Supply Manager

Job Description

Action Against Hungeris an international non-governmental organization working in more than 40 countries in the fields of nutrition, food security and livelihoods, water sanitation and hygiene, and care practices. ACF is looking for its program in Jordan forSupply ManagerWork place:Amman Coordination office with frequent travel to the field (10%)Position Overview:Manage and coordinate procurement and supply activities in a timely manner and in compliance with policies and procedures across Jordan missionObjectives:1) Manage Procurement & Supply activities

• Work closely with Project Managers to ensure Project Procurement Plans have been produced for each project at the kick off of each project; follow up on updates with Project Managers regularly and ensure that supply staff are also aware and feed in the procurement and supply plans
• Ensure that the delivery date requested by the programs department are relevant and can be ensured by the logistics department
• Organize the purchases for the mission and ensure that the internal procedures of the Kit log are respected. Draw up a planning of the monthly purchases according to supply plans
• Contribute significantly to the development of relevant policies and local procedures when needed

2) Ensure the smooth running of the supply chain (procurement, order, purchase, storage and deliveries);

• Receive Procurement Lines, sort them out and group them by sources of supply. Ensure that all information are correctly filled and treated according to ACF Kit Log standards
• Follow up on Procurement Line process through the LINK (ACF Procurement Software)
• Conduct procurement processes particularly for high value and critical purchases in accordance with established procedures and donor rules
• Identify mission needs for Framework agreements and ensure to have proper processes to put these framework agreements in place
• Follow up the deliveries to Lower bases and inform immediately the Logistician in charge in case of quantity or quality problem
• Keep the different departments informed of the treatment given to their orders at mission level;
• Make sure all the supply chain documentation is scanned and archived in soft copy (on the NAS + LINK) and in hard copy according to kit log procedures
• To actively participate in maintaining the suppliers? database accurate and updated.
• To centralize problems regarding procurement (complains from the requesters, issues with suppliers?) and to address them as per ACF procedures and HoD Log recommendations.
• Ensure appropriate knowledge of the mission stock in order to challenge programs request Vs stock availability
• Check and compile the monthly report for the supply part and the Logistics KPI for Amman
• Analyse the Supply Chain indicators and performance, report it to Deputy Log HoD

3) Supervise the Supply Team:

• Establish a work plan for the procurement and supply activities at coordination and the field
• Delegate related activities and check that they are properly executed;
• Cover absence of team members when needed
• Organize and participate intraining sessions when needed;
• Support line managers in the performance appraisal of staff as needed and when requested
• Provide technical support to the team if necessary.
• Review and validate procurement files at the base in accordance with organisation?s authorisation table

4) Supervise the stocks

• Guarantee that the procedures and instructions of stock management are followed;
• Ensure at least a yearly full physical inventory of the stock. Ensure that the stores are hygienic, clean and ventilated when needed
• Ensure the deliveries are done according to the request
• Plan resupplying when necessary of office supplies, furniture and stationaries

5) Ensure a smooth management of the LINK software on the mission

• Be the LINK focal point with HQ (under supervision of the Log HoD)
• Report to the LINK team bugs and inconsistencies within the software
• In coordination with LINK Team, ensure adequate training for all news comers/users of the software (programs requester, logistician users) and provide access to users guides
• Support the users when they face unusual situations with the software on how to solve them
• Manage the LINK data (Delivery locations, local markets, local suppliers, taxes?)

6) Ensure adherence to Action against Hunger gender requirements

• Commit and comply with the organization gender, age and diversity principles & policies (working with people, communication)
• Lead on the promotion of gender, age and diversity principles through daily activities and or through the management of their teams and through the planning and implementation of operations and strategies (Managing performance & development)

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