internet, Server, LINUX)
• Experience in team management
• Previous experience with an NGO is desirable
• Ability to work under pressure and in stressful environment
• Previous experience in emergency response is appreciated.
• Strong organizational and time management skills.

Skills:

• Required qualities: organized, sense of human relations, diplomacy, communication skills
• Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context
• To have a valid driving license is an asset.

Languages:

• Fluent in English (written and spoken).

The duties and responsibilities listed above are representative of the nature and levels.