Supply Supervisor – NWS

Procurement

• Ensure that all goods and services purchased are done according to the request and according to SI operational guidelines, ensure that approval rules and procedures are observed. The Supply Supervisor will be responsible for maintaining up to date paperwork following standard procedures and must at all times ensure that supplies required are purchased in the most timely and cost-effective manner, with due regard to quality and that accountability and transparency is retained at all times.
• Receive, review and analyze all supplies requests and PLs to ensure they contain clear information and have the required specifications ensuring they are technically complete and in conformity with established practice.
• Create of Purchase File on the LINK and follow up with the needed validations.
• Assist the Logistics Manager in Implementing proper remote monitoring system and control of procurement processes including organization of request for quotation (RFQ), Call for Tender drafting (CFT), receipt and evaluation of quotations and bids, negotiation of certain conditions of contracts in full compliance with SI rules and regulation.
• Track orders ensuring all orders are received using the LINK system Follow up.
• Undertake negotiations on prices and services.
• Ensure the quality-price ratio of purchases to ensure the best value of money.
• Support the Logistics Manager to carry out a purchasing environment analysis at the local level. Develop knowledge and monitor the commodity market for goods and services in the area of responsibility and be able to identify and select potential vendors.
• Prepare the purchasing documents and draft the contracts, ensure the translations of some logistics documents (CFTs, CNTs, invoices, quotations…) to submit for validation to the Logistics Manager.
• Oversee adherence to contractual agreements, recommends amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations.
• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms and Price List.
• Participate in the drafting the call for tenders with the Logistics Manager. Review specifications, draft tender documents and with selected committee members circulate Tender documents for review.
• Check that the purchasing documents are complete and archived in keeping with Solidarités International procedures, with ensuring that all related documents are well uploaded in LINK.
• Ensure that the quality check is carried out by the purchaser with the collaboration of the requester for the goods purchased.
• Ensure the non-disclosure of any information whatsoever relating to the practices and business of SI, acquired in the course of duty to any other person or organisation without authority except in the normal execution of duty programme.
• Assist Logistics Manager in reviewing bases PFs and doing spot checks on closed PFs of bases on monthly basis. To ensure the PFs are complete and archived in keeping with Solidarités International procedures.

Human Resource Management

• Supervision the assigned supply staff technically and participate on their trainings and recruitment / capacity building.
• Conducting or participating in performance reviews of the supply staff
• Draw up work plan, action plan for the Supply staff if needed.

Supplier Payment

• Receive and review invoices for the delivered purchase orders before of the Logistics Manager’s validation.
• Ensure that suppliers are paid as per contract, and according to SI procedures.

Reporting

• Share supply tools/FU tool exported from LINK with the base.

Support Logistics Manager in reviewing and archiving supply packs received from bases.

Skills

• Bachelor's degree in any relevant major or Minimum 3-years of experiences in the same area.
• Good level of spoken and written English is mandatory.
• Deep Knowledge of supply chain circle.
• Excellent communication and analytical skills.
• Excellent planning organization and reporting skills.
• Self-independence and self – starter.
• Excellent computer and office literacy (word, excel).
• Experience in ERP system is a plus.
• Pervious INGO Experience is mandatory.

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