Supply Chain Operations Assistant Officer

Position:         Supply Chain and Operations Assistant

Reports to:    PC/Operations Manager 

Location:       Peshawar, Pakistan 

Position Summary:

• The Supply Chain and Operations Assistant 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, security and IT in keeping with organization’s Standards, local laws, and under the guidance of the Operation Manager.
• The Operation Assistant supervises Peshawar 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 Peshawar.

Security

•  Provide security, safety and risk mitigation and ensure that project staff complies with organization’s security procedures;
•  Monitor and analyze the ongoing threat environment faced by the organization’s projects in KPK and brief the management accordingly.
• Distribute threat warnings to all staff as appropriate.
• Ensure that appropriate risk migration measures are taken by the project to respond to the threats or changes in threats faced by the project.
• This is to include physical protection measures, safe working routines, movement restrictions, protection equipment and security staff provision, as required;
• Oversee movement control and coordination for the project, transportation and staff whereabouts.
• Oversee any security provider contracted by the project to ensure contractual compliance and performance of their duties, and act as the focal point of contact with the security provider;
• Report security incidents, violations and recommended corrective actions, as appropriate, to the Security Coordinator/PC.

Procurement

• Assist PC/Operation Manager in Procurement Proceedings 
• Procure requested program and program support items, in accordance with the Operations policy and procedure, making every effort to obtain the lowest price and highest quality of items for organization’s 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 organizational 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 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 field procedures.
• Ensure efficient filing system is devised

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 Pakistan office 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 in KPK (this may be in person or over the phone)

Other

• Provide efficient support to all logistical matters of different departments within the organization.
• Work in close collaboration with PC/ Operations Manager and other members of the 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 organizational 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.