Supply Chain Manager

The role 

We are currently looking for Supply Chain Manager based in Vientiane Capital.

Role Purpose                   

The Supply Chain Manager is responsible for the overall leadership, coordination, and support of Strengthening Climate Resilience of Lao PDR Health System Project-related supply chain and logistics management for Save the Children Lao PDR Country Office. S/he is responsible for developing and maintaining effective and efficient supply-chain policies and procedures, consistent with SCI and GCF standard operating procedures (SOPs) and policies, international standards, national laws, and donor rules. He/she also responsible for the development of supply chain planning and sourcing pipeline for the project.   

Responsibilities under his/her direction include consolidation of project procurement plans, purchase requisitions, procurement and effective & timely supply; supplier contracts, customs clearing; the transporting of goods from starting to end points; asset/inventory management; vehicle management, and maintenance; and the completion of reporting as required by COP. 

An important task for the Supply Chain Manager will be to support SCI supply chain transformation, project infrastructure construction projects, and if required, supply chain in emergency preparedness and humanitarian relief, including warehousing and stock management where applicable.

In the event of a major humanitarian emergency, the role holder will be expected to step up and where needed and possible even deploy in country to support humanitarian responses and work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.

Key Responsibilities

Systems/Procedures

• Follow and/or maintain up-to-date SCI Lao PDR Country Office Supply Chain related policies, procedures, and forms including those related to local and international procurement; customs clearing; effective stock management and warehousing; regular analysis of transportation rates; emergency response, and the use of planning & tracking tools, including procurement planner, purchase order tracking, supplier payments schedules, asset register.
• Ensure that project related supply chain policies and procedures are compliant with the Save the Children International Standard Operating Procedures, national laws, international standards, and donor rules and regulations.
• Support the project procurement needs in line with Country offices’ Supply Chain transformation including ProSave, glidego, the implementation of Procurement Procedure of Consultancy services, and other related supply chain manual 3.3 
• Ensure all project staff receive inductions and follow-up training on all relevant policies & procedures those relate to supply chain and understand their roles & responsibilities.

Coordination / Representation 

• Work in close collaboration with all Save the Children Laos P&SC team to provide overviews of supply chain orientation and requirements to project new staff, supply chain requirement for the development of corresponding project proposals, project/program field implementation and subsequent. e.g. transportation, freight, assets, warehousing, casual labour, and program/project close-out. 
• Coordinate with all project country and field offices to get project procurement plans quarterly to consolidate for sourcing pipeline and sourcing plan developments. Review program work plans & budgets to procurement plan to confirm timeframes for procurement/service delivery, specifications/quantities and budgetary allocation and donor compliance requirements.
• Pro-active follow up & monitoring of all pending orders and providing regular status updates, flagging any issues, potential delays during program review meeting either monthly review or quarterly review meetings.
• Liaise closely with supply chain staff at CO and Regional Office and Centre to support Save the Children initiatives regarding global supply-chain systems.
• Liaise with government, United Nations logistics cluster, and other agencies as necessary. 
• Coordinate with CO’s Admin team to ensure consistency and avoid duplication of efforts.

Procurement and Supply

• Support the ProSave system by vetting and register all new suppliers into the system and maintain supplier’s status are up to date. Ensuring that numbers of Frame Work Agreement (FWA) for goods and services are increased day by day.
• Regularly update PRIME and provide category level details where required and closely work with M&E team for updates. 
• Organize and supervise all project procurement processes through a transparent and confidential process; and the fair selection evaluation by Save the Children’s Procurement Committee (PC) through proper procurement process, in full compliance with Save the Children rules and regulations.  Review all supplier contracts prior to signing.
• Ensure that submitted purchase-requisitions via ProSave from project team are completed correctly, including budget codes and approvals per the Scheme of Delegation. Ensure full documentation to support all logistical transactions, procurements etc., are downloaded into ProSave, and these are filed in an organised manner before submission to finance for payment and filing. 
• Manage supplier appraisal, quality control, customer-relationship management, payment conditions, market prices and feasibility studies, risk assessments, and performance measurements. 

Infrastructure Construction/Repair/Rehabilitation Process

• Organize and supervise all tendering & procurement processes for SCI construction projects.
• Review all supplier contracts prior to signing. Support construction project teams and CO construction focal point on all supply chain matters. Follow up with suppliers on any issues arising e.g. quality of the construction, and report to Management teams/CO construction focal point as appropriate.

Transportation

• Take a role as fleet focal person in the project to coordinate with fleet focal person in country office to ensure that fleet management manual and related policies are followed. 
• Coordinate with safety security and fleet focal person in country office to ensure all drivers including drivers from rental vehicle are received SCI mandatory policies orientations/trainings and follow road safety guideline before providing driving services. 
• Ensure information data of vehicle usages including running costs, maintenance cost, fuel consumption and KM read  are updated in ProFleet system and submit monthly report to fleet focal person in country office. 
• Liaison with the Government on the hand-over of project vehicles and regular follow-up on the maintenance. 
• Ensure that the national and international freighting of project supplies is maintained within budget and uses the most cost-effective and reliable means of transport for the timely delivery of goods to the Save the Children project sites.
• Ensure strict monitoring on authorized signatures for goods sent and received, and ensure that all way-bills are filled out and validated properly, and ensure that trucks and vehicles are loaded and unloaded in a functional manner. 

Customs Clearing

• Supervise the proper completion and processing of all relevant exemption certificates for incoming goods and ensure that incoming goods are stored adequately while they await customs clearance.

Warehousing and Distribution

• Maintain effective and efficient storage management, ensure that goods are received quickly, stored safely, and then shipped responsibly and professionally to the various project sites in the field. Report in a timely manner on damages and loss of goods, and develop procedures to minimize future loss.
• Support the CO P&SC team in re-allocation of emergency stocks to non-central offices or warehouses for field transport in times of emergencies or natural disasters.

Assets / Inventory

• Maintain asset and inventory registers on a regular basis ensuring all additions, transfers and disposals are recorded. Compare monthly total assets costs with Aggresso systems. 
• Ensure to work with Asset management committee to conduct random, monthly, quarterly assets verification, and annual assets verification must be completed for 100% of all assets belong to GCF project. 
• Ensure annual assets and inventory physical checks have been conducted in accordance with Asset management manual. Coordinate with award team and asset management focal points to plan handovers and disposal through proper procurement process accordance to projects’ MoU, donors requirement and SCI policies.   

Report Preparation

• Coordinate to get monthly supply chain reports from all field offices including monthly procurement trackers and monthly fleet management reports to ensure all trackers and reports are updated in CO supply chain’s SharePoint. 
• Make sure updated procurement trackers and fleet tracker are shared with all relevant staff weekly and monthly basis. 

Performance Management and Capacity Building

• Ensure that all project staff are trained in all relevant supply chain procedures and they are followed strictly. 
• Provide on job training and coaching to supply chain staff to ensure their capacity to provide quality support to program and support team. Conduct refresher training on a regular basis.

General

• Carry out any other assignments requested by Chief of Party of the project. 
• Coordinate regularly with other Support Service Team to ensure effective supports to project team. 

Child Sensitive Approach 

• Ensure they and their team fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves and ensure their team conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
• That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.

QUALIFICATIONS 

• Minimum Bachelor level degree in Administrative Management, or similar business field preferred
• Certification related to procurement and supply chain is an asset;

EXPERIENCE AND SKILLS

• Proven track record with minimum 05 years of experience in logistics management including procurement, transportation and distribution, customs clearing, warehouse management, and stock management;
• Knowledge of international standards related to logistics and procurement;
• Excellent English language communication skills (both oral and written);
• Expertise using Microsoft Word, Microsoft Excel, and internet applications;
• Ability to work in high stress situations such as emergency response.
• Experience in team management and staff building capacity 
• Experience in logistics management in emergency response highly desirable;
• Experience working with international NGOs, international business company or similar;
• Experience in the distribution of both food and non-food items is an advantage;
• Experience working with local commodities transporters, including the negotiating of competitive transportation rates;
• Experience in the tracking and cataloguing of incoming and outgoing goods using computer software. (Experience using logistics computer software highly desirable.).

Contract length: Fixed term (1 year with the possibility of extension)

The Organisation

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 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. 

Application Information:

Interested candidates please submit a full application using a cover letter and up-to-date CV as a single document including contact details of three professional referees (current and last line managers and HR department). Please also include details of your salary expectations and a copy of your ID card. Please note that we will require a copy of your Criminal Records (ໃບແຈ້ງໂທດ) later.  

Save the Children International is a child-rights based organization. Safe recruitment is central to the safeguarding of children and young people that we come into contact with, and support through our programmes.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Save the children is an equal opportunities employer, qualified females, persons with disability and candidates from diverse cultural backgrounds are encouraged to apply.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.