Country: South Sudan (Republic of)
Closing date: 30 Aug 2013
POSITION TITLE: Supply Chain Management (SCM) Coordinator
DATE: August 2013
COUNTRY PROGRAM: South Sudan
RESPONSIBLE TO: Country Director/Senior Program Coordinator
STATUS: Full Time
SUPERVISORY CAPACITY: Juba SCM staff
DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION:
The overall objective of the ARC South Sudan program is to facilitate the successful repatriation and reintegration of Sudanese refugees and IDPs to their original homes or preferred locations in South Sudan. Operational in South Sudan since 1994, ARC implements a multi-sectoral program that includes water and sanitation, primary and reproductive health care, HIV/AIDS and gender based violence prevention and response, and activities geared towards creating economic opportunities for returning populations. ARC has program activities in Central and Eastern Equatorial, Warap, Northern and Western Bahr el Ghazal and Upper Nile States.
PRIMARY PURPOSE OF THE POSITION:
Based in Juba, the SCM Coordinator is the key operations focal point for all program support to all field sites. S/he supervises senior national support staff in Juba.
Under the supervision of the County Director/Senior Program Coordinator, the SCM Coordinator is responsible for overseeing procurement, logistic, fleet and transportation, and security functions of ARC is South Sudan. This also includes management of supplier and vendor contracts, procurement and contractors’ database, tendering process, contracting, tracking payments, assets management, communication equipment, fleet management and travel coordination and management of ARC premises.
S/he is responsible for ensuring that all program support activities are implemented in a timely manner, according to agreed-upon targets and budgets, in coordination with program teams. The SCM Coordinator will directly manage and build the capacity of SCM staff ensuring that operational systems are in place and strengthened, and are consistent with ARCs and donor policies.
MAJOR AREAS OF ACCOUNTABILITY:
Procurement (50%)
Ensure ARC procurement and logistics systems comply with internal ARC regulations, donor requirements and the legal provisions of the country.
Create systems to implement the ARC supply chain management policy as well as donor regulation on procurement of items and services.
Coordinate annual procurement plan development process and quarterly revision of the same.
Provide guidance and train SCM team on all aspects of procurement, logistics, and office administration.
Responsible for oversight and day to day procurement needs of ARC South Sudan county office and field sites, in coordination with program and support staff.
Establish and oversee the maintenance of thorough procurement files as outlined in the ARC procurement policy.
Participate in negotiation and preparation of leases and contracts for the rented premises and equipment.
Establish, maintain and periodically update a network and Database of preferred suppliers, vendors and contractors to facilitate timely procurement of items and services.
Maintain a positive and clean relationship with vendors, contractors and suppliers.
Compile bi-annual price list and share to all ARC staff.
Assist program team in preparation of the Bill of Quantities, specification of items, quality standards and provide recommendations on goods available in the market and current prices.
With the procurement team prepare the required documentation of supplies and transactions according to ARC standards.
Manage preferred supplier selection process and agreements.
Process and when necessary update service contracts for all the office related services.
Observe and control absolute confidentiality of the tendering documents while ensuring transparency of the process.
Lead the tendering process that includes: preparation of list of contractors, invitation letters, collecting bids, leading the bid opening with committee, prepare bids comparison forms, participate in bids analyses, and draft the contract for approved bid and contractor.
In coordination with program staff establish system for the vendor, supplier or contractor appraisal after each project.
Oversee preparation and tracking payments made to contractors (compile and submit updates on a monthly basis).
Closely coordinate with program team on issues of dates of the payment and documentation required.
Alert the program team if any delays in payment schedules occur.
Oversee preparation of weekly procurement tracking sheets.
Prepare monthly status reports on procurement, assets, contractor database and payments.
Ensure that copies of documents of all procurement and contractors’ payments are properly filed in project files.
In all cases assure procurement and other processes, as well advertisement documents for signature by an authorized ARC representative are prepared in accordance with ARC and donor regulations.
Logistics, transportation and fleet management (40%)
Create a system of delivering goods procured to appropriate destination safely and in time.
Ensure tracking of goods and services deliveries based on agreed milestones.
Oversee maintenance of updated assets inventory list for the Office and expat living quarters. Ensure safe use and safe storage of the inventory items.
Oversee travel coordination, movement tracking and travel related payments.
Oversee fleet management and office fuel consumption.
Make sure that all ARC vehicles are well maintained, timely repaired and drivers are provided adequate training.
Security (10%)
Oversee security management of ARC premises and assets.
Ensure safety of rented premises and equipment and track dates for the payments and maintenance.
Ensure all ARC staff are informed and trained on all updated security policies and procedures.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED:
Minimum, Bachelor’s degree in business administration, Procurement & Logistics, international business or other relevant subject area (i.e. community development, social sciences). Masters Degree or professional qualification in Supply Chain Management a clear advantage.
Minimum 3 years progressively responsible procurement and logistics.
Prior experience in South Sudan or similar contexts.
Strong operational, analytical and management skills.
Fluency in English is desirable; knowledge of Arabic added advantage.
Experience working with various donors administrative policies and procedures is required.
Excellent computer skills, including MS Word and Excel.
Excellent communication skills, including the ability to communicate, present, negotiate and influence a variety of audience.
Diplomacy and assertiveness.
KEY BEHAVIORS & ABILITIES:
High level of integrity.
Strong interpersonal skills.
Ability to work well both as team leader and team member.
Ability to work well under pressure is required.
Ability to work simultaneously on multiple tasks with minimal supervision.
Ability to live and productively work in insecure, unstable and/or harsh environments.
Ability to work remotely in coordinating activities.
Must be able to work independently while being a strong team player with proven supervisory skills.
Additional qualities: ability to handle pressure well, ability to improvise, flexibility, cultural and environmental sensitivity.
Familiar with the issues and cultures in South Sudan; and ability to interact with people at all levels, individually and/or in groups..
Excellent teambuilding and mentoring skills.
How to apply:
Click here to apply.