Supply Chain Coordinator

General Description of the Role (Brief):

Main Responsibilities:

1.      Supply Chain Planning

• Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers.

• Coordinate with supply chain field staff ensuring that there is sufficient space in warehouses before sending program supplies to the field sites.

2. Procurement Management

• Lead Market Analyses by collecting, organizing, and analyzing market data and share results with program team and field Coordinators/ Managers.

• Lead the bidding process by developing and issuing requests for proposals (RFP), Request for Quotations (RFQ), and completing a purchase request process.

• Ensure review and execution of procurement contracts in timely fashion.

• Manage relationships with suppliers, and program staff.

• Make sure supply chain monthly and quarterly reports are submitted on time to the leadership team.

• Ensure all Suppliers’ information is filed and maintained confidentially in all offices.

3. Inventory Management

• Warehouse site selection, and Implementation of warehouse safety/security requirements

• Ensure effective handling of inventory, including drug storage, cold chain, buffer stock, gift in kind, and food commodities

• Implement the organization inventory policies with regard to all project Items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable.

• Produce grants ending and year-ending inventory reports in a timely manner.

• Coordinate inventory disposal procedures

4. Assets Management

• Develop Assets maintenance, including repairs tracking and insurance coverage process.

• Ensure spot-checks are done systematically, documented and reported for all the organization assets, inventory and equipment every 6 months.

• Handle asset and property disposal, including auction management

• Ensure that grants inventory and asset report is accurate, regularly produced, reviewed and approved before the Grant closing date.

5. Logistics and Fleet Management

• Conduct transport needs assessments

• Develop and supervise fleet movement plans, vehicle maintenance, drivers assignment, vehicle safety, and fuel consumption.

• Develop vehicle management cost analysis.

• Implement and sustain segregation duties in procurement and other related functions.

• Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process.

6. Compliance and Ethics

• Ensure compliance to the organization and donor policies in the procurement of program supplies and assets.

• Identify and timely address fraud and corruption red flags.

• Implement and sustain segregation duties in procurement and other related functions.

• Develop and support implementation of post-audit corrective action plans and other improvement plans.

7. Staff Management and Development

• Support recruitment of new staff through effective utilization of the organization supply chain competency matrix.

• Ensure supply chain staff training and capacity building plans are developed and incorporated into the budget.

• Ensure each team members’ objectives are set following the organizational unit vision as well as operations context.

• Assess supply chain staff competency and training gaps and develop appropriate intervention programmes

• Coordinate training and maintain training records

8. Documentation and Reporting

• Maintain accurate records of all logistics-related activities, including procurement, shipments, and inventory.

• Generate regular reports on logistics performance, cost analysis, and other key metrics.

9. Risk Management

• Identify potential risks in the supply chain and develop strategies to mitigate them.

• Monitor and respond to any unforeseen logistical issues promptly.