Vacancy Title: Head of Supply Chain, Save the Children International

Published · Updated

ROLE PURPOSE

This role provides overall leadership and management of the Supply Chain department across the country and all field offices.

This role is in charge of strengthening systems and procedures of the Supply Chain function in Save the Children (SCI) Kenya and Madagascar also Shared Procurement Services Unit sitting in Nairobi. S/he is responsible for reinforcing the local capacity of staff and partners and ensuring an organized working system is in place aimed at achieving efficiency, effectiveness and quality in satisfying the programmatic needs for all project implementation. S/he will provide leadership to the supply chain team ensures support and performs controls over all aspects of the supply chain function across the whole country office. The role is in charge of the Supply chain team in Nairobi, and is technical referent for all Supply Chain Staff and functions at field locations including Madagascar. S/he is also responsible to coordinate with all relevant stakeholders and functions within the Country Office, ensuring that positive collaboration dynamics are in place, and that planning for ongoing critical activities performed together with all key colleagues involved in project implementation. Additionally, the role assists the Director of Programs Operations, International Procurement Unit and other members of the senior management team in ensuring the application of and adherence to all relevant SCI policies; provides technical lead in managing risks linked to supply chain management. In the event of a major humanitarian emergency, the post holder will work outside the normal role profile and be able to vary working hours accordingly.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY

Strategic Management

  • Provide leadership and oversight on all technical areas of the Supply Chain function, including Procurement Management, warehousing, asset/inventory management and fleet management,
  • Support all projects design activities, ensuring that all risks linked to supply chain management are identified and mitigated.
  • Ensures adequate resourcing for the supply chain functions including the needed human resources.
  • Work with the regional procurement lead to support all international procurements through the shared procurement services.
  • Ensure that SCI global, regional, local policies, best practices, minimum standards and donors requirements are effectively integrated into all supply chain systems.
  • Provide information and training for key stakeholders to understand how best to collaborate with SCI Supply Chain function.
  • Act as Country Focal point for any Supply Chain transformation initiative linked to processes and systems improvement.
  • Escalate to Operations Director all critical issues, risks, and potential problems that might have impact on SCI operations, reputations and anything that could affect the ultimate goal of SCI Kenya.
  • Ensure that supply chain data produced at country office are good quality, on time, and are suitable for analysis and decision-making. He/she also ensures a constant monitoring of relevant KPIs and develop action plan for improvements in all areas for which weaknesses, risks or inefficiencies are identified. He/she provides relevant information and data to Regional office and engage in discussions over improvement of performance.

Team / Department Management

  • Oversee the development and reinforcement of SCI Supply Chain structure comprising of International Procurement, Capital (Nairobi) Procurement and Field Support Procurement desks; including review and improvement of job descriptions, lead recruitment & induction processes, ensure strong performance management, provides mentoring when required, and lead capacity-building activities at SCI Kenya level for any aspect of Supply Chain management.
  • In collaboration with Director for Program Operations, ensures that the Supply Chain team is staffed and professionally equipped adequately to deliver, maximizing the available resources.
  • Improving accountability through the establishment of clear reporting lines and documentation systems, promoting transparency in Supply Chain activities and ensuring that inter-department processes are under a constant improvement cycle.

Procurement Management

  • Ensure that SCI procurement policies and procedures are in place, applied consistently throughout all stages and maintain minimum standards of efficiency, quality, and timeliness, value for money.
  • He/she sets performance targets for any Procurement function that are measurable and are tracked regularly to promote continuous improvement team dynamics, including targets on procurement Benefits to be documented and shared with SCI Centre.
  • Ensure that Procurement Function consolidates and updates regularly all procurement plans, procurement needs, and that the function is having a strong sourcing capacity.
  • Ensure that other departments are familiar with and follow the SCI procurement policies and procedures, with a special focus on Budget Holders.
  • Ensure full adoption of SCI Procurement Operating Model to be business as usual in Kenya CO. This includes supporting the centralized procurement system including suppliers’ selection, negotiation, contracting and performance management.
  • Promote transparency and fairness in all procurement processes, ensuring a strict control system is in place within the procurement function at capital and at field level, to minimize risks linked to fraud, delays, bad quality or poor suppliers’ performances.
  • Ensure that SCI suppliers are aware and fully understand all SCI policies and comply.
  • Maintain an effective international procurement system that is well coordinated with the Regional Procurement Lead.
  • In line with SCI procurement guidelines, establishing Framework Agreements with suppliers for regularly procured goods and services

Warehousing and stock management

  • Oversee stock management: develop and maintain effective warehouse management systems; link with projects to support quality distribution planning and ensure that the stock management system is transparent. Ensure that inventory data are reliable and updated.
  • Set up reporting system for each project to ensure effective and efficient management of the programmatic stock, distribution and no stock on expired funds.
  • Oversee maintenance of warehouses and stocks in line with program requirements and SCI policies.
  • Lead all Stock Inventory activities, on top of ad hoc spot checks on warehouses to minimise risk of theft, frauds, and damaged goods.
  • Ensure coordination with Finance over any stock-related financial management aspects.
  • Ensure coordination with project managers in developing distribution plans to minimise the stock holding.
  • Keep the Total Inventory Management system (TIM) up to date, with quality information, and support any issue identified with at country level until its resolution.
  • Ensure appropriate management of in-kind donations with donor/SCI compliance.

Fleet management

  • Implement fleet management system in line with SCI policies and procedures, to ensure accountable and efficient use of the vehicles.
  • Perform fleet assessment to make sure that at any time, the most updated information is available.
  • Ensure that there is a planning system for movements, to avoid inefficiencies and to reduce as much as possible the usage of rental vehicles when applicable.
  • Ensure staff are sensitized, trained and held accountable on the safe use of vehicles and drivers are fully supported to assume their responsibilities effectively.
  • Ensure that there is a safe, efficient and effective fleet maintenance system and meets SCI Safety and Security requirements.
  • Ensure that fuel management is safe, theft-proof and transparent, by monitoring consumptions.
  • Implement an effective vehicle allocation system, balancing needs and available resources.
  • Ensure that drivers are meeting SCI standards and respecting all rules, policies and regulations and no tolerance for breaking rules that can expose SCI or SCI staff to any risk.

Assets management

  • Maintain an updated and complete asset register including all the critical information and that is backed-up by a physical archive including technical information of any asset. Additionally, ensures that all assets are tagged with unique asset numbers and are tracked.
  • Work with IT colleagues to manage all IT assets and equipment and ensure that there is a strict protection of SCI data.
  • Perform regular asset verification checks and inform management any variance and improvement
  • Lead Asset disposal activities in coordination with asset disposal committee especially after every asset verification exercise. The disposal should be duly documented, transparent, fair and focusing on best value for money to recover for SCI.

Program and field teams support

  • Support Risk management activities at proposal design and implementation, ensuring that any identified risk is raised and mitigation measures are proposed to leadership,
  • Support for any new project proposal or grant the development of a quality procurement plan.
  • Help coordinate distributions of humanitarian assistance, goods, and supplies as required.
  • Liaise with program teams as required to ensure the audit trail from purchase through distribution meets SCI and donor standards.
  • Ensure that all Supply Chain staff have a technical lead and ensure a strict control of the supply chain operations in field locations through an effective reporting and data management system, and with ad hoc visits and controls activities

 Relations / Matrix Management

  • Implement effective communication systems between the International procurement, Capital and field offices support desks.
  • Provide technical support and support accountability systems for all units (International, Capital and field offices.
  • Liaise closely with the finance department to ensure accountability and donor compliance with respect to project implementation and operational support.
  • Work with the Program managers, Budget Holders, Director of Program Operations and Regional Procurement lead to ensure that the operations structure is equipped to implement programs effectively, efficiently and accountably.
  • Prepare quality reports for supply chain in a timely manner and shared with stakeholders.
  • Link with Regional Supply Chain lead for regular updates and support.

Contract Duration: 2 years

Number of Vacancies: 1

Work Location: Nairobi

QUALIFICATIONS AND EXPERIENCE

Essential

  • At least 7 years of experience in senior level supply chain management including both development and humanitarian contexts.
  • At least 5 years of experience in supply chain management in INGOs and/or complex /large scale programmes in humanitarian emergency response environments;
  • Proven experience in all technical areas of logistics and supply chain, including procurement, transportation and distribution, warehousing and inventory management, fleet management, assets management, Experience in medical supply chain management etc.
  • Experience in managing complex sub-contracting activities, especially for high-risk areas such as construction and Cash interventions.
  • Experience in strategic thinking and planning with respect to strengthening existing logistical systems.
  • Experience in managing supply chain teams especially centralized structure, including senior roles at managerial level.
  • Experienced in team development and capacity building.
  • Ability to synthesize and analyze complex information quickly and clearly and make informed decisions.
  • Ability to build positive relationships with a wide range of people, both internally and externally, and across departments and programmes.
  • Excellent capacity for planning, management and coordination skills, with the ability to organize a high workload composed of diverse, complex tasks and responsibilities.
  • Strong communication skills (written and oral) in English.
  • Professional supply chain qualification from recognized institution and Membership of a professional body i.e. KISM and CIPS.
  • Knowledge of computers, especially MS Word MS Excel, PowerPoint and MS Outlook software.
  • Understanding and commitment to the goals, values and principles of Save the Children.
  • Cultural sensitivity, with highly developed interpersonal and communication skills including influencing, negotiation and coaching.
  • Experience of working within a complex and matrix organization structure. Excellent training, facilitation, and team building skills. Innovative and creative approach to problem solving.
  • Ability and willingness to dramatically change work practices and hours, in the event of emergencies
  • Commitment to Save the Children’s aims, values and principles including willingness to abide by and enforce the Child Safeguarding policy.

Desirable

  • Experience in specific areas of supply chain, system rollout out (ERP) or process automation.
  •  Strong analytical skills, and capacity to make analysis and provide key data-based inputs to country office management team

THE ORGANIZATION

We 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 realize 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

HOW TO APPLY

Please apply in English saving your CV and covering letter as a single document, including your salary expectations for this role. To see a full a job description, please visit our website at https://kenya.savethechildren.net/careers

We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse. Employment is subject to our Child protection standards including background checks and adherence to our Child Safeguarding Policy.

Save the Children is an equal opportunity employer and seeks to employ and assign the best-qualified talent.

Female Candidates are encouraged to apply.

Disclaimer:

Save the Children International does not charge any kind of fee at whichever stage of the recruitment process, nor request for medical examination or records and does not act through recruitment agents whatsoever.

Deadline: 28 OCT 2022 – 02:59 EAT

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