Supply Chain Coordınator
|International Association for Relief and Development (ONSUR)||Gaziantep|
|İngilizce (C1, Level 5, Upper Intermediate)|
International Association for Relief and Development (Onsur) is a non-governmental organization registered in Turkey N° (27-018-178) dealing with Relief and development projects through the empowerment of local communities to ensure a decent life, Founded at the beginning of 2012. ONSUR works through the main office located in Gaziantep’s province Turkey, in addition to execution offices in Syria, Lebanon, Iraq, Yemen, and Turkey.
Supply Chain Coordinator is a key position to the success and delivery of quality programs. Onsur defines Supply Chain as those systems and support functions necessary to implement programs effectively, inclusive of procurement, logistics, inventory management, property, and asset management as well as vehicle and fleet management. The Supply Chain Coordinator is accountable for the design, planning, execution, and monitoring of supply chain activities, and delivery of an effective supply chain function in compliance with ONSUR, and donor regulations, and in line with program objectives. He/she is also responsible for the continuous improvement of performance quality throughout the SC team and ensuring stakeholders’ satisfaction by exercising service-oriented practices.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Supply Chain Planning
The Supply Chain Coordinator is responsible for supply chain activities planning, developing supply chain plans to support program implementation, and close coordination with internal and external stakeholders. Supply chain planning includes procurement plans, warehousing plans, transport plans, staffing plans, distribution plans, and training plans.
• Ensure procurement plans are developed for all active grants in collaboration with program Coordinators/Managers.
• Ensure that program teams develop distribution plans for supplies and assets in order to eliminate inventory remaining in the warehouses after grants closure.
• Coordinate with supply chain field staff ensuring that there is sufficient space in the warehouses before sending program supplies to the field sites.
• Ensure supply chain staff training and capacity building plans are developed as the PMEs and incorporated into the budgets.
• Ensure that the supply chain department is well-staffed and roles and responsibilities of each have a clear job description.
2. Procurement Management
The Supply Chain Coordinator owns, manages, and drives ONSUR in-country procurement strategies, policies, and procedures. He/she ensures all country program procurement needs are met on time in accordance with ONSUR standards.
• Ensure compliance with ONSUR and donor policies in the procurement of program supplies and assets.
• Ensure review and execution of procurement contracts in a timely fashion.
• Ensure Implementation of Supply Chain SOPs in all offices.
• Ensure supply chain monthly and quarterly reports are accurate and submitted on time.
• Organize procurement training sessions for procurement/tender committees in the field offices and non-supply chain staff if deemed necessary.
• Review procurement documents before payments.
• Ensure all suppliers/service providers' Information, history, and performance are filed and kept confidentially in all offices.
• Ensure supply chain officers conduct Market Surveys and analyses quarterly and share them with the program team and field Coordinators/ Managers.
• Identify fraud and corruption red flags and address them in a timely manner.
• Establish a reasonable and appropriate lead time for all procurement of program supplies and delivery of goods to the program sites.
• Work with Field Offices Supply Chain staff and Field Coordinator / Managers to ensure effectiveness, countrywide uniformity of supply chain structure, and implementation of the ONSUR’s standard operating policies and procedures.
3. Inventory Management
The Supply Chain Coordinator is responsible for managing and controlling all inventory and warehouses operation in the country program and ensuring excellent records keeping, implementation of inventory standard operating procedures, and control as provided by SC.
• Ensure implementation of ONSUR inventory policies in all ONSUR offices.
• Produce grants ending and year-ending inventory reports in a timely manner.
• Visit field offices at least once per year and check warehouses/store records and safety as per ONSUR standards.
• Conduct spot checks and surprise inventory counts as per ONSUR SOPs.
4. Assets Management
The Supply Chain Coordinator is responsible for the procurement, maintenance, safekeeping, and records of all ONSUR country program assets and equipment. He/she is responsible for all aspects of the administrative, financial, capital, and operations of asset management in accordance with ONSUR and donors' rules and regulations.
• Ensure Implementation of ONSUR Asset policies in all ONSUR offices.
• Ensure assets are maintained timely and are safe to use, and all maintenance is documented.
• Ensure assets are tracked properly, and tagged at the delivery, and the asset tracking sheet is continuously updated as assets are issued to staff or deployed to facilities.
• Plan for asset replacement as their service life comes to an end ensuring sufficient funds are budgeted for replacement.
• Manage the disposal process for assets, including ensuring donor approvals are in place before the disposal.
• Ensure spot-checks are done systematically, documented, and reported for all ONSUR assets, inventory, and equipment at least once a year.
5. Vehicles Management
The Supply Chain Coordinator is responsible for overseeing and coordinating all ONSUR country fleet and transportation activities, ensuring that all ONSUR fleet operations are conducted in adherence to ONSUR vehicles policies and procedures including vehicle procurement, vehicle movement, maintenance, and reporting accuracy.
• Ensure all ONSUR vehicles are in good condition and well maintained.
• Ensure all ONSUR-owned vehicles are reported and insured by ONSUR.
• Ensure local fleet management policy is in place, implemented, and followed by all in all ONSUR offices.
• Review regularly fuel consumption and vehicle utilization management. Based on the analysis, plan for an increase/decrease in the number of vehicles if necessary.
• Review vehicle monthly reports and provide the necessary support to the supply chain staff.
6. Compliance and Ethics
The supply Chain Coordinator is responsible for identifying and analyzing compliance risk in supply chain processes, implementing strong procurement controls, identifying procurement red flags, implementing internal and external audit corrective action plans, and ensuring all supply chain activities are conducted in an ethical manner.
7. Learning and Development:
The Supply Chain Coordinator is responsible and accountable for overseeing all supply chain learning and development initiatives in the country and assessing training needs, developing training plans for supply chain staff and other target audiences (programs, finance, etc.) as necessary.
Key Working Relationships:
Position Reports to Chief Operating Officer (COO)
The position directly supervises procurement staff, warehouse staff, and transport staff.
Other Internal and/or external contacts:
Internal: Regular relationships with HQ, regional and country Supply Chain staff at all levels, Deputy Director of Operations, Country Director, Finance Controller, and Program department leads.
External: May Serve as ONSUR Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups, and foundations.
• Advanced Degree, minimum 5 years of progressive Supply Chain professional experience or equivalent education and experience, out of which 2 must be in managerial positions.
• Demonstrated success as a Supply Chain leader across all disciplines including planning, procurement, and logistics.
• Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property, and asset management.
• Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units.
• Able to work effectively in a highly matrixed structure.
• Strong financial management and budgeting skills.
• Excellent training and coaching ability.
• Fluency in English & Arabic is required, Turkish is a plus.
• Turkish citizenship is preferred.
• Ability to travel to remote field offices.
• Experience working in emergency settings.
• Resilient, organized, hard-working, with a positive attitude.
Discrimination, Abuse, and Harassment Policy
ONSUR provides equal employment opportunities to all applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, or harassment (sexual or otherwise), based on ethnicity, religion, national origin, age, marital status, citizenship status, disability, or military status.
ONSUR employees must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside ONSUR.