Supply Chain and Operations Officer (Port Sudan) – Relief International

About Relief International

About RI: Relief International (RI) is an international non-governmental organization US and UK based, working in the humanitarian field since 2004 in Sudan, providing emergency relief and early recovery activities to internally displaced persons (IDP) and rural communities, focusing on life-saving health and nutrition services. RI is looking for qualified candidates to fill the vacancies mentioned herewith

Relief International is a nonprofit organization that partners with some of the world’s most vulnerable communities to relieve poverty, ensure well-being and advance dignity. … Relief International is a non-sectarian and non-political. Relief International works in 19 countries across Africa, Asia and the Middle East.

It is based in Washington, D.C. and in London. Relief International was founded in the U.S. in 1990 by Farshad Rastegar, an Iranian American. The European headquarters under the title Relief International UK began operations in 2005.Focus: Human Rights, health, empowerment, …Location: Washington, D.C. and London

Summary:

Working under the overall responsibility of the Supply Chain & Operations Manager, the Supply Chain & Operations Officer will be responsible for Supply Chain and Operations responsibilities in Port Sudan, Sudan office.

Essential Job Functions:

Essential Position Responsibilities and Duties

• Ensure inventories, assets, stock records, and procurement trackers are compiled, updated, and maintained in the shared folders with hard copies in a secure place.
• Coordinate with other staff members to ensure the RI Offices and Guest Houses are adequately equipped and supplied.
• Assist any other logistical staff and other program support staff on various tasks as directed, including, but not limited to, stock control, document preparation and processing, and transport management
• Assist the smooth functioning and support of the Port Sudan office, including short program support visits to field offices as necessary.
• This position will supervise all operations staff including Supply chain and operations assistants and support staff.  

Procurement 

• Responsible for the timely completion of procurements that are directly related to program needs in the country.
• Process the procurement requests in accordance with RI and Donor policies and procedures, in a transparent, accountable, efficient, and cost-effective manner. Assist with ensuring that all procurements are managed, tracked, and recorded. 
• Carry out transparent and efficient bidding (quotation) process as outlined in the RI Procurement Procedures Manual
• Update the Procurement Tracker report on a daily basis and Shared with the SCO Manager on a daily basis while referring to the box.
• Make every effort to obtain the lowest price and highest quality of items for RI programs
• Acknowledge orders received and where possible provide initial feedback on cost estimates and delivery times.
• Assist staff with information to develop product or service specifications; advise on the type of equipment needed, what is available, rough costing, etc.
• Conduct local market surveys; gain knowledge and understanding of the availability of supplies and services and price of local items. 
• Develop a clear knowledge and understanding of RI procurement procedures and ensure that all purchases are fully compliant with RI and donor rules and standard procurement regulations.
• Ensure prompt payment of suppliers and that the finance department receives all the necessary documentation.
• Advise field sites on procurement system, availability of goods, etc.

Warehouse Management

• Prepare stock reports for the area office through required periodic reporting (i.e. weekly, Monthly, bi-annually, and Annually) and ensure stocks are well supported by applying required stock management tools in accordance with RI stock management procedures.
• Ensure stocks are secure, well-managed, and documented.
• Oversee routine physical stock counts, document discrepancies, and report on eventual losses to senior management.
• Act as focal person for warehousing & inventory management information management system

Assets Management

• Prepare and review assets and inventory list and ensure the verification process in all offices/HFs to determine existence, and condition and ensure accurately updated asset register in accordance with RI asset management policies.
• Ensure accountability, documentation, and handover paperwork are correctly done (I.e. Donation certificates and/or asset transfer certificates)
• Being in charge of asset control ensure that all asset lists are adequately updated and share with all field office.
• All assignment form for the equipment that is assign to staff are available and reconciled with master asset list. 

Fleet Management

• Organize transportation of the required program and support items to and from the field offices.
• Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts, etc., and that all inventories and stock lists are updated at the receiving and sending end as necessary.
• Manage all RI vehicles and drivers, and assist the maintenance of Vehicles.
• Ensure the vehicle travel and fuel use logs of all field sites vehicles are kept up to date, and arrange appropriate vehicle inspections and repairs for all vehicles.
• Ensure the safety, full-equipping, and road-worthiness of all Rl vehicles, together with drivers.
• Coordinate and ensure national transportation of freight by land, sea and air is in line with programme budgets and needs; ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to all project locations.
• Support management of vehicle fleets in line with RI standards to ensure appropriate allocation and safe use of vehicles throughout the programme bases, servicing and maintenance schedules are adhered to and ensure accountability with particular reference to fuel consumption.
• Determining the appropriate means of transport; transportation cost management, bookings, documentation, such as waybills; scheduling etc.
• Ensure that all donor regulations and procedures are upheld during the transportation process, and that mishandling costs to RI are minimized

Administrative Tasks

• Facilities management – All properties including office(s), warehouse(s) and guest house(s)
• Oversee administration functions such as reception, office consumables, storeroom management, etc.
• Maintain all files related to logistics, including filing regarding inventory control, transportation management, vehicle management, procurement, communications, travel, etc. 
• Assist Admin/Finance personnel to maintain accounting records relating to procurement 
• Order, distribute, and keep accountability of all office supplies including, but not limited to, computer disks, calculators, pens, paper, etc.
• Organize all RI files related to logistics and keep them updated as directed 
• Organizing flight/road travel bookings, staff documentation, acquisition of approvals i.e. visas, permits etc
• Communicating to the respective staff travelling on schedules, timely sending tickets/travel plans/requests, departures & arrivals; sharing of contacts of drivers etc.
• Management of staff movement using boards accessible by all, ensuring that information is accurate and regularly updated, changes timely communicated to the affected staff.
• Ensuring drivers are available for pickup at the scheduled times without delays
• Preparation of accommodation for staff on transit and visitors.
• Preparation of welcoming packs with essential information for visitors and information of next travel schedules in both town, airports, meetings etc.

Staff Management and Supervision:

• Support Supply Chain and Operation unit staff to understand and utilize appropriate tools and services to implement quality programming.
• Visit Field offices as needed and work with field staff to identify operational needs and ensure that issues are raised with CD, Department leads, and other staff, as needed
• Provide feedback through regular performance evaluations and ensure staff is held accountable in accordance with the RI Human Resource policies.

Qualification and Experience:

• A Bachelor’s degree is required and Master degree will be plus in a related field.
• 5-8 years’ experience with an international NGO in similar position.
• Strong organizational and prioritization skills
• Fluent in English oral and written
• Honest and trustworthy
• Computer skills and office management skills
• Human Relation skills, including integrity and ability to work with minimum supervision and under pressure preferred.

RI Values:

• Inclusiveness
• Transparency and Accountability
• Agility and Innovation
• Collaboration
• Sustainability

How To Apply

• Please, submit your CV, work certificates and qualification and state the name of position on the envelop, a telephone contact number and three professional references to Labor Office Port Sudan, Closing date: 13.08.2023, at 14:00 
• Only short-listed candidates will be contacted for the interview. To find out more about Relief International please visit our website at http://www.ri.org