Supply Chain and Operations Manager

Supply Chain and Operations Manager

EXHIBIT A
Terms of Reference (TOR)

Position: Supply Chain and Operations Manager

Category Grade: Manager

Department: Supply Chain and Operations

Location: Amman, with frequent visits to the field

Reports to: Country Director

ABOUT RI:

Relief International specializes in relief and development programs that benefit people in acute distress. A registered non-profit in the US, UK, France and Belgium, our work targets those fragile countries or communities that suffer from recurrent man-made or natural crises that impede human development. The people that we serve live in seventeen countries across the Middle East, Africa, and Asia where the debilitating effects of political instability, forced displacement, and natural disasters are pervasive. Often, RI is the only organization providing healthcare, education, logistics, energy, capacity building, economic development, sanitation, and many other forms of assistance to these highly vulnerable communities.

Position summary:
The Supply Chain and Operations SCO Manager is an integral member of the country management team whose main task is to ensure that RI is able to deliver its programs in the most efficient and timely way. The SCO Manager reports directly to the Country Director, a key member in the Senior Management Team SMT and supervises supply chain and operations team (procurement, fleet, logistic, transportation, warehouse, stock management and IT).

Essential Position Responsibilities and Duties:

Compliance:

• Ensure that RI Jordan Procurement follows policies and procedures that are in compliance with the RI GSO Procurement Manual and funding source policies, procedures and requirements.

• Understand and implement donor requirements related to procurement, logistic and IT.
• Ensure that RI Jordan procurement and related policies and procedures are up-to-date and disseminated in a timely manner and that all appropriate staff are trained and competent.
• Update and contextualize the RI Jordan standards for assets/equipment to be purchased, as required.
• Oversee the stock management and ensure that minimum standards are enforced in the management, inventory and transportation.
• Monitor appropriate sections of the budget(s). Review Budget vs. Actual expenditure reports and give feedback to CD and other key staff as agreed.
• Review monthly Operations’ reports and give feed-back to all operations staff, Department Managers and other key staff as needed.
• Participate in finalizing of Procurement Plans for all grants.
• Participate in mobilization for all new projects and project extensions.
• Ensure donor reports for assets are timely completed and submitted to the Finance/Program and other departments as appropriate.
• Ensure disposal of assets is reviewed annually and donor requirements followed.
• Conduct timely rollout of appropriate RI GSO initiatives and updates.
• Maintain current knowledge of and ensure compliance with local government regulations

Training & Outreach:

• Proactively develop the skills of RI staff to understand and utilize appropriate tools and services to design and implement quality programming.

• Work with field staff to identify operational needs and ensure that issues are raised with CD, Department leads and other staff, as needed, to ensure they are included in new budget development.
• Design and implement capacity-building program to strengthen the capacity of RI Jordan and field-based Supply Chain staff.
• Assist Operations team in working with program staff towards establishing procurement plans.
• Travel, depending on security situation, to provide technical support to field offices and sub-offices.
• Conduct RI Jordan operational workshops regularly/depending on the program needs.

Staff Management:

• Practice excellent human resource management, supporting the development, promotion, and retention of a motivated team of qualified and experienced staff.

• Identify staffing and/or skill gaps and see that these gaps/needs are filled.
• Support the recruitment of all operational staff and provide day to day supervision of department.
• Provide feedback through regular performance evaluations and ensure staff is held accountable in accordance with the RI Jordan HR policies.

• Other:
• Responsible for the successful rollout and maintenance of various tracking logs for RI Jordan.
• Ensure clear delineation of roles for procurement.
• Ensure the update of the pre-selected suppliers list.
• Ensure transport services are cost efficient and reliable.
• Ensure warehouse and stocks are secure, well managed and documented.
• Ensure assets and property are effectively managed, asset list is updated regularly, and assets are disposed of according to RI and/or donor regulations.

Other related tasks:

Safeguarding

All staff:

• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve
• Ensure that your behavior inside and outside of work promotes the values outlined with RI’s code of conduct and safeguarding policies
• Consistent with RI’s safeguarding and protection policies,
  • contribute to ensuring that all those who come into contact with Relief International staff and the communities we serve can be trusted to work safely with them
  • ensure your job-related activity and practice is compliant with safeguarding standards

Managers / SMT (as per the role):

• Support and develop systems that create and maintain an environment that prevents sexual exploitation and abuse and promotes the implementation of the Code of Conduct and safeguarding policies
• Work collaboratively with the Global Safeguarding Manager to advocate for the inclusion of safeguarding activities and resources within program
• Ability to demonstrate knowledge of donor requirements of safeguarding standards and protection from exploitation and abuse

Program teams:

• Ensure program design adequately addresses safeguarding and protection standards

Managers level and above:

• Ensure a positive and productive work environment which is free from harassment and bullying
• Ability to demonstrate sensitivity and understanding of diversity and cultural differences, gender issues and the commitment to equal opportunities

Qualifications and Requirements:

• Degree or professional certification in Supply Chain Management, Business Management or related field.
• At least 5-7 years progressive management and leadership experience in related thematic areas
• At least 5-7 years of experience managing a large multi-site operation, preferably within an NGO setting.
• Experience working with at least two of the following donors: USAID, BPRM, UNHCR, DFID, ECHO, and EU, and knowledge of specific donor guidelines.
• Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure.
• Demonstrated excellence in training and capacity-building of specialist and non-specialist staff in Supply Chain Management.
• Strong organizational, interpersonal and communication skills.
• Strong computer competency with word processing, spreadsheets, and databases.
• Strong leadership qualities and willingness to exercise initiative.
• Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.
• Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.
• Fluency in Arabic and English, both written and spoken.
• Willingness to travel to remote field sites to provide technical support.

RI Values:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities. We value:

• Inclusiveness
• Transparency and Accountability
• Agility and Innovation
• Collaboration
• Sustainability

All staff are expected to abide by RI Safeguarding, Code of Conduct & Incident Management Policies & procedures.

This job description is subject to periodic review and adjustment in order to achieve RI’s goals in Jordan, and any changes to the ToR will be discussed and agreed between signed below.

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