Supply Chain Officer

Job Description

Supply Chain Officer

Country Office: Ethiopia

Work Base: Addis Ababa

Availability: As Soon As Possible

Salary Scale: as per the organization’s salary scale

Contract Duration: One year with a high possibility of extension

                              Female candidates are highly encouraged to apply for this position.

About Action Against Hunger

Action Against Hunger leads the global movement to end hunger. We innovate solutions, advocate for change, and reach 24 million people every year with proven hunger prevention and treatment programs. As a nonprofit that works across 50 countries, our 8,300 dedicated staff members partner with communities to address the root causes of hunger, including climate change, conflict, inequity, and emergencies. We strive to create a world free from hunger, for everyone, for good.

Action Against Hunger USA is part of the Action Against Hunger International network. As an independent NGO, Action Against Hunger USA currently manages operations in 8 countries: Kenya, South Sudan, Somalia, Tanzania, Uganda, Ethiopia, Zambia, and Haiti. Action Against Hunger-USA has over $100 million in programs and approximately 1,800 permanent staff based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

Summary of Position 

The Supply Chain Officer will implement the logistics policy of the mission to ensure good Logistical performance, provide the best possible support to the supply chain, and function and contribute to the smooth running of the mission’s supply chain (planning, procurement, and stock Management

The Supply Chain Officer’s role’s purpose, engagement, and delivery are: 

Purpose 

• The SCO is responsible for supporting the supply chain team and ensuring the overall procurements are done on a timely basis per Action Against Hunger’s procurement procedures. The supply chain officer is responsible for processing the necessary documentation on LINK by closely working with all departments and bases.

Engagement: 

• Internally the supply chain officer will have regular interaction with logistics, program & finance team members both at the capital and the base level.
• Externally the supply chain officer will have continuous engagement with suppliers.

Delivery: 

• Using the LINK platform, generate, execute, facilitate payment & close PDs through the proper processing and documentation per Action Against Hunger’s policies and procedures.

Essential job duties   

• Ensure receive, advice, and validate correctly filled PL from the programs (Capital & Base)
• Ensure all PLs both from capital & base are fully process  
• Generate RFQ and Quotation form 
• Prepare PD (Purchase dossier) files: RFQ, AT, SPO Contract, etc.)              
• Follow up on the delivery of requested items in collaboration with the Purchaser & warehouse officer
• Preparing purchase Dossier (like AT, SPO, etc.)
• Review the PD file and make sure the procurements are processed as per Action Against Hunger and donor procurement policy and procedure.
• Reviewing and follow-ups of the procurement status of assigned bases on a weekly basis and providing updates to DCLM- Supply concerning the status whether it is going according to the timetable or not.
• Review PD file, ensure the existence of all necessary supporting documents, and ask for approval from DCLM- Supply/CLM.
• Ensure PD files are opened through the procurement process and are closed on time accordingly.
• Proactively advise Action Against Hunger staff on how to use supply tools and services.
• Prepare and Place orders/SPO to suppliers and do the procurement when it is needed.
• Ensure effecting of payments to suppliers is done with the necessary documentation and as per defined contract terms and conditions
• Archive procurement documents as per the Action Against Hunger archiving procedure.
• Prepare procurement status reports for the missions on a monthly basis and submit them within the reporting timeframe

• Undertake any other duties as requested by his line manager, in accordance with the scope and responsibilities of the role.

Supervisory Responsibilities

• NA

Gender Equality Commitments  

• Foster an environment that supports the values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, and children (boys and girls) regardless of gender, sexual orientation, disability, or religion. Race, color, ancestry, national origin, age, or marital status. 
• Value and respect all cultures.  

Sexual Exploitation and Abuse (SEA):

• Beware of the minimum operating standards of SEA
• Protect and prevent others from SEA.
• Report SEA.
• Strictly compile with AAH child protection and SEA policies

Fiscal Responsibility

• NA

Physical Demands 

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Any Procurement requests should be raised by using the link software.

Working Conditions, Travel, and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high-security risks and/or very basic living conditions and outside weather conditions, as well as infectious diseases.

Job Requirement

Required Qualifications and Professional Experience

• B.A. degree in Supply Chain and Logistics Management/Business Administration or equivalent field of studies 
• At least 3 years of work experience in a similar position. 

Required Skills & Competencies

• Computer knowledge (Word and Excel)
• Experience in Procurement
• Stock management and Asset management
• Budget management
• Good organizer
• Negotiating capacity
• Good analytical capacity
• Rigour
• Team spirit
• Good communication and relations with people.