SCI employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

CHILD SAFEGUARDING:

Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Supply Chain Coordinator is responsible for over-arching supply chain management throughout the North West Area Office. The post holder will provide direction and guidance to the field based supply chain teams and work alongside partner supply chain team members to facilitate the co-ordination of strategy and executing high quality program delivery. The Supply Chain Coordinator also works as part of a wider Syria Response Office Supply Chain team to engage in and contribute to the Country Office Strategic priorities.

SCOPE OF ROLE:

Reports to: the Head of Office, North West Syria (Administratively) and to the SRO Supply Chain Manager (Technically/Matrix Relationship)

Staff reporting to this post: North West Syria Supply Chain team if applicable

Budget Responsibilities: None

Role Dimensions

Role requires contacts with multiple partners and stakeholders, from NGOs and local CSOs to gather, validate and analyse data.

KEY AREAS OF ACCOUNTABILITY:

Leadership for Supply Chain function in the NWS Area Office and Partners (50%)

• Support the development of strategies and plans to ensure that the supply chain function across NWS is defined and resourced, in order to deliver on program priorities across through Procurement, Logistics coordination, Fleet management, Assets management, facilities management, Warehousing/Inventory and Information Management (Processes /Procedures)
• Manage and support Supply Chain team ensuring appropriate team structures, a clear division of responsibilities, clear Develop to Perform objectives, and management of performance through Quarterly review and End of Year Appraisals (People Management)
• Ensure that the supply chain is appropriate and cost-effective, and organization Systems are fully optimized to accelerate program delivery and enhanced customer service to yield the best sourcing outcomes for the Area Office
• Participate in project planning and preparation of donor proposals and reports, anticipate needs for supplies and carry out procurement for projects, and keep abreast of changes in medical supply needs in close cooperation with the Health Department
• Participate in planning and review processes (including country strategies, plans and reports) and regular coordination meetings with staff in operations, security, finance, and HR and program quality to ensure critical issues get timely support
• Advise CMT on high-risk awards and procurement contracts, especially concerning medical supplies, Cash operations and construction projects.
• Review emergency preparedness and contingency plans to ensure that humanitarian plans anticipate and resource logistics/Supply Chain Capacity
• Following up on audit findings and develop supply Chain improvement plans and constantly review the Internal Controls Checklist for the Supply Chain Operation
• Coordinate with the partners to support on inducting partners about key policies on child safeguarding. Code of conduct and fraud. A consent form will be signed to acknowledge reception of the briefing and understanding of the policy provisions and contractual obligations
• Responsible for reliable cold chain capacity to support EPI activities.

a) Procurement Oversight

• Accountability – ensure efficient and transparent use of resources in accordance with internal controls in place
• Reinforce the procurement-planning component as critical pre-requirement to ensure that needs are met timely and efficiently.
• Ensure adequate and compliant management of Procurement function to yield the best sourcing outcomes of Frame Work Agreements and Pre Qualified Suppliers in alignment with donor regulations, legal frameworks and Country Office Procurement Policy
• Strengthening the SRO internal control systems in order to reduce breaches in the code of conducts and ensure early detection of any case that is needing to be investigated; reduce losses, incidents and any potential operational or reputational risk for SCI.
• Ensure the procurement and delivery of quality drugs, medical, supplies, and equipment to the program locations in NWS
• Review the Risk Management Plan for the NWS on a continuous basis and propose practical mitigation plans and escalation of issues appropriately with ownership

b) Logistics Coordination

• Implement logistics and supply chain standards and procedures of the SC Quality Framework and any relevant Supply Chain manuals, to meet SCI operational quality standards across the Area Office and Partners
• Ensure a seamless coordination of international shipments, imports through cross border operations including medical supplies and Donations in Kind to ensure delivery of products in full, on time and in specifications ordered, including return logistics through freight forwarders
• Lead the process of Quarterly Physical Stock take to ensure records and physical stocks records are reconciled within active project life of awards and grants
• Promote the timely development of Distribution Plans from program teams to ensure accurate distribution of supplies within active project life
• Support on the facility management to ensure adequate logistics support on the processes

c) Asset Management

• Ensure a centralized program asset register is developed and maintained, that all assets are logged, issued with unique asset numbers and cards and are tracked throughout the Area Office
• Champion the Asset Verification Exercise periodically to ensure an accurate listing of Assets for the organisation
• Monitor the acquisition of assets in close adherence with the BIS requirements
• Oversee key Trackers holding all closeout documentation including program supplies database, asset database, closeout letters, stock donation certificates

d) Warehousing and Inventory Management

• Monitor stocks and Program supplies are effectively entered on the Total Inventory Management Systems and or coordinate Stock Donation documentation for Program Supplies acquired by SCI for Partners
• Responsible for stock control (ensure monthly stock reports) and managing medical stores, ensuring security and maintenance and that medical stocks are kept in proper storage conditions

f) Information Management

• Ensuring accurate and regular reporting systems are maintained and Key Performance Indicators (KPI’s) metrics generated to track performance as part of Supply Chain and Programme Quality check
• Use the SharePoint information management platform by improving the user experience, at Area Office level, and ensure all relevant and most updated information is available at any time within the platform.
• Share weekly Reports with Internal Users to be constantly updated on Supply Chain Progress, Gaps and where much effort is required to be invested to yield better outcomes
• Establish and maintain an efficient logs filing system.
• Participate in Logistics Cluster Meetings and other relevant Inter Agency Collaboration engagements to stay constantly updated

Partner’s Capacity Development (30%)

• Support Programs to intensively use the Partner Assessment Tools for proper partner capacity assessment to identify strength and weakness during partner identification
• Liaise with partners to strengthen relationships and build common understanding to strengthen governance in Supply Chain Operations from Partner Assessments to implementing programs through Sub Grants/Sub Awards
• Support partner teams to have strong understanding of partnership tools and ways of working by following the SRO Partners Procurement guidelines including:
• Work Plans for each new SGA/SAA after Kick Off Meetings
• Supply Chain Dashboard & Procurement Tracker reports for Partners
• Vendor Databases-Continuous Expansion
• Frame Work Agreements
• Asset registers
• Close Out Plans
• Support partners supply chain staff ensuring clear division of responsibilities, clear objectives, and achievement of desired results.
• Provide supply chain training and capacity building for all partners to empower them to deliver quality programs through compliant procedures

Develop the skills and experience of Save the Children Supply Chain staff (20%)

• As a member of the Core Management Team- CMT, play a leadership role in Capacity development, ensuring technical staffing needs are met
• Coach staff to ensure performance or implementation issues are solved in a consultative manner which empowers staff decision making
• Oversee the development and delivery of capacity building plans to develop the requisite technical competencies in field staff.
• Take ownership of personal capacity-building, ensuring plan is in place and agreed with Head of Office in order to build on areas of growth.

Identify learning and training opportunities for Save the Children staff and partners and work as a mentor and role model for less experienced staff. 

The post-holder will comply with all relevant Save the Children policies and procedures with respect to child safeguarding, safety and security, code of conduct, equal opportunities and other relevant policies.

Any other duty or key deliverable that may arise, being flexible and pro-active in order to ensure adaptation to fast moving operational contexts and to an organisation that is going through significant transition within supply chain function.

General:

• Comply with Save the Children policies and practice with respect to child guarding, code of conduct, Anti-harassment, fraud, health and safety, equal opportunities and other relevant policies and procedures.
• Ensure the security, health and well-being of staff and that staff management and other processes and policies and systems reflect SC’s principles of equity and fairness.

BEHAVIOURS (Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

EXPERIENCE AND SKILLS

Essential:

• Degree in Logistics, Supply Chain Management or related field.
• 3-5 Years Field based and Hands On experience in supply chain management in an emergency environment including complex procurement, transport and distribution, warehouse and stock
• Experience in vehicle and fleet management, Distributions of NFI’s and food & Medical Supply Chain Management
• Experience of building and developing the capacity of logistics staff through the use of trainer and mentor
• Good People Management Skills and objective in Performance Management Conversations with Excellent interpersonal and team skills
• Excellent Microsoft Applications Skills
• Fluency in written and spoken English
• Commitment to and understanding of Save the Children’s aims, values and principles

Desirable:

• Ability to speak Arabic and Turkish Languages

• Relevant qualifications or training courses.
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Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Benefits Package provided to National Staff:

• Salary commensurate with the pay-grade of the position.
• Transportation allowance
• 20 days annual leave

We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.

Save the Children

Save the Children invests in childhood – every day, in times of crisis and for our future. In the United States and around the world, we give children a healthy start, the opportunity to learn and protection from harm. By transforming children’s lives now, we change the course of their future and ours.