Senior Supply Chain & Services Officer

Base Location: Peshawar

Number of Positions: 01

Gender: Any

Reports to: Area Program Manager

Purpose: To lead supply chain and services department at Area Office KP. Execution of functions related to Logistics, Procurement, Facilities Management, Record keeping, Vendors Management, Security Management and Warehousing.

Key Working Relationships: Senior Officer Supply Chain and Service have to regularly interact with APM, Finance, P&C and Program Team. The incumbent is part of KP Area Core Structure and member of Area Management Team and Area Procurement Committee.

Key Accountabilities:

Lead Supply Chain and Service at KP level in planning, implementation and monitoring. The job holder is accountable for fulfilling his/her role and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. Following are the main responsibilities:

Technical

• Manage the filing, storage and security of documents.
• Ensure that appropriate contract agreements for the office and accommodation are drawn up & signed.
• Maintaining proper record of documents issued or received till the final receipt of goods and final payments to suppliers.
• Receive and verify all the goods from supplier and verify bills for which the payments are due.
• Dealing various matters regarding insurance of vehicles, building and Assets.
• Identify and supervise the purchase and installation of all project-related materials

Organizational

• In depth understanding of organisation's values and their demonstration in the field while working with communities.
• Ensure compliance with organisation’s policies & procedures in true spirit for effective delivery of services to communities.
• Abide by the organisation's zero tolerance policy towards bribery & corruption through sensitization/empowerment of communities on coping mechanism so that they can raise voice as & when feel inappropriate.
• Thorough knowledge of organisation's strategic priorities to ensure effective implementation with future sustainability.
• Assist in identification & documentation of organizational successes for showcasing organisation's work.
• Facilitate communities in the adaptation of environment-friendly & cost effective approaches to meet their current as well as future needs with specific attention to climate change.
• Strengthen the mechanism to Influence the decision-makers through communities to pay attention towards DRR planning, give voice to suffering and the excluded, highlighting the protection needs of people.
• Participation and facilitation in the implementation of organisation's seasonal programmes & emergency response.

Asset Management

• Manage Fixed Assets at Area Office Level. Ensuring all the existing and newly purchased fixed assets are properly tagged.
• Ensuring periodic reconciliations of all the fixed assets and all the fixed assets are maintained properly.

Security

• Ensuring the promulgation and implementation of effective security system for office and vehicles.

Facilities Management

• Manage and supervise all matters related to Office, Staff residence and Warehouse

Procurement

• Timely procurement based on complete procurement request which is duly approved.
• Assist APM in developing procurement plans.

Warehousing

• Ensure that all warehouse movement are recorded in a timely manner in warehouse register and warehouse portal.

Fleet Management

• Authorize vehicle movement, maintain entries in Stride, Log Book and VMS.
• Timely fueling of vehicles.
• Vehicle repair and maintenance to ensure organisation's fleet remain is working condition all the time.

Person Specification

It is essential that the post holder shows a good understanding and sympathy with the organizational values & principles, vision and mission as well as commitment to its SEAH (sexual exploitation abuse and harassment) protocols. We have zero tolerance policy towards SEAH and doesn’t support any action that promote or encourage SEAH.

Qualification:

MBA (prefereably in Supply Chain)/MPA  or Masters/Bachelor in Social Sciences/Computer Science/Commerce or ACCA/ACMA/ACCA

Experience

• Minimum 05 and Maximum 15 years of work experience in the field of Supply Chain and Services/administration
• Experience of donor procurement guidelines
• Experience of successfully managing workload, prioritizing tasks and allocating time to different activities
• Experience of undertaking a range of tasks requiring a high degree of discretion, sensitivity and negotiating skills
• Experience with business continuity planning, auditing, and risk management, as well as contract and vendor negotiation.

Knowledge and Skills

• Ability to plan, priorities, implement and meet targets in a pressurized environment whilst producing efficient work with minimum support
• Ability to work independently and on own initiative
• Ability to advise staff on Supply Chain and Services related matters
• Fluency in spoken and written English
• Managing conflicting demands from different staff groups within a highly complex organization
• Well-developed IT skills
• Ability to supervise junior and senior staff
• High standard of communication and interpersonal skills
• Excellent presentation and facilitation skills
• Able to analyse and solve problem from complex information and make an informed decisions
• Good organizational skills
• Understanding of importance of, and ensuring the maintenance of confidentiality and discretion at all times

Personal Qualities

• Aptitude for quickly grasping new technical concepts
• Ability and motivation to travel to remote location

Desirable

• Up to date knowledge of current practice and research relating to INGOs
• Experience of working on AX
• Experience of VMS
• Experience of managing STRIDE portal
• Valid Driving License
• Languages relevant to the regions the organisation works in
• Technologically aware (GPS tracking, computer databases, CCTV and Biometric security systems)
• Working experience with an INGO
• Experience of working in conflict environment

Please note, the organisation is only able to accept applications from candidates who are eligible/allowed to work in the Pakistan.