Supply Chain & Operations Associate

Position Summary:

The Supply Chain and Operations Associate functions as a support to Field Office operations that require management of logistics and associated documentation for essential operations systems. He/she is responsible for ensuring quality systems are established and functional for, procurement systems, stock supply management, transportation,  and IT in keeping with organization Standards, local laws, and under the guidance of the Operation Manager. The Supply Chain and Operation Associate supervises D.I Khan Office support staff: cook, cleaner, guards, and drivers.

Responsibilities and Duties:

• Maintain and oversee the logistics of the project in KPK.
• Produce regular reports to the Operations team in Pakistan.
• Increase the level of cooperation with local partners in D.I Khan.
• Oversee safety and security management of office.

Supervising office Access procedures/protocols

• Watching security guards’ attendance, performance and replacement whenever required and recording of staff, material and visitors’ entry/exit in registers.
• Ensuring that the security cameras are working round the clock and recording data is securely maintained.

Procurement

• Assist PC/Operation Manager in Procurement Proceedings 
• Procure requested program and program support items, in accordance with the organization Operations policy and procedure, making every effort to obtain the lowest price and highest quality of items for organization programs.
• Preparation of RFQs
• Ensure Procurement Tracking Sheet is well maintained and accounted for.
• Ensure refreshment, and stationery are purchased on a monthly basis
• Procure all requested items in a timely manner to facilitate program and operational needs.
•  Ensure efficient filing system is devised
• Assets and Inventories
• Ensure inventories are fully accounted for and maintained in a secure place 
• Ensure a centralized asset register is maintained; ensure that all office and program assets are logged.  For all assets, manage a tracking system and ensure all assets are issued with unique organization asset number, ID tag, and are tracked.
• Ensure annual (or bi‐annual) asset checks are completed; damage and losses are reported immediately.
• Ensure assets are functional
• Ensure efficient filing system is devised

Transport, Travel & Fleet

• Ensure management of vehicle fleets is in line with organization standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout the program and ensure servicing and maintenance schedules are adhered to.
• Ensure transport services are cost‐efficient and reliable. 
• Ensure systems are in place to effectively plan, coordinate and monitor staff travel 
• Keeping track of fuel consumption of organization Office, guesthouse and vehicles
• Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts and that all inventories and stock lists are updated at the receiving and sending ends, per organization field procedures.
• Ensure efficient filing system is devised
• Build capacity and facilitate drivers to abide by organization policy and procedures.
• Ensuring that organization owned as well as rental fleet is kept maintained and roadworthy.
• Drivers and staff abide by the traffic rules and discipline.

Staff Management:

• Supervise cook, cleaner, guards, and drivers.
• Ensure Drivers, cooks, and cleaners are trained and ensuring facilities for office, and guest house are operational and in compliance with procedures

Administration / Facilities management –

• All properties including office, warehouse(s)
• Oversee administration functions such as reception, office consumables, storeroom management, etc.
• Coordinate with other staff members to ensure field Office are kept safe, adequately equipped, are maintained at the highest standards of hygiene, and supplied as per organization Pakistan Operation Standards. 
• Ensure being on call beyond working hours to troubleshoot any urgent matter in office.  
• Regularly check facilities and account for any issue and resolving and fixing it. 

IT – Information Technology

• Installing and configuring computer hardware, software, systems, networks, printers and scanners. Monitoring and maintaining computer systems and networks. Responding in a timely manner to service issues and requests. Providing technical support across the project offices (this may be in person or over the phone)

Other

• Provide efficient support to all logistical matters of different departments within organization.
• Work in close collaboration with PC/ Operations Manager/ Govt. Liaison & Security Coordinator and other members of the organization team; sharing information on the assessments and proposed interventions, providing overviews of logistics requirements for the development of project proposals and subsequent projects.
• Liaise with the government, UN, and other agencies as necessary.  
• Comply with all relevant organization policies and procedures concerning child protection, health and safety, equal opportunities, and other relevant policies.
• Frequent travel to field/country office 

Qualifications & Requirements:

• Minimum 3 years of experience in supply chain management, security including procurement, administration transport, warehouse, and stock management.
• Bachelor Degree from a Government recognized Institute/ University in Supply Chain Management, Business Management, or related field preferred 
• Experience in managing Office/ Project startup/ closeouts. 
• Experience working with the following donors: USAID, BPRM, UNHCR, DFID, ECHO, and EU, and knowledge of donor guidelines.
• Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure.
• Expertise in all aspects of operational management, including planning, project management and problem‐solving
• Strong organizational, interpersonal, and communication skills.
• Excellent IT skills; strong computer competency with word processing, spreadsheets, and databases.
• Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.
• Must be able to function effectively in a complex work environment, set appropriate priorities, and deal effectively with numerous simultaneous requirements.
• Fluency in English, both written and spoken.

Duration of Assignment: 6 months

This position is open on rolling basis and will be filled upon the availability of a suitable candidate.  

We are an equal opportunity employer