Supply Chain Assistant

SCOPE OF ROLE:

Reports to: Supply Chain Officer

Staff reporting to this post: All drivers

KEY AREAS OF ACCOUNTABILITY:

Fleet Management:

• Assist in the management of Kirehe FO vehicles fleet and provide and facilitate transportation for visitors and employees.

• Prepare vehicles monthly reports on km covered, fuel consumed, maintenance cost and any problems associated with vehicles and motorcycles for management use in line with SCI vehicle policy and ensure fuel reconciliation is share with Transport Officer

• Receive initial accident reports and to follow up with Police and Insurance Company in collaboration with the respective managers in line with SCI vehicle policy.

• Follow up of vehicles and motorcycles clearing and insurance in line with SCI vehicle policy.

• Control, monitor and report fuel use for vehicle, motorcycle and generators.

• Provide technical assistance and advice to SCI - Kirehe FO drivers.

• Allocate available vehicles resources to outstanding vehicle need on daily, monthly basis.

• Advice managers/users on the status of vehicles, time of disposal and project future implication.

• Contribute to development and implement SCI vehicle/transport policy.

• Advice vehicle users on vehicle usage safety and policy.

• Pre-inspect all rental vehicles ensuring they meet the rental minimum standards.

Invoicing

• Ensure all suppliers are paid on time with collaboration with Finance

• Ensure the payment are submitted timely on ProSave respecting all the Procurement File Checklist and keep a track of paper procurement files

• from receipt of the PR or initiation of the procurement and identify what should be in the file and what stage the file is at.

• Confirm all goods received are in line with quantities and specification as set out in the purchase order.

• Process invoice payments are completed in a timely manner.

• Update invoice tracker

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Notify the line manager of any other issue/challenge in the procurements which does not meet standards procedures

Warehousing and Stockkeeping

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• Responsible for receiving, storing and releasing all administrative stocks in Kirehe stocks

• Support the appropriate storage and physical condition of stocks according to their specific requirements

• Ensure all stock are accounted for while in storage, and that stock are released with appropriate and relevant documentations and authorizations

• Ensure all stock movements are documented using SCI documents (GRNs, Waybills, Stock Releases, Stock Cards, Stock Reports) and any relevant documents as per the warehouse manual

• Serves as the overall contact person for releasing any duly authorised items/stocks from Kigali warehouse.

• Generate from TIM warehouse/stock reports and share with relevant budget holders for action/consumption.

• Assist in ensuring all stock discrepancies/damages are properly documented, investigated and reported to budget holders and Supply chain Manager

• Assist in Organizing and planning for the transportation of project supplies to the various field offices.

• Assist in ensuring warehouses are always kept secure and are maintained, clean, well -organised and pest free.

• Support in managing the incoming and outgoing stock according to the warehousing and stock Management standards.

• Consolidate and plan for transportation of project supplies to various field offices in a timely, reliable and cost-effective manner.

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Comply with Save the Children policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

Supervising

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Supervise drivers, check and monitor mileage logging for all vehicles.

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:

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sets 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

QUALIFICATIONS

• A Diploma or Bachelor’s Degree in Business Administration, Supply Chain, Logistics or Procurement.

EXPERIENCE AND SKILLS

• 1-2 years of prior work experience in a similar role in an NGO or private commercial sector

• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.

• Great interpersonal and communication skills including negotiation and relationship building

• High level of integrity/confidentiality and ability to work as part of a professional team

• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.

• High level of computer literacy. Especially excellent MS Excel/Word skills.

• Good oral and written communication skills; Fluency in spoken and written English;

• Commitment to Save the Children’s values

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.

Child Safeguarding:

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.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

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.

Anti-Fraud and Integrity Commitment:

The organization maintains a zero-tolerance policy toward fraud, corruption, and unethical behavior. All staff are expected to uphold the highest standards of integrity and accountability, comply with internal policies and procedures, and report any suspected misconduct through the appropriate channels.

Please note: The organization does not charge any fees at any stage of the recruitment process (application, interview, offer, or onboarding). Any request for payment should be reported immediately.