South Sudan: Supply Chain Manager

Job Advertisement

Position Title: JRS South Sudan Supply Chain Manager

Location: Juba, South Sudan (with travel to the field projects)

Reports to: Country Director

Starting date: 16^th September 2019

Contract Type; International

Contract duration: 1 Year Fixed Term

Salary Range & Benefits: To be discussed with successful candidates.

ORGANISATIONAL CONTEXT

The Jesuit Refugee Service (JRS) is an international non-governmental organisation with a mission to accompany, serve, and advocate for the rights of refugees and forcibly displaced people. The organisation was founded in November 1980 and has a presence in over 50 countries.

JRS South Sudan continues to evolve its Country Operations and currently has two programmes of work in Maban, Unity State and Yambio, Gubdue State with the support of multiple donors including UNHCR and BPRM. The focus of JRS’ work is education, livelihoods and psycho-social supports.

OPERATIONAL CONTEXT/ROLE

JRS South Sudan operations depend on many purchases/services being procured and airlifted from Juba. Achieving this in the safest, most effective, efficient way possible is top priority, ensuring that ethical guidelines and policies and value for money principles are respected at all times. In all cases items/services procured must reach programme beneficiaries at the right time, in the right quantity and in the right condition.

JRS understands a Supply Chain as the network of people and processes involved in the flow of items and services from where they were produced until they reach the final programme participants. Logistics and Procurement are activities of the end to end process of supply chain management. The selection and maintenance of transportation means as well as storage means are other processes that must be managed effectively under this function. The role of the JRS South Sudan Supply Chain Manager is to manage this end to end process strategically and practically to ensure maximum transparency, accountability and value for money for JRS South Sudan and our supporters.

As much as possible and appropriate JRS aims to use local materials and resources in order to support local economy and recovery whilst ensuring local procurement does not distort local markets in a negative way, or impact on local natural resources or the environment.

Functional Responsibilities

Under the overall guidance and direct supervision of the Country Office, Supply Chain Manager will take a leadership role in executing effective and efficient procurement and supply chain services in Jesuit Refugee Service (JRS) South Sudan, ensuring values and competencies in maintaining transparency, integrity and compliance with established rules and regulations. Specifically, the Supply Chain Manager will perform the following responsibilities, but not limited to.

Procurement and Supply Chain Management

· Manage the entire process in the planning of procurement and supply chain activities, inventory control, logistics and distribution, ensuring effectively-functioning processes to avoid costly delays and lost opportunities

· Ensure effective lines of communication between the Programme Management Office, Project/Programme Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the most appropriate procurement procedures

· Be responsible for introducing process improvements in the supply chain and identify new tools for proper logistics management within JRS.

· Manage relationships with contractors that facilitate smooth flow of services to JRS- South Sudan and projects/programmes

· Ensure full compliance of procurement activities with the JRS-South Sudan and develop Procurement Manual for easy management.

· Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements

· Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business processes monitoring and elaboration of improvements in systems and processes

· Manage and monitor all transnational procurement including tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation and risk assessment

· Implement strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management and performance measurement

· Ensure timely preparation of procurement plans for projects and monitor their implementation by controlling processes including receipt of requisitions, organization of RFQ, receipt of quotations, bids and proposals, evaluation and negotiation of certain conditions of contracts in full compliance with JRS Procurement Manual and the FRR

· Review and pre-clear submissions below Contracts and construct Committee (CPC) thresholds for award of contracts by the construct committee, and review similar submissions to both the Local and international

· Develop and manage the rosters of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanisms

· Prepare monthly, quarterly and annual procurement plans and progress reports as required

· Lead the establishment and management of professional procurement services through Long Term Agreements and networking with other agencies on similar agreements

· Promote a zero-tolerance for violations of procurement policies and procedures.

· Ability to advocate and provide policy advice

· Provide clear reports on a monthly basis to the Country Director and otherwise work well with the SMT within JRS South Sudan to ensure maximum co-ordination and effectiveness.

Training and Development

· Develop appropriate ways of training staff on manual for contract management tools, guidelines and manuals for standardization and knowledge sharing purposes

· Develop training programs for the JRS Logistics team.

· Identify appropriate methods for developing the capacity of the JRS Logistics team and manage that team effectively.

· Analyze and identify corporate and occupational training needs

· Organize and deliver training's for the operations/logistics personnel on procurement, supply chain, logistics, assets management and synthesize lessons learned and best practices

· Visit field offices on a regular basis with the aim of training, empowering and capacity building as well as monitoring and evaluating the provision of logistical inputs and identify actions to be taken and implement necessary improvements in the system

Logistics and Asset Management

· Take full responsibility of assets tracking and inventory management of all expendable and non-expendable items, including conducting regular audits of warehouse/storage facilities and processes.

· Initiate assets tagging, verification, maintenance, monitoring and write-off/disposal as may be appropriate in compliance with established rules and procedures

· Monitor life-cycle/shelf-life of assets and equipment.

Overall Management

· Perform an annual audit on the entire Supply Chain Management process to identify gaps and weaknesses to be addressed in reference to other organizational audit processes and recommendations. This should include a complete a full physical stock verification exercise.

· Review the organizational capacity and structure around Supply Chain Management including any necessary review of job descriptions and positioning of current staff.

· To evolve capacity development plans for staff in collaboration with their line managers.

· To establish and maintain good contacts with suppliers, government offices, UN agencies and other NGOs with regards to logistical matters & attend the Logistics Cluster meetings and share key issues/leanings/opportunities to relevant staff within JRS South Sudan

· To provide a comprehensive report on a monthly basis on all key procurement's, derogation's and challenges encountered to the Country Director.

· To work together with senior managers and the Security Officer to refine and refresh contingency plans to safeguard equipment and core processes in case of emergencies.

· To ensure a standardized and effective soft and hard copy filing system is maintained for a SCM related functions.

· To liaise with the JRS South Sudan Security Officer and Senior Management on all issues relation security management which involve purchase, maintenance, use and movement of JRS equipment and services.

· Maintain and review a complete fixed asset register on a quarterly basis and conduct a complete physical asset verification process at least once a year.

· Advise senior managers on issues of depreciation and asset fixing/disposal in accordance with established guidelines.

· Maintain/update relevant policies and guidelines, conducting a complete review once per year in tandem with the JRS International Officer.

· Ensure regular submission of procurement activity reports, logistics and assets reports to management and projects

· Ensure all activities are compliant with standard reporting requirements and audits

· Manage the entire Procurement Office and coordinate with respective procurement practitioners from projects.

Competencies

· Timely production and submission of project proposals and reports Ability to build strong logistics team for better procurement processes using specific procurement methods which allow them analyze procurement and supply chain service requirements

· Focuses on impact and result for logistics performance and responds positively to feedback

· Builds strong relationships with field logistics staffs and external actors

· Ability to promote integrity and business ethics; demonstrate mature judgment, trust and open communication; ability to ensure effective team work, collaborative behavior and team spirit.

Qualifications & Experience:

· Advanced University degree, preferably in BA in Supply Chain Management, Logistics and Procurement's or similar relevant field.

· Previous working experience as a Supply Chain Manager for (1) years.

· Critical thinker and problem-solving skills

· Team player

· Proficient in using computers with related knowledge of software programs and Internet.

· Excellent proficiency in written and verbal English; a professional working knowledge of a language spoken in the country is desirable.

Please send your CV and a cover letter that indicates what skills and experience you have that meets the criteria and your availability. The CV (maximum 3 pages) should include contacts (phone and email) for three referees. Kindly send the application to: sds.recruit@jrs.net or sds07.hradmin02@jrs.net before the end of the closing date 21^st August, 2019

PLEASE NOTE: Only candidates who apply before the deadline and who can demonstrate experience of overall strategic management of Supply Chain Management processes end to end should apply and only short listed candidates will be contacted.

Commitment to Child Safeguarding

JRS is committed to the safeguarding of children (under 18 years) who come into contact with JRS South Sudan personnel and volunteers in all JRS South Sudan works. All JRS-South Sudan Staff are expected to comply with JRS South Sudan Policies and Procedures in this regard.