Supply Chain Specialist

Description

PIH JOB DESCRIPTION (SUPPLY CHAIN SPECIALIST )

Position Title:

Supply Chain Specialist

Reports to:

Deputy Director of Operations

Department:

Operations Department

Liaises with

Supervises:

Work Location:

Harper, Maryland County

Employment Type:

12 months with the possibility of extension based on performance and availability of funds

Position Overview:

The supply Chain Specialist will be responsible of managing the supply chain roles and responsibilities in Harper which include management of procurement and warehousing. The role requires someone with good understanding of procurement and warehousing best practices. Harper being the operation site for PIH Liberia, procurement and warehouse management takes a significant percentage workload on our day to day operational activities.

Direct report;

• Procurement/ Supply Chain Officers
• Warehouse Coordinator

  Essential Duties and Responsibilities:

  Responsibilities

  Administration

  • Ensure PIH Liberia policies in procurement and warehousing are implemented while proposing reviews when necessary.
  • Mentoring, coaching and capacity building staff under his/ her docket.
  • Provide leadership and support to staff under his or her supervision.
  • Oversee and ensure staff under his or her supervision set SMART objectives and conduct appraisals that are objective.
  • Assist all his/ her staff to ensure all timesheets are done and submitted to HR on time.
  • Manage leave plans for the procurement and warehouse staff to ensure smooth business continuity at any given time.
  • Risk management in procurement and warehousing.

    Procurement

    • Ensure procurements are conducted in adherence to the procurement policy
    • Develop procurement plan for Harper with the support from all budget managers.
    • Carry out suppliers/ contractors/ service provider prequalification to increase the pool.
    • Management of the supplier/ contractors/ service provider data base to ensure PIH Liberia enjoys a wider pool of suppliers/ contractors and service providers.
    • Undertake periodic supplier/ contractor or service provider performance evaluations
    • Conduct annual due diligence and screening of existing suppliers/ contractors/ service providers at the same time for every new supplier/ contractor or service provider before engagement.
    • Proper filing of all hard copy procurement files and scanning each file to be saved on cloud or one drive.
    • Provide continuous updates to requestors on their procurement requests status.
    • In coordination with Internal Procurement Committee members, ensures that market surveys are performed regularly, to inform sourcing strategy through understanding of the market including items availability and costs, identifying eligible suppliers, etc.
    • Liaise with the International Operations Department on international procurement monitoring, and local clearance processes.
    • Coordinate procurement approvals, supply options and market knowledge between Harper and Monrovia.
    • Review and validation of all procurement files before purchase order/ contract approval.
    • Tracking of all procurements and ensuring the procurement tracker is always updated.
    • Following up with Finance department to ensure timely payment of suppliers/ contractors and service providers.
    • Development and continuous update of the price list with clear descriptions, specifications, unit of measure and prevailing market prices.
    • Ensure all prequalified suppliers/ contractors and service providers have Framework Agreements including management of the FAs.

      Warehousing

      • Ensure the warehouse is safe, clean and secure to operate while it conforms to safety standards.
      • Management of OpenBoxes for non-pharmaceutical stocks
      • Follow up to ensure warehouse staff have adequate working tools to support their day to day warehouse activities.
      • Updating all warehouse documents e.g. bin/ stack cards, openBoxes, physical inventory report on real time.
      • Generation of timely Goods Received Notes upon verification and acceptance of deliveries.
      • Ensure warehouse activities are conducted following best warehouse practices from receiving, storage and dispatching of goods.
      • Share monthly stock inventory levels with each budget managers to know their stock status.
      • Cold chain management since PIH is a Health Organization.
      • Drafting of all procurement contracts for goods, services and works upon successful completion of all other steps before contracting.
      • Ensure filing of all hard copy warehouse documents and scanning each file to be saved on cloud or one drive.
      • Generate list of all goods that have expired or damaged and follow up for disposal approval and lead in following up for the disposal exercise to be done.

        Reports

        • Procurement tracker
        • Delivery tracker
        • Stock report
        • Quarterly physical Inventory reports
        • OpenBoxes real time update

          Qualifications:

          Qualifications:

          Required:

          • Bachelors or Advanced Degree in Supply Chain Management or Logistics
          • Experience in a similar role with NGOs/INGOs;
          • Minimum 3 years of relevant experience, including procurement, inventory management, cold chain management and systems implementation.
          • Possess strong technical knowledge in the following the area of Health infrastructure, Supply Chain Management, Inventory Management, quality management, or product data management.
          • Strong management skills, highly organized with strong attention to details, take initiative, prioritize and manage multiple tasks, problem solving, flexible.
          • Strong analytical skills. Ability to synthesize and organize data and report on findings.
          • Ability to think strategically and plan for long-term initiatives. Able to implement change and demonstrate to others the value of improved processes.
          • Good communication skills. Comfortable working with colleagues from different cultures and various internal Departments.
          • Ability to work under pressure
          • Planning and scheduling skills
          • Demonstrated intermediate computer skills in Microsoft Office Suite applications

            Competencies:

            • Results seeker – meets deadlines, identifies actions, and achieves goals
            • Innovator – thinks creatively, anticipates changes, and produces solutions
            • Adaptor – stays calm under pressure and handles criticism well
            • Complier – follows procedures and encourages others to as well

              Behavioral Competencies

              • Ability to maintain confidential information in a professional manner, respectful, courteous, and willing to support team effort
              • Team player- willing to work as a team and participate in team-building initiatives;
              • Commitment to Partners in Health Values

                Organizational Profile:

                Partners In Health (PIH) is a non-profit, global health organization that fights social injustice by bringing the benefits of modern medical science first and foremost to the most vulnerable communities around the world. PIH focuses on those who would not otherwise have access to quality health care. PIH partners with the world’s leading academic institutions to create rigorous evidence that shapes more sound and all-inclusive global health policies. PIH also supports local governments’ efforts to build capacity and strengthen national health systems.